Payroll at IU
Transcript of Payroll at IU
Learning objectives
• Define deadlines associated with payroll processing,
• Review, update, and approve Kuali Time timesheets,
• Review, update, and approve Human Resource Management System, or HRMS, payroll vouchers,
• Initiate and submit HRMS adjustment vouchers, and
• Locate resources to assist you in payroll processing
How pay is calculatedStep 1
• Calculate employees’ gross pay.
Step 2• Deduct pre-tax benefits.
Step 3• Calculate taxes on taxable gross pay.
Step 4• Deduct after-tax benefits and deductions to arrive at net pay.
Step 5• Generate direct deposit file, pay advices, and paychecks.
Roles in payroll processing
• Employees (53,000+)• Record work hours and review pay advices for errors.
• Supervisors (6,500+)• Verify accuracy of hours recorded by employees.
• Payroll Processors (340+)• Ensure employee payments comply with university
policies and procedures.
• University Payroll (12)• Create and manage payroll policies and procedures.
numbers reflect individuals in that role as of 2018
Additional support
• IUPUI Payroll Office• Answers questions regarding payroll procedures on the
IUPUI campus
• Regional Central Payroll Offices• Answer questions about payroll procedures at the local
level
• Fiscal Officers and Fiscal Approvers• Responsible for financial integrity of departmental
accounts
Pay groups
• A classification that determines when an employee receives their regular, or on cycle, payment.
• Determine the type(s) of benefits an employee qualifies for.
• Two categories: non-exempt or exempt
Non-exempt employees
• Paid for hours worked during pay period.• Pay period consists of two consecutive weeks.• Subject to Fair Labor Standards Act (FLSA).• Paid overtime or accrue compensation time for
hours worked over 40 in one work week.• Track work hours in timekeeping system.• Pay groups: BW1, BWP, HRR, HRP, etc.
Exempt employees
• Receive same lump sum payment each pay period.• Pay period consists of one calendar month.• Do not record hours in a timekeeping system.• Do not receive overtime pay or accrue
compensation time.• Pay groups: A10, A12, S10, S12, etc.
On cycle payroll
• Regularly scheduled payments to employees.• Determined by pay group.• Different deadlines associated with non-exempt
and exempt pay groups.
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Non-exempt payroll lifecycle
Beginning of pay period
End of pay period
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Non-exempt payroll lifecycle
Beginning of pay period
End of pay period
Supervisor timesheet
approvals due midnight
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Non-exempt payroll lifecycle
Beginning of pay period
End of pay period
Supervisor timesheet
approvals due midnight
Payroll Processor timesheet
approvals due 3 p.m.
Kuali Time extract
• Occurs at 3 p.m. on Wednesday.• Kuali Time is locked by University Payroll.• No longer able to edit timesheets.
Kuali Time HRMStimekeeping data
What happens if a deadline is missed?
• Kuali Time “auto-approves” the timesheet.• Pushes timesheet forward in payroll process
Avoid auto-approvals!
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Non-exempt payroll lifecycle
Beginning of pay period
End of pay period
Supervisor timesheet
approvals due midnight
Job Pay Flag Cutoff at
5 p.m.
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Non-exempt payroll lifecycle
Beginning of pay period
End of pay period
Supervisor timesheet
approvals due midnight
Payroll Processor timesheet
approvals due 3 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Non-exempt payroll lifecycle
Beginning of pay period
End of pay period
Supervisor timesheet
approvals due midnight
Payroll Processor timesheet
approvals due 3 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Non-exempt payroll lifecycle
Beginning of pay period
End of pay period
Supervisor timesheet
approvals due midnight
Payroll Processor timesheet
approvals due 3 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll Pay day
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Non-exempt payroll lifecycle
Beginning of pay period
End of pay period
Supervisor timesheet
approvals due midnight
Payroll Processor timesheet
approvals due 3 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll Pay day
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Non-exempt payroll lifecycle
Beginning of pay period
End of pay period
Supervisor timesheet
approvals due midnight
Payroll Processor timesheet
approvals due 3 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll Pay day
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Exempt payroll lifecycle
Beginning of pay period
End of pay period
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Exempt payroll lifecycle
Beginning of pay period
End of pay period
HRMS Vouchers Available
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Exempt payroll lifecycle
Beginning of pay period
End of pay period
Job Pay Flag Cutoff at
5 p.m.
HRMS Vouchers Available
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Exempt payroll lifecycle
Beginning of pay period
End of pay period
Job Pay Flag Cutoff at
5 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
HRMS Vouchers Available
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Exempt payroll lifecycle
Beginning of pay period
End of pay period
Job Pay Flag Cutoff at
5 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll
HRMS Vouchers Available
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Exempt payroll lifecycle
Beginning of pay period
End of pay period
Job Pay Flag Cutoff at
5 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll
Pay day
HRMS Vouchers Available
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Exempt payroll lifecycle
Beginning of pay period
End of pay period
Job Pay Flag Cutoff at
5 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll
Pay day
HRMS Vouchers Available
Off cycle payroll
• Any payment to an employee outside of their regularly scheduled payment.
• Initiated when Payroll Processors submit payroll corrections via adjustment vouchers.
• One off cycle payroll per week.
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Off cycle payroll lifecycle
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
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Off cycle payroll lifecycle
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle pay day
Off cycle pay day
Off cycle pay day
Off cycle pay day
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Off cycle payroll lifecycle
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle pay day
Off cycle pay day
Off cycle pay day
Off cycle pay day
Pay run IDs
• Unique identifier for a payroll.• Standard naming convention.• Used to search for payroll information in HRMS.
Kuali Time introduction
• IU’s preferred timekeeping system.• Used by non-exempt employees.• Tracks work hours and benefit time balances.• Communicates with HRMS to create, update, and
end job assignments.
Timekeeping options
Clock entry• Clock in to Kuali Time at
start of shift.• Clock out of Kuali Time at
end of shift.
Manual entry• Manually enter work hours
in Kuali Time at end of day.• Must enter work hours and
end of each work day per IU policy FIN-PAY-020.
Policy FIN-PAY-020
“…Approvers and Payroll Processors must review and approve all hours worked and attendance records of non-exempt staff before they are submitted for payment.”
Supervisors
• Verify accuracy of hours logged on timesheets
• Correct time blocks
Payroll Processors
• Verify earn code compliance with policy and procedures
• Add time blocks
Restricted earn codes
• Not available to employees or Supervisors.• Supervisor notifies Processor when restricted earn
code is required.• Must be added by Processor on timesheet approval
day.• Examples:
• INJ – injury time• SCB – schedule change bonus
Compliance resources
• University Payroll Standard Operating Procedures (PSOPs),
• University Policy website,• Master Earn Code List
In order to verify compliance refer to…• University Payroll Standard Operating Procedures
(PSOPs),• University Policy website,• Master Earn Code List and,• Your University Payroll clerk or your Central Payroll
Office.
Auto-approvals
• Occurs when timesheet approval deadline is missed• Kuali Time forces timesheet forward in the payroll
process.• Logs note to timesheet as user TKSYSTEM.
24-hour clock outs
• Kuali Time will continue to track work hours for 24 hours.
• Once clocked in for 24 hours, Kuali Time clocks the employee out and logs a note.
24-hour clock outs
• 24-hour time blocks must be updated!• If not updated, result in employee overpayment.
• Overpayment must be collected from the employee• IU Policy FIN-PAY-050
• Correct via Missed Punch Document or by Supervisor or Payroll Processor.
Kuali Time extract
• Timesheets must be approved by 3:00 p.m. on Wednesday after the end of the pay period.
• At 3:00 p.m., University Payroll locks Kuali Time.• Timesheet data is extracted and transferred to
HRMS.
Time extract errors
• Timesheets containing errors will “drop” and require manual adjustments in HRMS.
• University Payroll…• Monitors the time extract for errors and,• Will contact you if manual adjustments are needed.
Extract errors are rare and University Payroll and your Central Payroll
Office are here to help!
