The Payroll Calendar defines pay periods, submission dates, and pay dates used in Payroll.
For published calendars, only future pay dates and submission timelines can be edited. Past pay periods, pay frequency, and completed dates are locked to protect payroll accuracy.
Past custom pay periods generated during initial calendar creation are an exception. These periods can only be edited during the creation process, before the calendar is first published. After publishing, they are locked along with all other past periods. See Create Payroll Calendar for setup guidance.
Security
Users must have the following permission to edit 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.
Edit a Payroll Calendar
Follow these steps to edit an existing Payroll Calendar:
Click steps to expand for additional information and images.
1) Navigate to Payroll Calendar page and select a Payroll Calendar.
2) Select Edit.
3) Select List View.
Edits can only be made in List View.
If Calendar View is active, switch to List View before making changes.
4) Make edits to pay dates.
Update future pay dates as needed. Past periods, pay frequency, and submission cycles cannot be changed on a published calendar.
Review all future dates before publishing to confirm payroll alignment.
5) Select Publish.
When finished, select Publish to save changes. A confirmation message appears, and the system updates all future payroll records with the new dates.
FAQ
Why is the pay date not editable?
For published calendars, only future pay dates can be edited. Past pay dates are locked and cannot be changed.
If a past custom pay period was generated during initial calendar creation and has not been given a pay date, that period can only be edited before the calendar is first published. Open the Payroll Calendar Wizard from the creation flow to enter the required pay date. Once the calendar is published, the period is locked.
Why is the Edit button disabled?
The Edit button stays disabled if the user lacks the Edit Payroll Calendar permission or if the calendar includes only past periods.
Can submission dates be edited independently of pay dates?
Submission dates update only when future pay dates are edited. Submission cycles for past periods are locked and can’t be changed.
What happens to payroll runs already created when future pay dates change?
Future payroll runs update automatically to reflect the new pay dates after publishing. Payroll runs that are already processed or finalized do not change.
Why does Publish fail with a pay date error on a past period?
If the wizard generated a past custom pay period to fill a gap before the first scheduled period, a pay date is required for that period before the calendar can be published.
The pay date field highlights red and an inline error appears when Publish is selected without a valid date. Enter a pay date between today and the next period's pay date to resolve the error.
Past custom pay periods can only be edited during initial calendar creation, before the calendar is first published.