Payroll approval
Payroll approval is an employer’s affirmative authorization of a calculated payroll before the run is funded, locked, and released for payment.
Calculation is a system action, so approval is the separate step where a named person accepts the numbers and the funding requirement. Approval belongs to you unless a clearly authorized delegated arrangement applies. The approver should see the pay periodPay period. A pay period is the recurring block of time, such as a week or a month, for which you calculate and pay wages.Click to open the term, pay date, totals, employer liabilities, funding requirement, open exceptions, and the deadline. Role-based access and segregation of duties keep the person who enters a change separate from the person who approves the run. Approval is not proof of payment.
What happens to a run after approval?
The approval screen should state what approval triggers: funding, locking, payment files, or only an internal review. A material input change after approval requires fresh authorization, so unlocking an approved run means approving it again. Once a run is locked, the original cannot be edited. A later fix moves into a later payroll, an off-cycle run, or a void and reissue.
| RUN STATE | WHAT IT MEANS |
|---|---|
| Calculated | Results are ready for review; a system action, not an authorization |
| Approved | A named person accepted the numbers and the funding requirement |
| Locked | A payroll lock restricts changes, so results, tax amounts, and payments stay consistent |
| Paid | Only this state means employees have their money |
General information, not legal or tax advice. Apply current federal and state rules with qualified guidance.