Payroll Reports Not Matching (Cut‑Off Times & Common Causes)
Sometimes the Payroll Period report and the Rostered / Worked / Pay Hours report do not match. This is usually due to payroll cut‑off times, overnight shifts, or payroll not being generated correctly. This article explains why this happens and how to check and fix it.
Payroll Cut‑Off Times Explained
Each payroll period has a cut‑off time to make sure shifts are paid in the correct period.
Because most homes run 24‑hour rotas, the cut‑off is usually set to the end of the final night shift in the period.
Example
Payroll period runs from 1st–7th
A Sunday night shift starts on 7th and is due to finish at 08:00 on Monday 8th
The payroll cut‑off is 08:00 on Monday 8th
✅ If the shift finishes by 08:00, it is included in the current payroll period
❌ If the shift finishes after 08:00, it moves to the next payroll period
When this happens, the shift will:
Appear missing in the earlier period
Appear as an extra shift in the next period
This is expected and ensures the shift is paid correctly.
Shifts Not Clocked Out Correctly
A very common cause of report mismatches is overnight shifts not being clocked out, especially Sunday night into Monday morning.
If a shift is not clocked out:
The system may not auto‑close it until Tuesday morning
If payroll is generated on Monday, these hours may be missed
What to do
Run the Who’s On report to check for open shifts
Close any open shifts before generating payroll
Payroll Not Generated or Needs Refreshing
Payroll reports pull data from the generated payroll.
If payroll hasn’t been generated — or needs regenerating — reports may be incorrect.
How to generate payroll:
Go to the Payroll module
Click Payroll
Select Enter Payroll
Click Continue
Click Generate
Making Sure Reports Match
When comparing reports:
Ensure From Period and To Period are set to the same payroll period on both reports
How to compare details:
Run the Payroll Period report (Detailed)
Note the units and pay rates for the employee
Run the Rostered / Worked / Pay Hours report for the same period
Compare the figures
Repeat for the next period if needed
This helps identify exactly where the differences are.
Common Causes of Differences
Payroll was run before all shifts were closed
Payroll was not generated or needs refreshing
Shifts finished after the payroll cut‑off
Manual adjustments entered incorrectly
Pay rules (e.g. break rules) changed after payroll was generated
Still Having Issues?
If problems continue, please use our Access Digital Assistant to get support and reference the title of this article. Include:
The Home
The Employee ID
Any differences identified between the reports
This will help us investigate more quickly.