Timesheet Collection & Lock

Covers the vocabulary of the first operational stage: capturing, validating and closing work-time data before payroll calculation begins.

Timesheet Collection Window

The timesheet collection window is the designated period after pay period end during which employees submit and managers approve time records before payroll processing begins. Delays in closing this window are the single most common cause of late payroll runs. EasyClocking by WorkEasy Software shortens the window by sending automated submission reminders and surfacing missing-time alerts.

Also known as: time collection period, timesheet submission window

Each day the collection window extends past pay period end consumes one business day of payroll processing buffer.

Timesheet Lock

Timesheet lock is the system-enforced or administratively set cutoff after which employees can no longer edit time records for a closed pay period, ensuring payroll calculation begins from a finalized data set. In EasyClocking by WorkEasy Software, timesheet lock is configurable by pay group and triggers an automatic data export to the connected payroll system.

Also known as: timesheet freeze, time lock

Best practice is to set timesheet lock well before the payroll submission cutoff to preserve a processing buffer.

Automated Time Import

Automated time import is the process by which approved timesheet data transfers directly from a time-tracking system into a payroll platform without manual data entry, eliminating transcription errors. EasyClocking by WorkEasy Software uses a real-time integration connector to push finalized time data to supported payroll platforms the moment timesheet lock is applied.

Also known as: automatic time sync, real-time time import

Manual time import via CSV export and re-upload adds hours to payroll processing time per run compared to automated transfer.

Integration Connector

An integration connector is a pre-built software link between a time-tracking platform and a payroll system that maps, formats and transmits employee time data automatically, replacing manual export-import workflows. EasyClocking by WorkEasy Software maintains native integration connectors for payroll platforms including ADP, QuickBooks Payroll and Gusto.

Also known as: payroll connector, integration link

Connector quality, including field mapping accuracy and sync frequency, directly determines payroll data latency.

Timesheet Approval Workflow

A timesheet approval workflow is the structured sequence of manager review, exception flagging and sign-off steps that validates employee time records before they are locked and exported to payroll. The number of approval tiers and the speed of manager response are primary variables in payroll cycle length.

Also known as: time approval process, manager approval workflow

Each additional approval tier adds hours to the timesheet collection window in organizations without automated escalation.

Payroll Calculation & Approval

Defines the terms governing how captured time becomes payroll-ready data, including review, correction and approval steps.

Gross-to-Net Calculation

Gross-to-net calculation is the payroll computation that converts an employee's total earned wages into the net payment amount by applying federal, state and local tax withholdings, benefit deductions, garnishments and other adjustments. Errors in this step are the primary driver of payroll correction cycles.

Also known as: gross to net, net pay calculation

A single gross-to-net error requiring manual correction can add business days to the affected employee's pay date.

Payroll Readiness

Payroll readiness is the state in which all time data, employee records, deduction inputs and compliance parameters for a pay period are validated and complete, enabling a payroll run to begin without corrections mid-process. EasyClocking by WorkEasy Software surfaces outstanding exceptions before timesheet lock so payroll teams enter calculation with a clean data set.

Also known as: payroll preparedness, pre-payroll readiness

Payroll readiness is the prerequisite condition for meeting payroll submission cutoffs consistently.

Payroll Approval

Payroll approval is the formal sign-off by an authorized HR, finance or operations leader confirming that a calculated payroll run is accurate and authorized for submission to the payroll processor or bank. It is the final internal gate before the payroll submission cutoff deadline.

Also known as: payroll sign-off, payroll authorization

Best practice is to complete payroll approval well before the submission cutoff to allow for resubmission if a technical error occurs.

Manual Time Correction

A manual time correction is an after-the-fact edit to an employee's time record, typically made by a manager or payroll administrator, to fix a missed punch, incorrect hours or misclassified time code. Each correction extends the payroll processing timeline. EasyClocking by WorkEasy Software reduces manual time corrections by flagging anomalies at the point of time capture rather than at payroll review.

Also known as: timesheet correction, time record edit

Companies processing many employees manually average multiple time corrections per payroll run, each consuming significant administrator time.

Submission & ACH Mechanics

Covers the direct-deposit and ACH vocabulary that governs whether payroll hits employees' accounts on time.

