When you open Payroll > Pay Run Management in a new session, Dayforce opens the Load Pay Run dialog box:
By default, the application displays a list containing the current pay run for each of pay group as set up in Pay Setup > Pay Group.
The application shows several columns in the Load Pay Run dialog box:
- Pay Group: The pay group as set up in Pay Setup > Pay Group.
- PPN: The pay period number.
- Pay Period: The date of the pay period.
- Pay Date: The date that the pay period is paid out.
- Imported: Indicates when a pay run was imported, if applicable.
- Status: Displays the status of the pay run:
- Gray: Indicates not-completed
- Amber: Indicates not-completed with warning
- Red: Indicates not-completed with error
- Green: Indicates completed successfully
The top of the Load Pay Run dialog box displays the options Pay Period, Pay Date Range, and PPN. These options determine which filter settings the application displays. Once you define filter settings, click Refresh to update the list. For more information, see the following sections in this topic:
After you select a pay run from the list, click Load. The Pay Run Management tab refreshes to display the pay run.
To select load a different pay run, select Load at the top left of the loaded pay run screen to reopen the Load Pay Run dialog box.
If you leave the Pay Run Management tab after loading a pay run, and you return during the same log-in session, the application continues to display the pay run that you loaded. See Navigating the Payroll and Year End Features.
The Pay Period option is selected by default and provides you with the following search options:
- Prior Periods: You can enter up to 53 for weekly pay periods.
- Future Periods: You can enter up to 13 for weekly pay periods.
- Run Type: Drop-down list containing the available pay run types–you can choose only one run type.
- Pay Group: Drop-down list containing all pay groups as set up in Pay Setup > Pay Group. You can choose multiple pay groups.
You can filter the list of pay groups and pay runs using a combination of a number of prior periods, future periods, a run type, and one or more pay groups. After you set the filters, click Refresh to apply them.
When you select the Pay Date Range option, the application replaces the Prior Periods and Future Periods fields with the From and To fields, so that you can search for pay runs by pay date range.
The application returns pay runs that have a pay date that falls within the date range that you enter.
When you search by pay period, there is a limit to how many previous or future pay periods you can include. However, you can search by pay date range that exceeds the prior and future period limits.
Filtering by pay date range also allows you to locate specific runs more easily. For example, if you need to create an off-cycle pay run for a normal pay run from eight months ago, you can set the Prior Periods field to a high value (for example, 18) and scroll through the list to locate the necessary pay period in the list of results. On the other hand, if you filter by pay date range, you can enter a date range for that pay date and get a single result.
When you select the PPN option in the Load Pay Run dialog box, you can search for pay runs by pay period number (PPN) for a specific year. This option provides you with a direct way to access a specific pay run, for example, 2016 PPN 24-00. When you select PPN, the application displays the Year, Pay Period, Run Type, and Pay Group filter settings. These are described in the following sections:
| Filter | Description |
|---|---|
| Year | Drop-down to select the year of the pay run, which must be included. The current year is the default. This drop-down includes all years in which your organization has a payroll history, or in which there are scheduled pay runs. For example, if your organization began processing payroll in 2014 and has runs scheduled through 2020, the list contains years 2014 to 2020. |
| Pay Period |
In the Pay Period field, enter the first two-digits of the pay period number that you want to return. The Pay Period field does not return results if you enter the full pay period number including the suffix (for example, 20-00). If the pay period has one or more associated off-cycle pay runs, they are all returned in the search results by default. For example, in 2017, PPN 20-00 has an associated off-cycle pay run. When you enter 20 in the Pay Period field, the application returns both PPN 20-00 (the regular run) and 20-01 (the off-cycle run). |
| Run Type | Drop-down list to filter the results by one of the pay run types that are available, which can include the following:
For example, if you enter 20 in the Pay Period field, and then select Scheduled Pay Run in the Run Type drop-down list, the application returns PPN 20-00 in the search results, but does not return any off-cycle pay runs that are associated with that pay period. |
| Pay Group | This drop-down contains pay groups to which you have access. Selecting one or more pay groups filters returns to include pay runs only for those pay groups. Selecting none includes all pay groups. |