> ## Documentation Index
> Fetch the complete documentation index at: https://docs.officeridge.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Payroll

> Pay schedules, time entry windows, and payroll period status.

Payroll manages your pay schedules and the time entry windows that sit inside them.

## Who can use it

Organization Admins, Human Resources staff, and Finance Managers.

## Pay Schedules

A pay schedule defines one payroll period and when staff may enter time against it.

| Field                 | What it sets                         |
| --------------------- | ------------------------------------ |
| **Frequency**         | How often the schedule repeats       |
| **Period Start**      | First day of the pay period          |
| **Period End**        | Last day of the pay period           |
| **Pay Date**          | When staff are paid                  |
| **Time Entry Opens**  | When staff may begin entering time   |
| **Time Entry Closes** | When entry locks                     |
| **Status**            | Where the period is in its lifecycle |
| **Notes**             | Free text for the period             |

### Status values

| Status              | Meaning                                         |
| ------------------- | ----------------------------------------------- |
| **Time Entry Open** | Staff can enter and amend time                  |
| **CLOSED**          | Entry has locked; the period is being processed |
| **COMPLETED**       | The period is finished                          |

## Creating a pay schedule

<Steps>
  <Step title="Set the frequency and period">
    Choose the frequency, then set **Period Start** and **Period End**.
  </Step>

  <Step title="Set the pay date">
    This is when staff are paid, and is usually after the period ends.
  </Step>

  <Step title="Set the time entry window">
    **Time Entry Opens** and **Time Entry Closes** bound when staff can submit. Leave enough time
    between close and pay date to process.
  </Step>

  <Step title="Save and confirm the status">
    The schedule moves to **Time Entry Open** when its window begins.
  </Step>
</Steps>

<Warning>
  Closing time entry is what makes a period safe to process. Once **CLOSED**, staff can no longer
  amend their entries — check for outstanding EVV exceptions in
  [Time & Attendance](/attendance) before you close, because corrections after close are harder.
</Warning>

## Running a pay period

<Steps>
  <Step title="Confirm EVV exceptions are cleared">
    Unresolved exceptions mean hours that may be wrong. See [Time & Attendance](/attendance).
  </Step>

  <Step title="Confirm employee paperwork is complete">
    Signed W-4s and direct deposit records sent to payroll. See
    [Payroll forms](/employees/payroll-forms).
  </Step>

  <Step title="Close time entry">
    Move the schedule to **CLOSED** at the entry deadline.
  </Step>

  <Step title="Process and complete">
    Once paid, move the schedule to **COMPLETED**.
  </Step>
</Steps>

## Related financial records

Wage rules, wage notices, and employee and contractor payroll registers live in
[Finance](/finance/payroll-setup) rather than here.

## Troubleshooting

| Problem                          | What to check                                                                                               |
| -------------------------------- | ----------------------------------------------------------------------------------------------------------- |
| Staff cannot enter time          | The schedule is not in **Time Entry Open**, or the current date is outside the entry window.                |
| Hours look wrong for an employee | Check [Time & Attendance](/attendance) for unresolved exceptions in that period.                            |
| An employee was not paid         | Check **Sent to Payroll** on their direct deposit record in [Payroll forms](/employees/payroll-forms).      |
| A period cannot be reopened      | Closed periods lock entry by design. Handle corrections in the next period or through your payroll process. |

## Related

<CardGroup cols={2}>
  <Card title="Payroll forms" icon="file-text" href="/employees/payroll-forms">
    W-4s, W-2s, and direct deposit.
  </Card>

  <Card title="Finance" icon="dollar-sign" href="/finance/payroll-setup">
    Wage rules, notices, and payroll registers.
  </Card>
</CardGroup>