Custom cut-off dates let payroll cycles lock automatically on a specific day each month. This reduces manual work, helps prevent changes after payroll preparation begins, and ensures payroll data remains consistent throughout the process.

Overview

You can configure a cut-off date for each payroll cycle. Once the configured day is reached, the payroll cycle automatically moves from Open to Preparation, locking manager edits and syncing from other modules for that month's run. As an HR admin you can still modify the variables of that cycle.

The cut-off date is configured once as the default for the payroll cycle, but you can override it for an individual payroll run when needed.

You can also configure the missing compensation alert directly within each payroll cycle, allowing you to manage notifications and the cut-off date from the same place.

How to use

Set a default cut-off date for a payroll cycle

1. In your sidebar, go to Settings
2. Open the Compensation section
3. Open the payroll cycle you want to configure
4. Select a cut-off day between 1 and 31
5. Configure the missing compensation alert day
6. Save your changes.

The configured cut-off date becomes the default for all future payroll runs in that cycle.

Override the cut-off date for a specific payroll run

1. In Compensation, open the payroll run
2. Edit the cut-off date for that month's run
3. Choose a new date
4. Save your changes

The new date applies only to that payroll run.

When the cut-off date arrives in the payroll cycle's country time zone, at midnight:

• The payroll run automatically moves from Open to Preparation
• Manager edits and syncing from other modules is disabled
• The manual Lock action is no longer available

How cut-off dates work

• You can configure any day between 1 and 31
• If a month has fewer days than the selected date, the cut-off automatically falls on the month's last calendar day
• Cut-off dates can only be moved to a future date. They cannot be moved to a past date
• Updating a cut-off date never reopens a payroll run that has already been locked.

Missing compensation alerts

• The alert date must be the same as or earlier than the cut-off date
• Notifications are sent to users with permission to edit compensation
• External users do not receive these notifications
• Once notifications have been sent, the alert date cannot be changed
• If you move the cut-off date after the alert has been sent, a new notification is sent immediately

Weekends and bank holidays

If the configured cut-off date falls on a weekend or bank holiday, you can:

• Use the previous working day
• Select the next working day
• Keep the original date

Before the payroll run locks, you'll receive a task reminding you to review the selected date.

FAQ

1. Can each payroll run have a different cut-off date?
   Yes. You can override the default cut-off date for an individual payroll run without changing the payroll cycle's default configuration.
    
2. What happens if the selected cut-off day doesn't exist in a month?
   The cut-off date automatically moves to the last calendar day of that month.
    
3. Who receives missing compensation notifications?
   Notifications are sent to users who have permission to edit compensation. External users are excluded.
    
4. What happens if I don't configure a cut-off date?
   Payroll runs won't automatically move to the Preparation stage and will remain open until managed manually.
    
5. If the payroll run is already locked, can I reopen it by changing the cut-off date?
   No. Updating the cut-off date does not reopen payroll runs that have already moved to the Preparation stage.