Pay Runs in Payroll > Pay Run Management

ConnectedPay Administrator Guide

Version
R2024.1.0
Pay Runs in Payroll > Pay Run Management

Working with Dayforce Unified pay runs in Payroll > Pay Run Management is different from processing payroll for native payroll, in which payroll is processed by Dayforce end-to-end from calculation to disbursement.

You can view and process single pay runs in Payroll > Pay Run Management. You can load a single pay run in Payroll > Pay Run Management from Payroll > Overview or, if you already loaded a pay run in the Pay Run Management tab, you can load a new pay run.

Before approving a pay run, you should inspect the pay run in the Preview tab by reviewing the information in the Summary and Employee sub-tabs. See The Summary Sub-Tab and The Employee Sub-Tab.

Process Job Options in a Loaded Pay Run

Working with a Dayforce Unified pay run in Payroll > Pay Run Management can entail the following:

  • Approving a trial payroll file.
  • Approving a final payroll file.
  • Locking quick-entry records and sending this data to the payroll partner, along with a notification that this data is ready for them to access.
  • Unlocking the Quick Entries tab and the quick-entry records that you previously locked if you need to make adjustments, such as adding, editing, or deleting records.
  • Marking the pay run as Under Review.
  • Rejecting the pay run.

These actions are triggered by options in the Process Job drop-down button.

The Process Job can include the following options: 

  • Approve Trial Payroll: You reviewed the first draft of your payroll from your payroll partner, and no corrections are required. Depending on the country or region, this job might not be available.
  • Approve Final Payroll: You reviewed the final payroll and addressed any errors. The payroll is ready for final approval. The progress bar shows a green checkmark after you approve your final payroll, and the entire circular progress bar is green.
  • Important: If you click Approve Final Payroll for a pay run and you have unapproved prior pay runs, Dayforce shows an error message stating that you must first approve the prior pay runs.
  • Lock Payroll Entries: You added and saved quick entries in Pay Run Management, and you are ready to lock this data and send it to the payroll partner to notify them that they can retrieve the data. This job is available only when your quick entries are unlocked.
  • Unlock Payroll Entries: After locking your quick-entry records, you need to unlock the Quick Entry tab and the quick-entry records that you previously locked to add more records or edit or delete existing records. You can use this option if you already sent a set of quick-entry records to your payroll partner during the same pay run and you need to make adjustments. This job is available only when your quick entries are locked.
  • Important: If your payroll partner previously retrieved the quick-entry records and made changes to ensure that the data is accurate, you should request that your payroll partner purge that data and perform the Quick Entry API call again.
  • Under Review: You reviewed the first draft of your payroll, and corrections are required. Depending on the country or region, this job might not be available. Sometimes, after you review the payroll and correct any errors, the only available process job is Reject.
  • Reject: You reviewed the finalized payroll, and you must reject it. When you click Reject, a dialog box opens, where you must enter a reason for the rejection in the text field in 1,024 characters or fewer and send it to your payroll partner. After you enter a reason and submit it, your payroll partner receives a notification of the rejection and the reason that you entered. A Reason drop-down list is available for you to designate why the pay run was rejected, which includes Adjustment/Correction and Missed Pay options. If you want to add a reason code, you can configure custom reason codes for pay-run rejections in Payroll Setup > Payroll Reasons and link them to the Reject functionality. See "Payroll Setup > Payroll Reasons" in the Dayforce Implementation Guide.

You can verify the currency type and details about the pay run in the Preview tab > Summary, Employee, and Payments sub-tabs. You can also view earning statements in the Employee Preview slide-out panel.

The Summary Sub-Tab

The Summary sub-tab contains details about the totals for the pay run that are organized by the following:

  • Earnings
  • Employee and employer taxes
  • Post-tax deductions
  • Memo calcs
  • Net pay

In this sub-tab, you can view the currency that is used for the pay group and review the pay run to identify errors and omissions. You can also view details, such as the total amount and the difference compared to the previous pay run, as illustrated in this screenshot:

Summary sub-tab in the Preview tab, displaying the total amounts of a current pay run compared to the total amounts of the previous pay run.

You can view additional details about earnings, employee or employer taxes, and so forth when you expand any of the sections and click the links available in the expanded section. Clicking one of these links opens a new sub-tab with the title of the link that you click. The tab shows how many employees in this pay run have this particular earning, deduction, tax, and so forth.

For example, in the previous screenshot, the cursor is positioned over the Regular earnings link. If you click this link, a new tab with the title Earnings - Pay Run - Regular opens, as illustrated in the following screenshot:

Earnings - Pay Run - Regular tab that opens if you click the regular-earnings link in the Summary sub-tab.

You can also export data from the Summary sub-tab or from the details sub-tabs that you open by clicking Export.

The Employee Sub-Tab

The Employee sub-tab contains details about the pay run that are organized by the following:

  • Employee
  • Employee earnings
  • Employee and employer taxes
  • Post-tax deductions
  • Memo calcs
  • Net pay

The following screenshot illustrates these details:

Employee sub-tab in the Preview tab that contains pay-run details that are organized by employee.

You can also export data from the Employee sub-tab by clicking Export.

The Employee Preview Slide-Out Panel

The Employee Preview slide-out panel shows the earning statement for the selected employee in the pay run in the Earning Statement tab, providing details about the earnings and deductions in the Preview tab. The following screenshot shows the preview of an example earning statement:

Slide-out panel that displays the preview of an example employee earning statement.

Important: Earning statements might not always follow your country's legislation and, therefore, might not be compliant. If you have any concerns about compliance or if you want to request earning statements for your employees, contact your payroll partner.

Loading a Pay Run in the Pay Run Management Tab

You can process a pay run that you loaded in Payroll > Pay Run Management. You can also load a different pay run from the Pay Run Management tab, rather than returning to the Overview tab. The following is a screenshot of the Load Pay Run dialog box:

Dayforce Unified pay runs in the Load Pay Run dialog box.

When you are ready to load or process pay runs in the Payroll feature, see the following topics: