New processing schedules have been implemented to facilitate Payroll’s financial management. These changes are necessary to improve the accuracy of the University’s vendor payments and accounting for vendor payments and vendor collections, particularly those resulting from processing check reversals and adjustments.

During the 10 working days in a pay period, Payroll and University Tax Services process adjustments for seven business days. The other three business days are used to process the biweekly payroll.

With these changes, there is little room for altering the processing time. Therefore, it is very important that the time frames for processing the emergency checks and adjustments be followed.

Accordingly, the deadline for Emergency Requests will move from Wednesday at 10 a.m. to Tuesday at 4 p.m., pay day week for an off-cycle check on pay day, and from Monday at 10 a.m. to Friday at 4 p.m. (pay day) for an off-cycle check the week following the pay day.

It is critical that departmental staff review Preliminary Paylists during the payroll closing week, Wednesday through Friday as well as review the final Paylists on Monday, pay day week to assure all employees are paid accurately and timely.

Emergency Check Request Requirements

1. Emergency check requests will not be granted without a distribution on all employee records for which an emergency check has been requested.
2. T&L has been corrected showing that the employee will not be over paid on the next biweekly.
The department must enter corrections in Time & Labor, prior to requesting an emergency check, to reflect the time to be paid on an emergency check. For the hours requested to be paid on the emergency check, the following guidelines should be followed:

a. If time is schedule loaded, change the TRC to "No Pay" in Time & Labor unless the emergency check is requested as a result of Payable Status reading "Closed" or "Rejected by Payroll".
b. If time is input using Punch Time or Web Clock, delete all hours requested to be paid on the emergency check unless the emergency check is requested as a result of Payable Status reading "Closed" or "Rejected by Payroll".

3. Employee was paid less than 80% of his regular wages (based on FTE)
4. Time not approved by the supervisor does not automatically qualify for an emergency check. Supervisors need to be diligent in approving time and be sure that a backup approver is available if the supervisor is unable to approve the time. This is critical so that a financial hardship is not created for the employee. Where time worked is not entered by the employee and/or not approved by the supervisor AND the employee is paid 80% of regular wages, emergency checks will not be issued.
5. Additional Pay does not qualify for an emergency check with the exception of fellowships and other payments where the additional pay is the employee’s only source of income from the University. If the additional pay meets this requirement, then the Goal Balance must be updated in Additional Pay before the emergency check can be processed.
6. Request must be received by above stated deadline.