Important year-end HR and payroll reminders
The following message is shared on behalf of Human Resources and Payroll Services.
The timely processing of employee-related transactions is essential for employees to be paid correctly and on time. Please make note of the following important payroll and compensation reminders.
Payroll Deadlines
Exempt (paid monthly), non-exempt (paid biweekly), and student employees will receive their final paycheck of 2022 on Thursday, Dec. 22. Non-exempt and student employees should enter their estimated hours for Thursday, Dec. 15 through Thursday, Dec. 22 into Workday this week. Managers with employees that check in/out must enter the estimated hours for the employee. All hours need to be approved by 3 p.m. on Dec. 15.
Payroll processing will begin promptly the morning of Friday, Dec. 16. Hours that are not approved before processing begins will not be paid until the next pay cycle. Due to the short time frame for processing this payroll, no exceptions can be made to this. To ensure that paychecks are distributed on time all time sheets must be approved prior to processing.
The payroll calendar lists the deadlines for the timely processing of employment and compensation transactions for faculty, staff, and student employees. The far-right hand column (departmental and HCM process deadline) is the date all transactions must be completely approved by all Workday approvers. Be sure to allow several days for all approvals to complete and additional time during busy seasons. If a transaction isn’t completed by this date, it may not make the payroll.
Below are some helpful resources for employees to estimate time and managers to make
corrections to estimate hours in Workday.
- For employees – How to enter estimated time for hours by day – 2022
- For employees – How to enter estimated time for in/out employees – 2022
- For managers – How to correct estimated time for in/out employees – 2022
- For managers – How to correct estimated hours by Day for employees – 2022
For Managers and Talent Liaisons
All Workday transactions are required to have supporting documentation that includes the relevant details to support the transaction (name of employee, rate of pay, time period/dates, etc.). It should not include social security numbers or dates of birth. It should also not include the names of any other employees and their pay details. The Staff Promotion Letter should be submitted when entering staff promotions in Workday.
Managers and/or Talent Liaisons should frequently review any fixed-term, temporary, or student employee categories to ensure they are still working. If an employee is no longer working with you, you must actively end their job or employment based on their last day of work. The “end employment date” listed in Workday does not automatically end their employment.
When you are not available (e.g., PTO), be sure to delegate your Workday approval tasks to the appropriate colleague so processing is not held up or delayed.
Job Aids:
Related Workday Reports:
Business Process Transactions Awaiting Action
Business Process Transactions in Progress
Categories: University Announcements