--- title: "Pay Run Approval Wizard" slug: "pay-run-approval-wizard" description: "Pay Run Approval Wizard — shows gross pay, taxes, deductions, PTO, pay date, and total to fund before final irreversible approval." updated: 2026-07-29T20:01:29Z published: 2026-07-29T20:01:29Z canonical: "docs.restaurant365.com/pay-run-approval-wizard" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Pay Run Approval Wizard The **Pay Run Approval** page shows a summary of a payroll run before it is approved for processing. This page displays key totals, including gross pay, taxes, benefits, deductions, and the total amount to fund. It also highlights warnings that require review and confirms the scheduled pay date. Payroll administrators use this page to review payroll details, resolve issues, and approve the pay run for processing. --- ## Security Users must have the following permission to calculate payments: - Payroll → R365 Payroll → Calculate Payments Users must have the following permission to approve payments: - Payroll → R365 Payroll → Approve Payments These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Navigation **Navigation Menu** 1. Select **Payroll** from the left navigation rail. 2. Under **Payroll**, select **Payroll hub.** 3. Click into the row of a **Pay Run.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8EKSLNU8.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A33%3A20Z&se=2026-11-11T06%3A33%3A20Z&sr=c&sp=r&sig=4b96cDa2RcIN67pVHCOwqVXi7z%2FPNIpTCprZBsTK9WU%3D) ****Search**** Navigate to pages with the [R365 global search bar](/doc/docs/r365-search): 1. Enter all or part of the **page name** in the R365 global search bar. 2. Select the page from the results list. > Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A33%3A20Z&se=2026-11-11T06%3A33%3A20Z&sr=c&sp=r&sig=4b96cDa2RcIN67pVHCOwqVXi7z%2FPNIpTCprZBsTK9WU%3D) --- ## Pay Run Approval Buttons and Fields ### Warnings and Details ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NND80SJ7.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A33%3A20Z&se=2026-11-11T06%3A33%3A20Z&sr=c&sp=r&sig=4b96cDa2RcIN67pVHCOwqVXi7z%2FPNIpTCprZBsTK9WU%3D) | | **Button/Field** | **Description** | | --- | --- | --- | | **1** | Pay run summary | Displays the pay run summary page for the selected payroll period. | | **2** | Close | Closes the pay run summary page. | | **3** | Progress Menu | Displays the current progress status of the pay run. | | **4** | Warnings | Displays warnings that require review before approving payroll. | | **5** | Pay date | Pay date is the calendar date payroll distributes wages for work done in the pay period. When a payroll calendar is set up, the Pay Date field pre-fills with the calendar check date. If that date has passed, conflicts with processing time, or is otherwise unusable, select a new pay date. | | **6** | Total to fund | Displays the total amount required to fund the pay run. | | **7** | Pay run type | Displays the type of pay run. | | **8** | Gross pay | Displays the total gross pay for the pay run. | | **9** | Taxes | Displays the total tax amount for the pay run. | | **10** | Benefits & deductions | Displays the total employee benefits and deductions for the pay run. | | **11** | Overtime | Displays the total overtime amount included in the pay run. | | **12** | PTO | Displays the total paid time off amount included in the pay run. | | **13** | Holiday | Displays the total holiday pay amount included in the pay run. | | **14** | Employees | Displays the total number of employees included in the pay run. | | **15** | Calculate | Calculates totals for the pay run based on current details. | ### Approval Details ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8ORET586.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A33%3A20Z&se=2026-11-11T06%3A33%3A20Z&sr=c&sp=r&sig=4b96cDa2RcIN67pVHCOwqVXi7z%2FPNIpTCprZBsTK9WU%3D) | | **Button/Field** | **Description** | | --- | --- | --- | | **1** | Pay run summary | Displays the pay run summary header for the selected payroll period. | | **2** | Close | Closes the pay run summary page. | | **3** | Progress Menu | Displays the summary status view for the pay run. | | **4** | Pay date | Displays the scheduled pay date for the pay run. | | **5** | Total to fund | Displays the total amount required to fund the pay run. | | **6** | Pay run type | Displays the classification of the pay run. | | **7** | Gross pay | Displays the total gross pay for the pay run. | | **8** | Taxes | Displays the total tax amount for the pay run. | | **9** | Benefits & deductions | Displays the total employee benefits and deductions for the pay run. | | **10** | Overtime | Displays the total overtime amount included in the pay run. | | **11** | PTO | Displays the total paid time off amount included in the pay run. | | **12** | Holiday | Displays the total holiday pay amount included in the pay run. | | **13** | Employees | Displays the total number of employees included in the pay run. | | **14** | Approve | Approves the pay run for processing. |