This feature is in beta for select customers. Contact your CSM for more information.
Overview
The Payroll Calendar defines pay periods and pay dates for R365 Payroll. It streamlines payroll by supporting accurate, timely payments and providing a clear compensation schedule. Supported pay cycles include weekly, biweekly, semi-monthly, and monthly. Each payroll company can have one Payroll Calendar. If added by mistake, the calendar can be deleted—unless payments exist for any pay period.
Payroll Calendar Page
Payroll Calendar Page
The Payroll Calendar provides a centralized view of pay cycles, pay dates, and payroll submission dates for the selected payroll company. If multiple payroll companies are enabled, use the dropdown to switch between them. From this page, users can create, view, edit, or delete payroll calendars.
Payment Frequency Types
Selecting a payment frequency is the first step in setting up a Payroll Calendar. The frequency options include:
Weekly
Once a week
52 pay periods
Biweekly
Every two weeks
26 pay periods
Semi-monthly
Twice a month
24 pay periods
Monthly
Once a month
12 pay periods
Pay Periods and First Pay Dates
Pay date behavior varies by pay frequency. Weekly, biweekly, and monthly schedules offer more flexibility, while semi-monthly pay periods are structured to ensure two pay dates per month—typically on the 15th and the last day.
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.
Edit or Delete Payroll Calendar
Payroll calendars can be updated as needed, typically at the start of a new year or pay cycle. Only future pay dates are editable. Past dates and the selected pay frequency remain fixed once set. A payroll calendar can be deleted from the Payroll Calendar page. However, deletion is only allowed if all pay periods in the calendar are fully processed. This means no payments can be pending, scheduled, or in progress. All associated payroll activity must be complete before the system allows the calendar to be removed.
Payroll Calendar Wizard
The Payroll Calendar Wizard opens when creating a new calendar or editing an existing one from the Payroll Calendar page.
