Payroll Processing
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This web site is designed to assist Human Resource Professionals in performing their duties regarding payroll distribution and processing.
For general assistance, contact the payroll consultant assigned to your department by visiting our Consultant Directory.
Payroll Processing
The university operates two payroll cycles – A Bi-Weekly Payroll Cycle for non-exempt employees and a Monthly Payroll Cycle for exempt employees. Bi-weekly employees are normally paid every other Friday; Monthly employees are normally paid on the last working day of the month.
Payroll Deadlines
Human Resources Professionals should consult the University Payroll Calendar for specific dates for confirmation of payroll information for the appropriate payroll cycle. Below is information to assist you with various Payroll Processing functions. General information on entering data in the HRIS can be found in the HR Assist pages. For additional information, contact the payroll consultant assigned to your department by visiting our Consultant Directory.
Paycheck Distribution
The university advocates direct deposit for payroll distribution, the process by which your paycheck is deposited directly into your checking or savings account by the university. Employees have the option of selecting traditional direct deposit or a payroll card. For "on-cycle" payrolls, employees that do not choose a direct deposit method will have their paycheck mailed to the current address on record.
Off-Cycle Checks
Off-cycle checks are payments provided outside the normal pay cycle. Off-cycle check requests should be limited to those situations that cause undue hardship on employees. Unless a large portion of an employee's pay is missing, the hours should be added to the next regular payroll cycle rather than requesting an off-cycle check. In general, missed overtime hours should be added to the next regular payroll. To have an off-cycle check issued, use the Request for Off-Cycle Check web page. Off-cycle check requests are generated per the payroll processing schedule on the Pay Calendars page, and are direct deposited into the employee's bank account(s) or mailed to the address on record. Under limited circumstances, off-cycle checks can be picked up by departmental representatives or the payee with proper photo ID.
Additional Pay Processing
The Additional Pay is the process used to process payments that are in addition to an employee's regular compensation in instances such as: paying supplemental or quarter-off-duty compensation, processing staff awards, bonuses, or commission payments, making lump sum payments to exempt, intermittent employees or enter non-cash awards and taxable fringes into the system for tax reporting purposes.
Additional pay should not be used to pay employees in instances such as: circumventing required procedures for establishing positions and creating corresponding Job Records; paying employees for work performed in violation of the policy for combining multiple appointments,; paying employees for retroactive changes in compensation rates that should have been entered in Job Data, paying employees for additional hours worked that should have been entered in timekeeping as a prior period adjustment, or make additional payments to fellows or trainees for services or work. Questions on how to enter Additional Pay activity into the HRIS should consult the HR Assist Pages or contact your Payroll Consultant.
Retroactive Changes in Employee Job Data
Retroactive Changes in Job Data should be requested only when a past dated row cannot be inserted, or changed in the HRIS without correction mode (only OHR Payroll can correct Job Data). Please request changes via the Retroactive Data Change in Job Data Web page. Retroactive Job Earnings Distribution (JED) changes should be processed by human resources professionals using the Personnel Expenditure Transfer (PET) pages and not requested on this form.
