About the Ready for Payroll date
The Ready for Payroll date marks the point up to which time has been approved and handed to payroll. Anything dated on or before it is locked: employees can't submit it, and approvers can't edit, approve, or delete it. The lock keeps Scheduling & Time Tracking and Payroll from drifting apart once hours have been paid.
You set the date on the Time Approval page. At the end of each pay period, an admin or manager approves the outstanding time and clicks Ready for Payroll.
What the date locks
- Employees can't submit time entries dated on or before the Ready for Payroll date.
- Approvers can't edit or approve those entries, and the Delete button doesn't appear next to them.
- An approved time off request only creates a Scheduling & Time Tracking entry if the time off falls after the Ready for Payroll date.
What you can still submit
Entries dated after the Ready for Payroll date can be submitted for any work date. Rise doesn't check the work date against the current pay period.
Say your cut-off is August 30, and someone realizes they never logged a few days of work from earlier in the month. They can enter and submit those hours before the cut-off, as long as the dates fall after the current Ready for Payroll date. The cut-off is a date lock, not a pay period restriction.
How backdated hours reach payroll
Every approved entry creates a work day right away, whatever its date. When you advance the Ready for Payroll date, every work day on or before that date is marked Completed. Only Completed work days can be imported into an input sheet.
The import is scoped to the pay run's pay period, so hours land in the pay run whose period contains the work date, not in whichever run happens to be open:
- If that pay run hasn't been processed, the hours import when you click Load Daily Pay.
- If that pay run has already been processed, the hours won't move on their own. Pay them by regenerating an input sheet for the employee, adding a manual input sheet line, or running an ad hoc pay run.
Add hours that were missed
An admin or manager can reopen a closed window by moving the Ready for Payroll date back, then putting it where it was.
- In Scheduling, click Time Approval.
- Change the Ready for Payroll date to a date before the missed hours. You can move it up to 32 days into the past.
- Add and approve the missing entries.
- Set the Ready for Payroll date back to where it was.
- In Payroll, generate a new input sheet for that employee, or add the hours manually.
Hours older than 32 days
The Ready for Payroll date can't move back more than 32 days. Older hours can't come in through Scheduling & Time Tracking at all. Pay them directly in Payroll with a manual input sheet line or an ad hoc pay run, and contact Rise Support if you need a hand.