Payroll Processing

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This page is designed to assist Human Resource Professionals in performing their duties regarding payroll distribution and processing.

For general assistance, contact your payroll analyst.

Payroll Deadlines

The university operates two payroll cycles - A Biweekly Payroll Cycle for non-exempt employees and a Monthly Payroll Cycle for exempt employees.

Human Resources Professionals should consult the University Payroll Calendar for specific deadlines for the appropriate payroll cycle. General information on entering data in the HRIS can be found in the HR Assist pages.

Audit Requirements

Departments are required to the complete monthly and/or biweekly checklists when processing each payroll and retain them with the reports used to reconcile to the general ledger each month. In the event of a payroll audit in your department, this information will assist you to provide the proper documentation to the auditors. The employee timesheets and leave forms need not be attached to the checklist when you file this information.

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Off-Cycle Checks

Off-cycle checks are payments provided outside the normal pay cycle. Unless a large portion of an employee's pay is missing, the payment should be added to the next regular payroll cycle rather than requesting an off-cycle check. To have an off-cycle check issued, log into the HR system and use the Manage Off-Cycle Check Request page. Click here for instructions.

Additional Pay Processing

Additional Pay is 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 analyst.

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). Changes are requested in the HR Action Request system by selecting the "Central Payroll Correction Needed" checkbox.

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