The On-Cycle Payroll Calculation and Confirmation Processes in HRS

Overview

Within HRS, the payroll module determines earnings, deductions, taxes, and net pay for all employees who have earnings in the specified pay period. Calculating and confirming checks in HRS is a Payroll operational function involving both manual and automatic processes that are internal to UWSS Service Operations. There are several preliminary operational tasks that are conducted by UWSS Service Operations staff to ensure the correctness of the paychecks, including making payline adjustments, running queries to clean up data, and resolving calc errors.

The payroll processing period consists of scheduled jobs that run iteratively throughout the processing week. On the final day of the payroll, usually Thursday after the biweekly pay period end date, the final calculation and confirmation jobs are run by UWSS staff. Once the payroll has confirmed, a series of post-confirm jobs also runs.

Process Considerations:

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Preliminary Payroll Processes

During a standard payroll processing period, processing begins on the Thursday night prior to the end the biweekly pay period and continues through the following Wednesday night. The final calc/confirm occurs during business hours on the Thursday after the pay period ends. Exceptions to this regular schedule do happen a few times throughout the year and can be viewed by clicking the UW Payroll Calendar link in the "Additional Resources" section. Below is a high level summary of the main processes, reports, tasks and deadlines that happen during a processing week:

Every Sunday-Thursday

  • Night:
    • Several payroll processes run nearly every night of the week (Sunday-Thursday) regardless of whether a payroll is open or not. These processes include the retro pay calculation, addl pay load, work study award upload, and the prenotification file to US Bank.

Thursday (prior to the end of the biweekly pay period)

  • Day:
    • Deadline: All addl pays should be entered and approved before paysheets are created to guarantee payment on the intended payroll.
    • First run of Glacier interface jobs
  • Night:
    • Paysheets are created for the first time for all employees, and salary from Job Data as well as approved time and absence information is loaded to the paysheets. A preliminary payroll calc also runs, which calculates employee paychecks so that they are visible in Review Paycheck.
    • Payroll Edit Report and Payroll Error Message Report are delivered to Cypress inboxes

Friday

  • Day:
    • UWSS Service Operations payroll staff will check the calculation errors from the previous night’s preliminary process and make appropriate fixes.
  • Night:
    • Paysheets are created for any newly added employees who may need one. Newly approved time and absence information is loaded to the paysheets. A preliminary payroll calc also runs, which calculates any changes to employee paychecks since the last calc run.
    • Payroll Edit Report and Payroll Error Message Report are delivered to Cypress inboxes

Sunday

  • Night: 
    • Paysheets are created for any newly added employees who may need one. Newly approved time and absence information is loaded to the paysheets. A preliminary payroll calc also runs, which calculates any changes to employee paychecks since the last calc run.
    • Payroll Edit Report and Payroll Error Message Report are delivered to Cypress inboxes

Monday

  • Day:
    • Deadline: Payline request tickets for current payroll are due by 4:30pm.
    • UWSS Service Operations payroll staff will check the calculation errors from the previous night’s preliminary process and make appropriate fixes.
  • Night:
    • Paysheets are created for any newly added employees who may need one. Newly approved time and absence information is loaded to the paysheets. A preliminary payroll calc also runs, which calculates any changes to employee paychecks since the last calc run.
    • Paylines entered on the custom payline page will load to employee paychecks
    • Calculated retro pay will load to employee paychecks
    • Payroll Edit Report and Payroll Error Message Report are delivered to Cypress inboxes
Tuesday
  • Day:
    • UWSS Service Operations payroll staff will check the calculation errors from the previous night’s preliminary process and make appropriate fixes.
  • Night:
    • Paysheets are created for any newly added employees who may need one. Newly approved time and absence information is loaded to the paysheets. A preliminary payroll calc also runs, which calculates any changes to employee paychecks since the last calc run.
    • Payroll Edit Report and Payroll Error Message Report are delivered to Cypress inboxes

Wednesday

  • Day:
    • Deadline: FICA files due by noon
    • Second run of Glacier interface jobs
    • UWSS Service Operations payroll staff will check the calculation errors from the previous night’s preliminary process and make appropriate fixes.
  • Night:
    • Paysheets are created for any newly added employees who may need one. Newly approved time and absence information is loaded to the paysheets. A preliminary payroll calc all also runs, which recalculates all employee paychecks.
    • Payroll Error Message Report is delivered to Cypress inboxes (Note: a Payroll Edit Report will not be generated Wednesday night)

Final Calculation and Confirmation

The final calculation and confirmation is manually run and monitored by UWSS Service Operations payroll staff usually on the Thursday following the end of the biweekly pay period.

This day should not be considered a work day in terms of making last minute changes for the current payroll. The final calc/confirm processes will begin in the morning on Thursday (exact time may be dependent on when the jobs from Wednesday night finish), and last minute changes made to employee records, especially to AM/TL entries will likely not get picked up in the final calc.

Once the payroll is confirmed, post-confirmation jobs are kicked off. For the payroll module, these are primarily reports summarizing what happened on the confirmed payroll, including the post-confirm payroll edit report and payroll register. These reports are sent to Cypress. Other important post-confirm jobs include the creation of the earnings statements and the direct deposit file that is sent to US Bank.


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