What Payroll Can and Cannot Change

Quick Answer

Payroll processes pay based on approved system data, payroll deadlines, and applicable law. Some changes can be handled by Payroll, while others cannot due to legal, system, or authorization limits.

What Payroll Can Help With

Payroll Can	What This Means
Process approved pay	Pay is based on approved time records, PTO, and pay data in company systems
Correct verified errors	Payroll can fix confirmed payroll or system errors
Explain your pay	Payroll can explain pay statements, earnings, deductions, and timing
Process required deductions	Includes taxes, benefits, and court-ordered garnishments
Review documentation	Payroll may request documentation to verify corrections or adjustments
Answer payroll questions	Help with payroll systems, reports, and processes

What Payroll Cannot Do

Payroll cannot make changes that violate wage laws, system controls, or authorization requirements.

Timekeeping & Meal Breaks

Payroll Cannot	Why
Reduce time for missed or unrecorded breaks	Automatic or retroactive reductions are not allowed
Edit time records for employees	Employees must make their own corrections
Change time based on emails, texts, or verbal requests	Changes must be made in the timekeeping system

Important to Know

Employees must record all time actually worked.
If a punch or meal break is missed or incorrect, the employee must correct it themselves.
Corrections must always reflect time actually worked.
Nothing in this process allows off-the-clock or unpaid work.

Pay Reductions, Withholding, or Recoupment

Payroll Cannot	Why
Pay below minimum wage	Prohibited by law
Reduce salary pay improperly	Salary basis rules apply
Hold or delay pay to recover losses	Pay cannot be withheld for damages or theft
Deduct pay without authorization	Written, legally compliant authorization is required
Use payroll to “recoup” funds	Corrective action or other processes apply instead

PTO & Leave Pay

Payroll Cannot	Why
Add PTO without employee consent	PTO must be requested and approved
Accept PTO requests by email, text, or verbally	Requests must be submitted in the system
Add PTO after payroll is finalized	Payroll cutoffs apply

Important to Know

PTO processing follows company policy and state law.
Requests submitted after payroll deadlines may be paid in a later pay period.

Direct Deposit & Banking

Payroll Cannot	Why
Change direct deposit details	Security and fraud prevention
Split pay across accounts for you	Must be set up by the employee

Important Security Notice
Only you can manage your direct deposit in Dayforce.
HR, Payroll, and managers are not authorized to make these changes on your behalf.

Pay Rates & Compensation

Payroll Cannot	Why
Change pay rates or salaries	Requires proper business approval
Process unapproved pay changes	Must be entered through HR systems first

Payroll Timing & Deadlines

What to Know
Payroll runs on set processing deadlines
Not all changes can be applied to the current pay period
Off-cycle payments are not guaranteed and are issued only when required or approved

Your Timekeeping Responsibilities

Your Timekeeping Responsibilities
Accurately record all time worked
Record meal breaks correctly
Review time records at least weekly
Correct errors promptly in the system

Important

You will always be paid for all hours worked, as required by law.
Editing or tampering with another person’s time records is a serious violation and may result in disciplinary action, up to and including termination, consistent with company policy and applicable law.

Important Things to Remember

Payroll uses approved system data, not assumptions or intent.
Managers and HR cannot override payroll rules or systems.
Repeated timekeeping issues should be addressed through coaching, not payroll adjustments.
Payroll boundaries exist to protect your pay, your rights, and legal compliance.