How to Close a Pay Period

Closing a pay period is a crucial step in ensuring accurate payroll processing. Follow these steps to successfully close a pay period:

1. Review and Approve Time Off and Overtime Requests

• Go to Menu > Approve Requests.
• Review all Time Off and Overtime requests for the pay period.
• Approve or Unapprove each request.
  • It's okay to leave requests for future pay periods in the "Approve Requests" section.
• Important: Time Off and Overtime requests will appear on the time card even if they haven't been approved yet.

2. Verify Time Card Accuracy

• Go to Menu > Time Card.
• Select the Group(s) you want to review.
• Select All in Selected Group.
• Select the start date of the Pay Period.
• Set Number of Pay Periods to "1".
• Click Display.
• Carefully review each Time Card for any errors or discrepancies.
• To correct an error:
  • Open a new browser tab.
  • Go to the employee's schedule.
  • Add, remove, or edit the incorrect entries.
  • Go back to Menu > Approve Requests and approve any changes you made.
  • Return to the Time Card tab and click Display to refresh the view.

3. Close the Pay Period

• Go to Menu > Manage Pay Periods.
• Confirm that the Current open pay period matches the dates of the pay period you are closing.
• Check the box for Open report after close completes. This will automatically download an Excel report with payroll information.
• Click the Close Pay Period button.
  • Warning: Closing a pay period is permanent. Once you click this button, you cannot change time off requests, overtime requests, or schedule patterns for this pay period. (Note: if you accidentally closed a pay period, you can reach out to us by submitting a support ticket and we will unclose it. This may take 1 business day to complete)
  • You can still adjust balances on the Menu > View Accrual Balances page if needed.
• Wait for the Excel document to download. This may take about 20 seconds.
• Provide this report to your payroll person.

Key Points to Remember

• Always double-check for accuracy before closing a pay period.
• Closing a pay period prevents further changes to time entries.
• Accrual balances can be adjusted even after the pay period is closed.

By following these steps, you can ensure accurate and efficient payroll processing.