How To Close Payroll Periods in Virtual TimeClock

How To Close Payroll Periods in Virtual TimeClock

This article will help you understand how to easily close and reopen payroll periods in Virtual TimeClock. See the Closing Payroll Periods Overview for information on the vital importance of closing payroll periods in your Virtual TimeClock software.

It is quick and easy to close and reopen a payroll period. Any administrator can perform this function. Managers can be given the ability to close periods if their display group includes all workers.

Closing a Payroll Period
To close a period after all employee hours have been entered, reviewed, and approved:
 
Virtual TimeClock Basic
  1. Turn Administration On from the File menu.
  2. Click the Close Period button in the administrative toolbar on the In & Out Board window.
Virtual TimeClock Pro & Network
  1. Turn Administration On from the File menu
  2. Click the Payroll Approval button in the administrative toolbar on the In & Out Board window.
  3. Review & approve all timecards, then click the Close Period button as the final step of the approval process.
  4. For additional help, see our step-by-step payroll approval instructions.


Closing Multiple Periods
If you’ve neglected closing periods, it’s easy to close multiple periods all at once. All you need to do is correct your current payroll period and Virtual TimeClock will do the rest:

  1. Turn Administration On from the File menu
  2. Select Payroll Settings in the Configure menu
  3. Review your payroll frequency settings
  4. Set the Current Payroll Period date(s)
  5. Click the Apply button to save your changes

When you save the correct current payroll period dates, Virtual TimeClock automatically totals and closes every entry prior to your new current period start date. Be patient, this process can take a minute or two if you have a lot of employees and dozens of payroll periods to close! 

Reopening a Payroll Period
Occasionally, you may want to reopen a period that has been closed. If you want to correct a timecard for a prior period you’ll notice the Entry Editor will not allow this. Sometimes a period is accidentally closed before the end of the period and new entries for this closed period are not being totaled.

Fortunately, it is easy to reopen a closed payroll period in Virtual TimeClock:
 
  1. Turn Administration On from the File menu
  2. Select Payroll Settings in the Configure menu
  3. Open any prior period by clicking the Open Prior Period button to reopen the immediate prior period, or set the Current Payroll Period date(s) for the period you wish to open
  4. Click the Apply button to save your changes