This feature is in beta for select customers. Contact your CSM for more information.
A payroll calendar can be created on the Payroll Calendar page in the Payroll tab.
Security
Users must have the following permission(s) to create a Payroll Calendar:
Payroll → Workforce Payroll → Payroll Calendar → Edit Payroll Calendar
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.
Create a Payroll Calendar
Follow these steps to create a new Payroll Calendar:
Click steps to expand for additional information and images.
1) Navigate to the Payroll Calendar page.
2) Select the Create Calendar button.
3) Select a ‘Pay Frequency.’
Pay Frequency options include Weekly, Biweekly, Semi-Monthly, and Monthly.
4) Enter the ‘Start Date’ of the first pay period.
The start date marks the first day of the pay period. After selecting a pay frequency, the field auto-fills but can be edited.
5) Select a ‘First Pay Date.’
For weekly, biweekly, and monthly pay frequencies, the first pay date is editable and the end date auto-fills. Semi-monthly pay periods have less date flexibility to ensure two pay periods per month are scheduled, usually on the 15th and the last day of the month.
All pay dates must be at least two business days after the pay period end date, unless a one-business-day submission schedule has been approved.
Pay Date Examples by Frequency
In the example below, the yellow highlight shows the first pay period, the blue highlight shows the second pay period, and the blue boxes are represented as the first eligible pay dates—unless an earlier submission schedule has been approved.
Semi-monthly
For weekly, biweekly, and monthly pay frequencies, the first pay date is editable and the end date auto-fills. The pay date must be at least two business days after the end date. In the examples below, the yellow highlight shows the pay period, and the blue box marks the first eligible pay dates—unless an earlier submission schedule has been approved.
Weekly
Biweekly
Monthly
In some scenarios, users may choose to set a pay date that falls before the pay period ends. While this is not standard, R365 allows it if the warning is acknowledged during setup.
Early Pay Date Example
In this example, the pay period runs from 5/16 to 5/22, but the pay date is set to 5/20—before the pay period ends.
To proceed with this configuration, users must acknowledge the system warning to confirm that the setup is intentional.
6) Choose ‘Before’ or ‘After’ to set whether the pay date falls before or after weekends and bank holidays.
The dates adjusted due to weekends or bank holidays. Learn more about bank holidays.
7) Review More Information and click the Continue button.
8) Review Pay Dates.
If the pay dates are correct, skip Step 9. To make changes, continue to Step 9.
9) Make Edits (Optional)
Only future dates can be edited. Learn more about making edits to a payroll calendar.
8) Click ‘Publish.’
