Selecting employees for a run determines its explicit employee set. It does not assign anyone to a pay schedule. For regular payroll, the app checks each candidate against the selected schedule occurrence, employment dates and prior finalised coverage. An eligible employee with partial coverage can be included for the listed covered service dates; blocked candidates remain visible with their reason.

Choose employees when creating a regular run

  1. Select the schedule occurrence

    In Payroll, select Create Payrun and choose the regular schedule and service period. Confirm the organisation and close-by date. The employee selection loads for that occurrence.

  2. Review candidate eligibility

    In Employees in this run, review the selected employees and each candidate’s service-date coverage. Eligible regular candidates start selected. Use Include or Remove to make the intended set explicit. A blocked candidate cannot be added by overriding the selection.

  3. Create and check the draft

    Continue through the dialog and select Create & Initialize Payrun. Eligibility is checked again when the draft is created. In Hours & Earnings, review the included rows, coverage badges and dates before entering pay-run inputs.

Change an editable draft’s selection

In Hours & Earnings, use the employee inclusion checkbox or select-all control for eligible rows. Assigned employees start selected; deselect anyone who should not be in this run. If an employee or schedule assignment changed after draft creation, select Refresh employees, then recheck the resulting list and service dates. Save progress and obtain a fresh payroll preview before finalisation.

Time Off also shows inclusion controls, but use the same run-wide employee set consistently. A submitted or finalised run is subject to its available actions; finalised payroll evidence cannot be rewritten.

If an employee cannot be selected

  • No primary schedule assignment on an employed service date: correct the effective-dated assignment in Payroll → Schedules, then refresh an editable draft.
  • Assigned to another schedule for those dates: review that schedule’s occurrence.
  • Ambiguous or already finalised service-date coverage: read the candidate reason and linked run; do not create duplicate ordinary wages.
  • Before hire or after termination: those dates are outside employment service.

For the distinction between schedule membership and run membership, see Assign employees to pay schedules. For an unresolved candidate, see Employee missing from run.