THE PAYROLL PROCESS

The payroll process actually begins in Human Resources and Affirmative Action (HRAA) Office with the Personnel Action Form (PAF). The PAF is the vehicle that initiates the personnel records and establishes the employee in the Human Resource System (HRS) database. The Budget Office also uses the PAF to setup the "Assignment" and "Position" records. Without a PAF being processed in HRAA and the Budget Office, there is no way an employee can be paid through payroll. For students, the Student Wage Agreement is the equivalent of a PAF. On each PAF for students or temporaries,  please include your time keeping location number.

In order to pay an employee on the first pay day of the month, the PAF must have been in HRAA by the 1^st of the preceding month. For payment on the 16^th, the PAF has to have been in HRAA by the 16^th. For students, the wage agreement must be in HRAA by the 16^th of the month in order to be paid on the 10^th of the following month. The wage agreement must be processed by the 1^st of the month to be included in the payroll for the 25^th. This gives the staff the necessary time to update the records that drive the payroll process.

All PAFs go through a signature approval sequence before they reach HRAA. Supervisors and Department Heads should remember to allow time for this in the PAF process.

Once the primary HRS records have been established, the payroll process can begin. The employee completes a series of forms on taxation, benefits and other deductions. In conjunction with the HRAA staff, the Payroll staff sets up these records in HRS. During any given period, changes are made to these records. Changes can be due to new employees coming on board, old ones leaving, and elected changes to various withholdings. Again, in conjunction with the HRAA staff, the Payroll staff updates the records and prepares for the payroll to be run.

All full-time and temporary employees are paid on the 1^st and 16^th of the month. Students are paid on the 10^th and 25^th of the month. When these dates fall on a weekend, the pay date is the preceding Friday. The online Payroll Calendars provide the dates for Faculty/Staff, Temporary, and Student personnel for the current year.

Full-time employees are paid on the 1^st for time worked from the 16^th to the end of the preceding month. They are paid on the 16^th for time worked from the 1^st through the 15^th of the month. Temporary (hourly) employees are paid on the 1^st for time worked between the 1^st and 15^th of the preceding month and are paid on the 16^th for time worked from the 16^th of the preceding month to the end of the preceding month. Students are paid on the 10^th for time worked between the 16^th to the end of the preceding month. They are paid on the 25^th for time worked between the 1^st and 15^th of the current month. These dates allow time for the information on number of hours worked to be processed in the system.

Student Daily Time Sheet Form

As always, if there is any aspect of the payroll process that is not fully understood, please call us. We will be happy to provide any information we can. If we can't answer your question, we can lead you to someone who can.