--- title: "Pay Run Details Screen" slug: "pay-run-details-page" description: "Pay Run Details screen — all employee payments with hours, tips, gross/net pay, and error icons. Add employees and import earnings here." status: "update" updated: 2026-11-01T05:00:26Z published: 2026-11-01T05:00:26Z canonical: "docs.restaurant365.com/pay-run-details-page" --- > ## 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 Details Screen The pay run details screen is accessed from the [Payroll hub page](/doc/docs/payroll-hub-overview-1). This screen shows all employee payments in the pay run and any related issues. From this page the following actions are available: - Open the [Imports page](/doc/docs/pay-runs-imports-page) - Download the Payment Report - View Payment Issues --- ## Security **The following permissions are associated with Pay Run Details:** - Payroll - R365 Payroll - Payments - View Payments - Edit Payments - Create Payments - Approve Payments - Delete Payments - Calculate Payments - Verify 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** or click **View details** on the current pay run. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1784746346163.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A53Z&se=2026-11-11T06%3A05%3A53Z&sr=c&sp=r&sig=CBunfu6AuMiX3Akno%2Bj0I7QYFtmfW4hHHBj4BImGySo%3D) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-A8DV1DUF.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A53Z&se=2026-11-11T06%3A05%3A53Z&sr=c&sp=r&sig=CBunfu6AuMiX3Akno%2Bj0I7QYFtmfW4hHHBj4BImGySo%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%3A05%3A53Z&se=2026-11-11T06%3A05%3A53Z&sr=c&sp=r&sig=CBunfu6AuMiX3Akno%2Bj0I7QYFtmfW4hHHBj4BImGySo%3D) --- ## Pay Run Details Screen - Buttons and Fields ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-I6RUPOKR.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A53Z&se=2026-11-11T06%3A05%3A53Z&sr=c&sp=r&sig=CBunfu6AuMiX3Akno%2Bj0I7QYFtmfW4hHHBj4BImGySo%3D) | | Button/Field | Description | | --- | --- | --- | | **1** | Overview | Opens the [Payroll Overview pag](/doc/docs/payroll-overview-page)e. | | **2** | Pay Run Description | The name of the pay run. | | **3** | Dates and Pay Run ID | Indicates the dates of the pay run. An overlapping-squares icon that displays the Pay Run ID. Because pay run names are user-entered and not always unique, the Pay Run ID is the only reliable way to identify a specific pay run. | | **4** | Pay Run Status | - **Not started** — No employees are added to a pay run. - **Needs attention** — An issue must be addressed before progressing. - **In progress** — The pay run is in progress. - **Approved** — The pay run is approved. | | **5** | Trashcan | Deletes the existing pay run. | | **6** | Submit | Open the [calculate and approve wizard](/doc/docs/calculate-and-approve-a-pay-run). | | **7** | Outstanding Issues | Displays the outstanding issues that need to be addressed before approving the pay run. Learn more about [resolving issues from the payroll hub](/doc/docs/resolving-issues-from-the-payroll-hub). | | **8** | File Import Name | The name(s) of the import files. | | **9** | Pay Run Details | - **Pay period start date** — The start of the pay period. - **Pay period end date** — The end of the pay period. - **Pay date** — The date the employees are paid. - **Bank account** — The account associated with the pay run. - **Pay frequency** — Specifies how often employees are paid. - **Pay run type** — Specifies if the pay run is on-cycle, off-cycle, or custom pay period. - **Tax method** — The tax method associated with the pay run. | | **10** | Edit | After the pay run is created, **Tax Method** and **Pay Date** can be updated directly on the pay run page (for off cycle pay runs). Both fields become locked once the pay run is finalized. | | **11** | Imports | Opens the [Imports screen](/doc/docs/pay-run-imports-new-pay-run-experience). Select the dropdown arrow to view historical imports. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X7NLBXLK.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A53Z&se=2026-11-11T06%3A05%3A53Z&sr=c&sp=r&sig=CBunfu6AuMiX3Akno%2Bj0I7QYFtmfW4hHHBj4BImGySo%3D) | | **12** | Download Details | Downloads the [Payment Report](https://docs.restaurant365.com/doc/docs/workforce-reports-payroll-by-pay-period-payroll-by-pay-date-reports) which contains pay run details in .xlsx format. > [!NOTE] > The downloaded report includes all employees in the pay run and does not reflect any filters applied to the table. | | **13** | Quick Review Section | A high-level view of pay run totals. | | **14** | Search | Filters the list of payments for employees whose names contain the entered text. | | **15** | Filter toggle | When selected, it filters by employees with the selected filter. | | **16** | Add Employees Button | Adds individual employees to the pay run. | | **17** | Employee Table | Shows the table with the employees included in the pay run. | ### Columns | Column | Description | | --- | --- | | Flags | Displays a "Final pay" icon when the payment is marked as final pay. This column only appears when final pay flagging is enabled for the organization. | | Issues | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KTLD9AAO.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A53Z&se=2026-11-11T06%3A05%3A53Z&sr=c&sp=r&sig=CBunfu6AuMiX3Akno%2Bj0I7QYFtmfW4hHHBj4BImGySo%3D)**Red Circle with Red Exclamation Mark Icon** - Indicates that the payment has an error. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-J4VGRXN7.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A53Z&se=2026-11-11T06%3A05%3A53Z&sr=c&sp=r&sig=CBunfu6AuMiX3Akno%2Bj0I7QYFtmfW4hHHBj4BImGySo%3D) **Yellow Triangle with Yellow Exclamation Point Icon** - Indicates that an issue as been identified with the payment. > If [Net Pay Shortfalls](/doc/docs/workforce-r365-payroll-net-pay-shortfalls) is enabled, a warning icon is displayed when an employee's net pay is insufficient to cover all required tax withholdings, deductions, and garnishments. | | Employee | The employee associated with the payment. Click the employee’s name to open their [Employee Record.](/doc/docs/employee-record) > [!NOTE] > The employee ID shown is permanent and tied to both the employee and this payment. | | ID | The system-generated employee ID. | | Type | Pay type for the employee; either Hourly or Salary. | | Regular Time | Total regular hours included in the payment. > This field reports hours in HH:MM format. | | Overtime | Total overtime hours included in the payment. > This field reports hours in HH:MM format. | | Double Time | Total double time hours included in the payment. > This field reports hours in HH:MM format. | | PTO | Total dollars paid for PTO hours. | | Previously Paid Tips | Tips that have already been paid to the employee. | | Tips | Tips that are owed to the employee. | | Holiday | Total dollars paid for Holiday hours. | | Gross Pay | Total earnings for all hours/salary. | | Net Pay | Total dollars paid to the employee after taxes and deductions. > This amount is only displayed for pay runs that have been calculated. Previously paid earnings are excluded. | | ER tax | Total tax paid by the employer. > This amount is only displayed for pay runs that have been calculated. | | Expense | Total amount of the payment (Gross Pay + ER Tax). > This amount is only displayed for pay runs that have been calculated. | --- ### FAQ #### Why is the "Mark as Final Pay" button disabled or missing for a payment? The button only appears when final pay flagging is enabled for the organization and requires the Edit Payments permission. It's disabled with an explanatory tooltip when the payment's final pay status was set automatically by the employee separation wizard. Learn more in [Employee Separations](https://docs.restaurant365.com/docs/en/workforce-employee-separations). #### Why did I get an error saying the payment is no longer eligible for final pay? This error appears when the payment's eligibility changes while the action is still processing — for example, if another admin adds, changes, or removes the employee's separation date at the same time. Refresh the page and try the action again. See [Employee Separations](https://docs.restaurant365.com/docs/en/workforce-employee-separations) for more on how separation dates affect final pay eligibility. #### Can I delete a payment after the pay run has been approved? No. The Delete button only appears for payments in pay runs with an 'In Progress' or 'Needs Attention' status, and deleting a payment is irreversible. Once a pay run reaches Pending Approval or is approved, this option is no longer available on the Payment Details page. See the [Pay Run Details page](https://docs.restaurant365.com/docs/en/pay-run-details-page) article for more on pay run statuses. #### What's the difference between a payment's "distribution type" and the employee's "payment method"? Payment method is the employee's standing preference — Direct Deposit or Check — set on their employee record. Distribution type is how this one specific payment is actually delivered, and the Pay By Check button lets you change it just for that payment without changing the employee's standing payment method. See [Payment Methods Overview](https://docs.restaurant365.com/docs/en/payment-methods-overview) for more on how payment methods are set. #### Does saving my changes automatically recalculate the payment? Yes. Clicking Save Changes recalculates the payment's deductions, taxes, and MTD/YTD totals immediately. Learn more in [Add and Edit Earnings on Payments](https://docs.restaurant365.com/docs/en/r365-payroll-adding-and-editing-earnings). A scheduled process in payroll systems to calculate and distribute employee payments for a specific period. Access rights granted to users or user roles that dictate what actions they can perform within the system. A payroll run that occurs outside the regular pay schedule. Used for bonus payments, termination pay, corrections, or other payments that don't align with the standard pay calendar. Paid time off — hours an employee can take away from work while still receiving pay, such as vacation, sick, or holiday hours. In R365, PTO eligibility review is one of the use cases the Full Time Equivalent Report supports, and PTO hours are tracked separately through Accrual Rules and the PTO Balance and PTO Liability Reports. Short for "employer tax" — the taxes R365 calculates that the employer, not the employee, owes on a payment, such as the employer's share of FICA and unemployment tax. It appears as its own column on the Pay Run Details screen and only calculates once a pay run has been calculated. A database entry that contains detailed info about an employee, including personal details and employment history.