--- title: "Payroll Calendar Overview" slug: "payroll-calendar-overview" description: "Payroll Calendar overview — covers pay frequencies, submission deadlines, holiday adjustments, and early pay date behavior." updated: 2026-04-27T21:37:51Z published: 2026-04-27T21:37:51Z canonical: "docs.restaurant365.com/payroll-calendar-overview" --- > ## 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. # Payroll Calendar Overview The **Payroll Calendar** defines pay periods and pay dates for R365 Payroll. It ensures accurate, timely payments and a consistent compensation schedule for each payroll company. Payroll administrators use the Payroll Calendar to configure pay cycles, submission deadlines, and pay dates. Each payroll company can have one Payroll Calendar. Supported pay frequencies include weekly, biweekly, semi-monthly, and monthly. --- ## Payroll Calendar Pages ### Payroll Calendar Page The **Payroll Calendar page** shows all pay cycles, pay dates, and payroll submission deadlines for the selected payroll company. From this page, payroll administrators can: - [Create a new payroll calendar](/doc/docs/create-payroll-calendar) - View pay cycles and submission deadlines - [Edit pay dates or details for upcoming pay periods](/doc/docs/edit-payroll-calendar) - [Delete a payroll calendar when no active payments exist](/doc/docs/delete-payroll-calendar) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GVBK5ETD.png?sv=2026-02-06&spr=https&st=2026-11-05T08%3A12%3A39Z&se=2026-11-05T09%3A12%3A39Z&sr=c&sp=r&sig=keL%2FhnLScOIc2Vy54tGASgMsExxgnxLsrP4E%2BKcoJtc%3D) --- ### Creating a Payroll Calendar Creating or editing a calendar opens the [Payroll Calendar Wizard](/doc/docs/payroll-calendar-wizard). The wizard guides setup through a structured, multi-step process. During setup: - Select a pay frequency. - Define the first pay period. - Select the first pay date. - Review submission deadlines and holiday behavior. > [!NOTE] > After saving, the pay frequency cannot be changed. If the wrong frequency is selected, a [new Payroll Calendar](/doc/docs/create-payroll-calendar) is required. --- #### Payment Frequency Types Select a pay frequency when creating the Payroll Calendar. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3OY2W6YC.png?sv=2026-02-06&spr=https&st=2026-11-05T08%3A12%3A39Z&se=2026-11-05T09%3A12%3A39Z&sr=c&sp=r&sig=keL%2FhnLScOIc2Vy54tGASgMsExxgnxLsrP4E%2BKcoJtc%3D) | Frequency | Description | Pay Periods per Year | | --- | --- | --- | | Weekly | Once a week | 52 | | Biweekly | Every two weeks | 26 | | Semi-monthly | Twice a month | 24 | | Monthly | Once a month | 12 | > [!NOTE] > **Tip:** Weekly payroll often works best for hourly employees. Semi-monthly or monthly payroll often works best for salaried employees. --- ### Pay Periods and First Pay Dates Pay date behavior depends on the selected frequency. Key rules: - Pay dates must occur at least two business days after the pay period end date. - Companies with an approved one-business-day submission schedule may use a shorter timeline. - A pay date may occur before the pay period end date, but the system displays a warning that must be acknowledged. When creating the calendar: - The first pay date is editable - The pay period end date auto-fills based on the selected frequency --- ### Early Pay Date Example In some scenarios, a pay date occurs before the pay period ends. Example: - Pay period: Feb 1 – Feb 7 - Pay date: Feb 6 In this case, the system displays a warning indicating the pay date occurs before the pay period end. Acknowledge the warning to confirm the configuration is intentional. --- ### System-Generated Past Custom Pay Periods When a payroll calendar is created, the wizard may automatically generate a past custom pay period if a gap exists between the calendar start date and the first scheduled pay period. This custom period bridges that gap and appears in the pay period list before the first standard pay period. A pay date is not automatically populated for it. A pay date is required for each past custom pay period before the calendar can be published. If the pay date is missing or outside the allowed range, the system highlights the field and displays an inline error when Publish is selected. The allowed pay date range for a past custom pay period is from today through the next period's pay date. Past custom pay periods can only be edited during initial calendar creation, before the calendar is first published. --- ### Submission Deadlines Submission deadlines determine when payroll data must be finalized for processing and have a daily cutoff of 11:00 AM MT. These deadlines align with pay dates and help ensure payroll completes on time. Missing a submission deadline may delay payroll processing. --- ### Holidays and Pay Date Adjustments During setup or review, configure how pay dates behave around holidays. Options include: - Moving pay dates earlier - Moving pay dates later Submission deadlines adjust automatically based on the selected behavior. These settings help prevent pay delays during holidays. For details, see the [holiday calendar documentation](/doc/docs/aps-2025-processing-calendar). --- ### Edit or Delete Payroll Calendar A Payroll Calendar can be deleted only when: - All pay periods are complete - No payments are pending, scheduled, or in progress Common alerts include: - “Cannot delete — pending pay runs exist.” - “Deletion blocked — calendar contains scheduled payments.” Complete or cancel affected payroll actions before retrying deletion. If future pay periods exist, edit the calendar instead of deleting it. > [!NOTE] > **Tip**: If future pay periods exist, [edit the calendar](/doc/docs/edit-payroll-calendar) instead of deleting it.