---
title: "Close a Pay Period and Export Timecards to Payroll"
slug: "close-a-pay-period-and-export-to-payroll-timecards"
description: "Close a pay period and export timecards to payroll. Approve all timecards first; punch errors block the Close + Export action."
updated: 2026-05-14T17:31:55Z
published: 2026-05-14T17:31:55Z
canonical: "docs.restaurant365.com/close-a-pay-period-and-export-to-payroll-timecards"
---

> ## 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.

# Close a Pay Period and Export Timecards to Payroll

Closing a [pay period](/doc/docs/admin-page-pay-periods-and-punch-edit-auto-lock) finalizes employee timecard data and locks it from further edits. This ensures that payroll exports contain only verified hours and wages. The process generates a payroll export file that can be downloaded or transmitted to a payroll provider.

Use this procedure after all timecards in the pay period are reviewed and approved. Once closed, a pay period can be reopened if changes are needed before processing payroll.

> [!WARNING]
> Note About Shift Errors
> 
> When there are timecards with errors (missed punches, overlapping shifts, etc.), the system will prompt the user to review the errors before closing the pay period and exporting the timecards.
> 
> Shifts **with errors** will **not** be exported to payroll.

---

## Security

Users must have the following permission to close a Time & Attendance pay period:

- Labor → Time & Attendance → Pay Period → Close pay period

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).

---

## Close and Export a Time & Attendance Pay Period

Follow these steps to close a Time & Attendance pay period and produce a payroll export file:

*Click steps to expand for additional information and images.*

****1)** Navigate to the [**Timecard page**](/doc/docs/timecard-page)**.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-06N3OWM6.png?sv=2026-02-06&spr=https&st=2026-10-29T20%3A23%3A16Z&se=2026-10-29T21%3A23%3A16Z&sr=c&sp=r&sig=WZP4lgLIQRGn1qL0gczBw1PGD%2F2BGmvGMozX05aGR4M%3D)

****2)** Select the **location** for the desired timecard.**

> Only locations that the user has access to can be selected.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IVA9Q96S.png?sv=2026-02-06&spr=https&st=2026-10-29T20%3A23%3A16Z&se=2026-10-29T21%3A23%3A16Z&sr=c&sp=r&sig=WZP4lgLIQRGn1qL0gczBw1PGD%2F2BGmvGMozX05aGR4M%3D)

****3)** Select the appropriate **day, week,** or **pay period** for the timecard.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ULUFKHFV.png?sv=2026-02-06&spr=https&st=2026-10-29T20%3A23%3A16Z&se=2026-10-29T21%3A23%3A16Z&sr=c&sp=r&sig=WZP4lgLIQRGn1qL0gczBw1PGD%2F2BGmvGMozX05aGR4M%3D)

****4)** [Review](/doc/docs/review-timecards) and [approve](/doc/docs/approve-or-unapprove-shifts-timecards) all timecards in the pay period.**

Timecards with punch errors, such as missed punches or overlapping shifts, **will not** be included in the payroll export.

Timecards with overtime alerts and unapproved timecards **will** be included in the payroll export.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TZFXQ0TQ.png?sv=2026-02-06&spr=https&st=2026-10-29T20%3A23%3A16Z&se=2026-10-29T21%3A23%3A16Z&sr=c&sp=r&sig=WZP4lgLIQRGn1qL0gczBw1PGD%2F2BGmvGMozX05aGR4M%3D)

****5)** In the Pay Period summary, click **Close**.**

> The Close button is only displayed on or after the pay period due date. If the Close button is not present, the pay period is still in progress and cannot be closed.

Once closed, all timecards will be locked. Locked timecards will not be updated with changes in POS data and cannot be manually edited.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-2IALCSNL.png?sv=2026-02-06&spr=https&st=2026-10-29T20%3A23%3A16Z&se=2026-10-29T21%3A23%3A16Z&sr=c&sp=r&sig=WZP4lgLIQRGn1qL0gczBw1PGD%2F2BGmvGMozX05aGR4M%3D)

****6)** Click **Close + Export**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9MLJTF4R.png?sv=2026-02-06&spr=https&st=2026-10-29T20%3A23%3A16Z&se=2026-10-29T21%3A23%3A16Z&sr=c&sp=r&sig=WZP4lgLIQRGn1qL0gczBw1PGD%2F2BGmvGMozX05aGR4M%3D)

POS (Point of Sale)

A system used by businesses to process sales transactions and manage customer payments. Connected to R365 through a [POS integration](/doc/docs/pos-integration-overview).