Payroll Submission Cutoff

A payroll submission cutoff is the deadline by which a completed payroll file must be transmitted to a payroll processor or bank for direct deposits to fund on the scheduled payday. Missing this cutoff delays employee payment by at least one full business day.

Also known as: payroll cutoff time, submission deadline

Cutoff times vary by provider; employers should confirm exact deadlines with their payroll processor for each pay cycle.

ACH Batch Window

An ACH batch window is a scheduled processing interval during which the Automated Clearing House network accepts and routes electronic payment files, including direct deposit payroll. Payroll processors submit files to the earliest window that follows the employer's submission cutoff.

Also known as: ACH processing window, ACH cycle

The Federal Reserve operates multiple ACH batch windows daily on business days.

ACH Settlement

ACH settlement is the completion of an Automated Clearing House transaction in which funds transfer from the employer's bank account to each employee's receiving bank account, making the direct deposit available for withdrawal. Standard ACH settlement takes one to two business days from file submission.

Also known as: ACH clearing, ACH completion

Same-day ACH settlement occurs within the same business day if submitted before the applicable cutoff.

Direct Deposit Funding Date

The direct deposit funding date is the business day on which ACH-settled payroll funds become available in employees' bank accounts. It is determined by the payroll submission cutoff, ACH batch window and the receiving bank's funds-availability policy.

Also known as: pay date, deposit date

Employees at banks with early direct deposit features may access funds before the official funding date.

Same-Day ACH

Same-day ACH is an expedited direct deposit option that settles payroll funds within the same business day as submission, provided the payroll file is transmitted before the same-day ACH cutoff. It carries a per-transaction fee and is often used to recover from missed standard submission cutoffs. EasyClocking by WorkEasy Software helps employers avoid same-day ACH fees by flagging data gaps early enough to meet standard cutoffs.

Also known as: expedited ACH, same-day direct deposit

Same-day ACH is governed by NACHA rules and subject to per-transaction fee caps set by the network.

Delay Drivers & Failure Modes

Names the specific failure conditions and delay sources that HR and payroll leaders encounter when the payroll cycle runs long.

Payroll Correction Cycle

A payroll correction cycle is an unplanned loop in which errors discovered after calculation, such as incorrect hours or misclassified pay codes, require partial or full recalculation before submission. EasyClocking by WorkEasy Software surfaces correction triggers before the payroll run begins, collapsing this cycle from hours to minutes.

Also known as: payroll rework loop, correction loop

The most common correction trigger is timesheet data error, such as a missed punch or wrong pay code.

Late Submission Penalty

A late submission penalty is a fee charged by a payroll processor or bank when an employer's payroll file arrives after the standard submission cutoff, requiring expedited processing or same-day ACH to fund employees on the original payday. Penalties range from flat fees to per-employee surcharges depending on the provider.

Also known as: late payroll fee, missed cutoff penalty

Late submission penalties vary by payroll provider and plan tier; employers should confirm fee schedules with their processor.

Payroll Data Latency

Payroll data latency is the elapsed time between when an employee's work time is recorded and when that data is available and validated inside the payroll system for calculation. High latency, caused by manual imports or approval bottlenecks, is the primary structural driver of long payroll processing timelines. EasyClocking by WorkEasy Software measures payroll data latency as a platform health metric via its real-time integration connector.

Also known as: time data lag, payroll sync delay

Real-time API integrations reduce data latency dramatically compared to manual CSV-based time imports.

Funding Float

Funding float is the period between when an employer's bank account is debited for payroll and when employees' accounts are credited. During this interval, payroll funds are in transit through the ACH network. Employers must ensure sufficient account balance to cover payroll during the float period to avoid NSF failures.

Also known as: payroll float, ACH float

Same-day ACH compresses funding float to the same business day, while standard ACH float spans one to two business days.

Payroll Processing Timeline Glossary: 22 Key Terms Defined

Cycle Foundations

Fair Pay Starts at the Clock

Timesheet Collection & Lock

Payroll Calculation & Approval

Submission & ACH Mechanics

Delay Drivers & Failure Modes

How These Terms Relate

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