Creating or editing pay groups
- Select Maintenance > Payroll Settings > Payroll Close > Pay Group.
- Click Create New Entry to create a pay group, or click Edit to edit an existing pay group.
- Specify this information:
- Pay Group
- Specify the name of the pay group. This is a required field.
- Description
- Provide a short description for the pay group. This is a required field.
- Pay Group Type
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Click the database lookup and select the pay group type to define the length and frequency of the pay periods of the group. This is a required field.
See Pay group types.
After it is set, this value cannot be modified. To change this value, you must replace the pay group with a new one.
- Payroll Administrators
- Specify the users who will act as payroll administrators and be able to access the payroll close process.
- Export Type
- Click the database lookup and select the export configuration file type to be used to export pay group data. As of 2025.07, this field is a required field.
- Hands Off Date
- Click the calendar icon and select the hands off date for the pay group. The hands off date is usually set a few months before the pay period defined for the pay group. No work records are allowed for addition or modification on or before the specified date on this field, preventing changes to past employee data. Retroactive records are also not created for any updates made before the hands off date.
- This is a required field.
- Automatically advance Hands Off date on payroll close
- Select this check box to automatically move the hands off date to the next pay period after a pay period is closed. The hands off date advances by the same number of days as the length of the pay period. For example, if the pay period is biweekly, the hands off date moves forward by 14 days when the current pay period is closed.
- Start of Year / Day
- Click the calendar icon and select the start of the year date of the pay group. This is usually set to the calendar start (January 1) of the current year. This is a required field.
- Adjustments to be created for this group
- Select this check box if you want changes to previous pay periods to result in retroactive adjustments.
- Adjustment Offset (days)
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Specify the number of days after the current pay period’s end date during which retroactive adjustments for the past pay period can be created. Retroactive adjustments created in this adjustment period are included in the current payroll export. The period lets you create retroactive adjustments after the end date of the pay period. The adjustments can then be included in the current export. Previously, retroactive adjustments had to be created during the actual pay period. This is a required field.
See Determining the adjustment period based on the offset.
Note: Never change the adjustment offset of an active pay group. - Export of unauthorized records
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Click the database lookup and select how you can export a pay group with unauthorized records and include the records in the current pay period export:
- Disallow: Disallow export of pay group if any unauthorized records exist.
- Ignore: Export pay group excluding any unauthorized records.
- Allow: Export pay group including any unauthorized records.
After it is set, this value cannot be modified. To change this value, you must replace the pay group with a new one. This is a required field.
- Number of days to create pay periods into the future
- Specify the number of days in advance that you can generate pay periods. This is a required field.
- Reporting Currency
- Click the database lookup and select the currency for the pay group. This is a required field.
- Currency Conversion Group
- Click the database lookup and select the currency conversion for the pay group. This is a required field.
- Extended Advance Term Payout
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Indicates whether off cycle exports can include payments and adjustments for employees with termination dates up to 168 days in the future. If this check box is not selected, then a terminated employee in this pay group can only be included in an off cycle export if their termination date is within the current pay period.
See Off cycle export for employees with future termination dates
- Labor Productivity Days Offset
- Specify the number of days offset from the pay period close date. 0 is specified by default. This is a required field.
- Specify this information in the Current Pay Period section:
- Start Date
- Click the calendar icon and select the first day of the current pay or first pay. This is a required field.
- End Date
- Click the calendar icon and select the last day of the current pay or first pay. This is a required field.
- Lock Down Date
- Click the calendar icon and select the lock down date using the calendar. Only authorized users can modify the timesheets for the specified lock down date. This is a required field.
- Automatically advance date on payroll close
- Select this check box to automatically set a lock down date the next pay period. Only authorized users can modify an old timesheet when this check box is selected. The lock down date automatically moves forward by the number of days in the pay period. For example, if the pay period is biweekly, the Lock Down date moves forward 14 days to the next period when the current one is closed.
- Timesheet Lockout
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Specify the date when the pay group's lockdown date is reset. The timesheet lockout is used to temporarily lock out non-privileged users from editing the current pay period, prior to payroll close. This value specified is used to move the lockout date to the end date of the pay period that you are closing.
The Timesheet Lockdown Task must be configured to use this functionality.
- Time
- Specify the time of day when unauthorized users are locked out from the timesheet.
- Automatically advance date on payroll close
- Select or clear this check box. When this check box is selected, the timesheet lock down date is automatically set for the next pay period. Only authorized users can modify an old timesheet when this check box is selected.
- Click Save.