The Pay Periods rule controls how labor data aligns with payroll. It defines:
Pay cycle frequency
Pay period start date
Locations assigned to the rule
Daily Sales Summary (DSS) punch edit lock timing
Payroll exports, labor reporting, and punch edit behavior depend on this configuration.
Use this rule when:
A new location opens
A location changes pay cycle
Payroll timing changes
Punch edit locking needs adjustment
Security
Users with the following permission will be able to create pay period rules:
Labor → Labor Rules → Pay Period Rules → Create Pay Period Rules
Users with the following permission will be able to edit pay period rules:
Labor → Labor Rules → Pay Period Rules → Edit Pay Period Rules
These permissions can be added to custom user roles or individual users. The Permission 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.
Open an pay period rule
Select Admin from the left navigation rail.
Expand Workforce.
Select Labor Rules.
Select the rule to open its record.
Tip:
Find the rule Type in the Type column. In this example, Break type is selected.
Manage Locations
Locations assigned to a Pay Periods rule follow the pay cycle and start date defined in that rule. Assign only locations that share the same pay period structure.
Follow these steps to add or remove locations:
Click steps to expand for additional information and images.
1) Scroll to the Name & locations section.
2) Select the Locations dropdown arrow.
Assigning locations with mismatched pay period dates can cause duplicate or overlapping payroll records.
3) Select the checkbox for each location to add or select the X next to the location to remove it.
Before removing a location, confirm that no open payroll periods depend on the current configuration.
Adjust the pay period start date
The start date determines when the pay cycle begins.
Click steps to expand for additional information and images.
1) Scroll to the Pay Period section.
2) Update the Start date field.
Changing the start date may shift labor data into different payroll periods. Review payroll timing before saving.
Change the pay cycle frequency
The pay cycle determines how often payroll periods repeat (for example, weekly or biweekly).
Click steps to expand for additional information and images.
1) Scroll to the Pay Period section.
2) Update the Pay cycle field.
Changing the pay cycle mid-period may affect payroll exports and reporting consistency. Confirm the timing before saving.
Configure DSS punch edit lock timing
DSS punch edits allow adjustments to clock-in and clock-out times in the Daily Sales Summary.
Locking punch edits prevents further changes after a defined period.
Punch edits can be locked:
Immediately after a pay period ends
After a defined number of days (grace period)
At a specific time and time zone
Update punch edit lock time
Click steps to expand for additional information and images.
1) Scroll to the Daily Sales Summary punch edits section.
2) Check the Lock DSS punch edits box if not already checked.
3) Update the lock time.
4) Update to the the appropriate Time zone, if needed.
Options include: PST, MST, CST, EST, and Local Time.
Lock punch edits immediately
Click steps to expand for additional information and images.
1) Scroll to the Daily Sales Summary punch edits section.
2) Enter 0 in the Days after pay period ends field.
Entering 0 locks punch edits as soon as the pay period ends.
Allow a grace period
Click steps to expand for additional information and images.
1) Scroll to the Daily Sales Summary punch edits section.
2) Enter the number of days in the Days after pay period ends field.
The system allows punch edits during the defined number of days after the pay period ends. After that time, edits are locked automatically.
Save the rule
Confirm and review all fields in:
Name & locations
Pay Period
Daily Sales Summary punch edits
Any additional rule-specific sections
Click Save.
FAQ
How is the Pay Periods rule different from the Payroll Calendar?
The Pay Periods rule controls how labor data groups into pay periods.
The Payroll Calendar controls payroll processing dates.
Changing a Pay Periods rule does not change payroll check dates or processing deadlines.
How is this different from Pay Periods in Timecards?
The Pay Periods rule defines the structure of the pay period.
Timecards display pay periods based on that structure.
Timecards do not control pay cycle frequency or punch edit locking.
What happens if I change the pay cycle frequency?
Changing the pay cycle frequency updates how future pay periods generate.
If the change is made during an open pay period, payroll exports and reporting may become inconsistent.
Make pay cycle changes after the current pay period closes.
What happens if I change the pay period start date?
Changing the start date shifts how labor data groups into pay periods.
If changed mid-cycle, historical labor data may align with different payroll periods.
Update the start date only after confirming payroll timing.
Can I assign locations with different pay cycles to the same rule?
No.
All locations assigned to a Pay Periods rule must follow the same:
Pay cycle frequency
Pay period start date
Assigning locations with mismatched structures can create duplicate or overlapping payroll records.