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Your Guide to Finance - Payroll Services

PAYROLL DEADLINES

Personnel Transactions (Hires, Terms, Transfers, Reclassifications, Pay Changes, Percent Time Change, Separations, LOA, Return from LOA)

• Biweekly - Transactions must be in People Soft Core by Thursday of pay period close. This assures that the records in Kronos are updated and employee’s time can be reported on pay Monday as well as pay checks will create with the correct rate of pay.
• Monthly - Transactions must be in People Soft Core by the 20th of each month. This assures that the records in Kronos are updated and employee’s time can be reported on pay Monday as well as pay checks will create with the correct rate of pay.

Separations for Biweekly Employees

Separations must be completed by the appropriate EAST team Thursday Prior to pay week to assure accrual pay out with the final pay check.

Employees receiving their pay by direct deposit will receive their accrual pay out by direct deposit processed with the current Pay Period. Separating employees may expect their final pay stub by US Mail to the current home address listed in the system.

If department did not meet this deadline, the regular pay for hours worked will be available to the employee on payday Friday morning as normal and the vacation pay will be paid on the next regularly scheduled payday.

Separations for Monthly Employees

Separations for monthly employees must be completed by the appropriate EAST team by the 20th of the current pay period to assure accrual pay out with the final pay check.

Monthly employees separating may expect to receive their check including final pay for their vacation accruals on the first working day of the month. Employees receiving their pay by direct deposit will receive their accrual pay out by direct deposit processed with the current Pay Period. Separating employees may expect their final pay stub by US Mail to the current home address listed in the system.

If department did not meet this deadline, the regular pay the will be available to the employee on payday Friday morning as normal and the vacation pay will be paid on the next regularly scheduled payday. Late separations of Monthly employees will cause the employee to be overpaid and this overpayment must be returned to the University.

Should you miss the monthly deadline, please contact you EAST team immediately.

Biweekly Time and Attendance Schedule

Friday of pay period close:

• Employees verify My Time Detail
• Managers and Time-Keepers enter all corrections into Kronos

Monday of pay week:

• Kronos is reviewed and signed off by 5pm
• Time Not Correctly Reported will be paid on next pay period

Tuesday of pay week:

• No changes of time reporting for current pay period
• Payroll is generated for all Biweekly employees at 10 AM

Wednesday of pay week:

• Payroll direct deposits are transmitted to banks
• Payroll checks are printed and mailed to employees address in the system
• Employees may review pay check in Self Service and report any errors to Timekeeper for corrections for next pay period

Friday Biweekly pay day:

• Direct deposit posted by banks and pay checks should arrive via mail

If you have an error on your paycheck please contact your department manager

Time Card Corrections for Biweekly Employees

• Corrections to time reported in a previous pay period must be completed no later than Thursday of pay-period-close ( Thursday before pay week) in order to be included with the current period pay
• Corrections to time reported in the current pay period must be completed before sign off on Pay Monday at 5PM

Corrections received later than the above deadlines will not be processed until the next scheduled payday.

Lost or Stolen Checks

When Payroll Services is notified that a check has been lost, stolen, destroyed, or not received, an employee may initiate a stop payment request 3 business days (excluding Saturday and Sunday) after the effective date of the original check (for example, the stop payment process cannot be initiated for a Friday bi-weekly paycheck until Wednesday of the following week). A Stop Payment Form is completed by the employee and delivered to Payroll Services. The form contains information such as: original check number, amount of check, check date, and employee name and number. Employee may obtain this information by looking at their on-line stub in HCM Self Service.

Once the bank has communicated to Payroll Services that the original check has not been cashed, Payroll Services will instruct the bank to place a stop payment order on the original check and a new check will be issued. The stop payment and check re-issuance process may take up to four business days. Re-issued checks must be picked-up from the UTMB Bursar’s Office or appropriate Regional Human Resources Office at which time the employee’s mailing address will be verified and updated in the system, if necessary.

If the bank’s records indicate that the original check has been cashed, the employee will be notified. If the employee disputes the endorsement of the check, the employee will need to work with Payroll Services and the bank to determine if fraudulent activity has occurred prior to a new check being issued.

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