Pay Run is the process of finalizing payroll for a completed pay period.

1. You first create a DRA FT Pay Run for a selected pay period.
2. While in DRAFT, you can still edit time and attendance data. If changes are made, the pay run becomes "Stale", and you can sync the updates.
3. Once everything is correct, Finalize the pay run. This locks the data so it can’t be changed.
4. After finalizing, you can print or export pay stubs for each worker.
    

Finalized Pay Runs give you a clear and unchangeable record of payroll. You can also access special reports for deeper payroll insights, which run faster and support longer date ranges than other report types.

Setup

Before enabling the Pay Run feature, ensure that Pay Classes are properly configured. You can refer to this knowledge base article for step-by-step instructions: Guide to Calculating Employee Wages.

Additionally, you may want to set each worker’s compensation details (e.g., pay rates), which is also covered in the same article.

Once Pay Classes are in place, you can enable the Pay Run feature by:

Step 1: Go to the Fareclock Admin Console and go to Settings. Under ‘Settings’ find and click ‘Payroll’.

Step 2: Check the boxes for "Enable Pay Runs" and "Enable Net Pay," then click Save to apply the changes.

You can update the Pay Date in the Pay Class settings by going to the 'Pay Class' tab. For more details, see this help article on setting up Pay Classes.

Only administrators with the "Account Owner" role can generate Pay Runs and view Pay Run reports by default. Other administrators will need the "Manage payroll" permission to access this data. To grant this, go to Settings > Users, select the administrator’s profile, and expand the Permissions section.

Generate Pay Run

Step 1: Go to the Fareclock Admin Console and go to Manage. Under ‘Manage’ find and click ‘Payroll’.

Recent Pay Runs appear in the list by default. To filter the list, click the Filter button at the top. You can filter by Pay Date range and select one or more Pay Classes.

Step 2: To create a new Pay Run, click the 'Add Pay Run' button located at the top right corner.

Step 3: Choose the appropriate Pay Class and Pay Period.

After creating the Pay Run, its details will open and appear in a PROCESSING state.

After a few moments, the initial processing will complete, and the Pay Run will populate with details in DRAFT state.

While the Pay Run is in DRAFT state, you can still edit time and attendance data for workers in that pay class within the selected date range. If any changes are made, the Pay Run will be marked as 'Stale'.

To apply the updates to the pay run, open it and click the yellow "Sync Changes" button at the top.

At the bottom, each worker’s pay summary is displayed. To view detailed pay run information for a specific worker, simply click on their row.

At the bottom, you'll see each pay segment for the worker. A pay segment represents a punch or time off entry and includes details such as shift and job information.

Some columns are hidden by default. Click the gray 'Columns' button above the list to customize your view.

While a Pay Run is in DRAFT state, any updates to a worker’s pay class, organizational unit, department, or labels will mark the Pay Run as stale, allowing you to import these changes using the Sync Changes button. Certain settings, however, cannot be modified while in DRAFT, including Pay Class settings, Pay Codes, Job and Shift labels, and the Org Unit timezone; attempting to change these will result in an error.

Once all updates for the pay period are complete, you can Finalize Pay Run by clicking the green button.

If further edits are required after finalization, the Unfinalize Pay Run option reverts the Pay Run to DRAFT, allowing additional adjustments, refinalization, or deletion if necessary. Unfinalizing also reverses time-off accruals and monetization on the ledger/balance, and undoes any changes to net pay adjustments, including balances and reactivation.

Once the Pay Run is finalized, you can print or export Pay Stubs in either Letter or A5 paper format. To do this, click the blue "Pay Stubs" button at the top right of the Pay Run Details page.

To print or export a single Pay Stub for a specific worker, select the worker’s pay summary at the bottom of the Pay Run Details page. This will open their pay details. Then, click the “Pay Stub” button at the top right.

Time Off Accrual

Time off accruals are processed through finalized pay runs. Accrual balances are updated based on the configured accrual policies each time a pay run is finalized.

For more details, refer to this help article.

Net Pay

You may also refer to the Net Pay articles for related payroll configurations that can affect accrual tracking and reporting. (Net Pay adjustment codes, Setting up Statutory Deductions, Bulk Import: Net Pay adjustments)

Reports

There are three reports specifically designed for analyzing Pay Run data. You can access them from the left-hand menu under Reports.

These reports are more efficient than standard reports and can handle longer date ranges. All reports can be printed or exported to CSV, Excel, or PDF.

1. Pay Run Analysis
 Shows pay run totals based on the Pay Date. You can filter and group by worker, with several customization options.

2. Pay Run Code Analysis
 Displays each pay code and time-off code as separate line items for more detailed breakdowns.

3. Pay Run Labor Analysis
 Analyzes individual pay segments by Entry Date (e.g., punch or time-off date). Includes job costing and shift details.

To learn more about Fareclock's Reports and how to customize filters and columns, please refer to this dedicated help article.

Bulk Create and Finalize Pay Runs

The Bulk Create and Finalize Pay Runs feature allows you to create and finalize multiple pay runs at once for a selected date range.

This is useful for businesses that are new to the Pay Runs feature and need to quickly generate historical pay runs. It can also help support time off accrual calculations and provide data for payroll analytics reports.

How to Bulk Create and Finalize Pay Runs

Step 1: Go to the Fareclock Admin Console and go to Manage. Under ‘Manage’ find and click ‘Payroll’.

Step 2: Click the downward arrow next to the "Add Pay Run" button in the top-right corner, then select "Bulk create and finalize pay runs."

Step 3: Choose the appropriate Pay Class and Pay Period.