| Audience: Payroll Service Provider (PSP) staff who process and finalise pay runs in Global Payroll (GP). |
Overview
Finalising a pay run from the payrun dashboard now includes a confirmation step that lets you control whether the external pay run is finalised in KeyPay and whether workers are notified that their payslip is ready. This article walks through that flow. For details on what the payslip notifications themselves contain and when they're sent, see the companion article, Payslip Notifications When a Pay Run Is Finalised.
Before you finalise
Publish payslips in KeyPay first
It's also worth knowing the business unit's default settings ahead of time, since they determine what you'll see in the confirmation modal:
| Business unit setting | Effect on finalisation |
|---|---|
| Finalise the external pay run and publish payslips | Sets the default state of the matching checkbox in the confirmation modal. |
| Send payslip notifications to workers | Sets the default state of the notification checkbox, and determines whether the confirmation modal appears at all. |
Understanding the two key dates
The confirmation modal shows two separate dates - don't confuse them:
- Finalisation date & time - when the pay run is due to be (or was) finalised. This is now tracked as its own field, separate from the pay date.
- Pay date & time - when workers are actually paid, and when any payslip notifications are released.
Previously, the finalisation date defaulted to the same value as the pay date on-screen; these are now shown as distinct values throughout pay run and pay schedule screens.
Steps to finalise a pay run
-
Open the pay run from the payrun dashboard
Navigate to the pay run you want to finalise.
-
Select "Finalise Pay Run"
If the business unit has notifications enabled, a confirmation modal will appear before anything is finalised.
-
Review the finalisation date/time and pay date/time
Shown at the top of the confirmation modal - check these are correct for this run before proceeding.
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Check the two checkboxes
- Finalise the external pay run and publish payslips - leave ticked to finalise in KeyPay too; untick if you only want to update the status in GP.
- Send payslip notifications to workers — leave ticked to notify workers by email/push on pay day; untick to opt this run out (e.g. for a test run or reprocess). Both default from the business unit's settings and can be freely changed for this run.
-
Confirm or cancel
Select "Finalise Pay Run" to proceed, or "Cancel" to close the modal without making any changes.
What finalising does - and doesn't - do
- Updates the pay run status to Finalised in GP.
- If selected, finalises the pay run and publishes payslips in KeyPay.
- If selected, queues payslip notifications — these are released on pay day, not immediately. See Payslip Notifications When a Pay Run Is Finalised for full details on timing and content.
Finalising does not immediately notify workers, and does not publish payslips in KeyPay on your behalf unless you've selected that option (and KeyPay publishing itself may still require separate manual steps depending on your setup). |
Frequently asked questions
I finalised a pay run but don't see the confirmation modal — is that expected?
Yes, if the business unit doesn't have payslip notifications enabled, the modal (and its options) are skipped and the pay run is finalised directly.
Can I change the finalisation date/time after the pay run is finalised?
The finalisation date/time is a dedicated field on the pay run and pay schedule. If you need to correct it, check with your GP administrator, as this may depend on your organisation's process for amending finalised runs.
If I untick "Send payslip notifications to workers," does that change the business unit default?
No. Unticking it only affects the current pay run. The business unit-level default remains unchanged for future runs.
What if I want to finalise in GP but not yet finalise in KeyPay?
Untick "Finalise the external pay run and publish payslips." The pay run status in GP will still update to Finalised, but KeyPay won't be touched.