HRMS
• Every active employee has a payroll voucher.• Vouchers created based on job assignment
information.• Created and updated by HRMS eDocs
• Final review of employee hours and salary before payment
Hourly vouchers
Pay group DescriptionHRR Temporary without benefitsHRP Temporary with retirement benefitsHRW Temporary Workstudy
If timesheets were approved in Kuali Time and no changes are needed…
…no additional review and approval is required in HRMS
Updating Hourly vouchers example
On Thursday morning, Julie, an HRR temporary employee in Financial Management Services, told her Supervisor that she forgot to log 4 hours of work on the last Friday of the pay period.The Supervisor confirmed that the hours were worked, and notifies you of the correction.
Updating biweekly vouchers
• Updates must be made by 4:00 p.m. on Thursday• Changes should be rare
• Majority of changes should be made in Kuali Time
• Updating benefit hours used
Updating benefit hours used example
Amanda, a BWP employee in the School of Public Health, Bloomington, was absent 2 hours during the first week of the pay period. She used paid time off, earn code PTO, to cover her absence.Thursday morning, Amanda contacts you and tells you she wants to use sick time, earn code SCK, to cover the absence, since she missed work due to a doctor’s appointment.You contact Amanda’s Supervisor. She approves of the change.
Updating job funding example
Charlie, a BW1 employee, works in the Biology department on the Bloomington campus. He recently started working on a project involving a grant from the National Science Foundation. Half of his regular wages are now funded by the grant and the remaining half are funded by his department.
An HRMS eDoc has been initiated to update his job funding permanently, but was not finalized by the Job Pay Flag Cutoff. Because the cutoff was missed, we must update his job funding manually on the voucher.
Exempt employees
• Do not receive overtime pay or accrue compensation time.
• Do not record hours in a timekeeping system.• Receive same lump sum payment each pay period.• Pay period consists of one calendar month.
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Exempt payroll lifecycle
Beginning of pay period
End of pay period
Job Pay Flag Cutoff at
5 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll
Pay day
HRMS Vouchers Available
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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29 30 31
Exempt payroll lifecycle
Beginning of pay period
End of pay period
Job Pay Flag Cutoff at
5 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll
Pay day
HRMS Vouchers Available
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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29 30 31
Exempt payroll lifecycle
Beginning of pay period
End of pay period
Job Pay Flag Cutoff at
5 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll
Pay day
HRMS Vouchers Available
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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29 30 31
Exempt payroll lifecycle
Beginning of pay period
End of pay period
Job Pay Flag Cutoff at
5 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll
Pay day
HRMS Vouchers Available
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Exempt payroll lifecycle
Beginning of pay period
End of pay period
Job Pay Flag Cutoff at
5 p.m.
Payroll Processor
HRMS vouchers due
4 p.m.
Close payroll
Pay day
HRMS Vouchers Available
Calculating monthly pay
S12 employee annual salary = $60,000
Monthly payment = annual salary ÷ number of paymentsMonthly payment = $60,000 ÷ 12Monthly payment = $5,000 per payment
Monthly voucher approval
• Monthly payroll vouchers must be manually approved every pay period
• Deadline: 4:00 p.m. on pending voucher cutoff day
• When possible, wait until pending voucher cutoff day to approve vouchers
• Ensures you are approving the most up-to-date version of each voucher
Updating job funding example
You are a Payroll Processor in the School of Music on the Bloomington campus. John, an A10 employee, collaborated with staff from Speech & Hearing Sciences to help them complete their work on a grant. Your Fiscal Officer informs you that The School of Music and Speech & Hearing Sciences agreed to split John’s regular salary for the month.
This month, 75% of his salary will be paid by account 10-426-32, his regular job funding account in the School of Music, and the remaining 25% will be paid by the Speech & Hearing Sciences grant account, 44-335-14.
Reducing monthly pay example
You are the payroll processor in the African Studies department on the Bloomington campus. The benefit time administrator notifies you that Joanna, a S12 employee, missed two days of work this month and does not have benefit time available to cover the absences. The administrator requests Joanna’s current month’s pay be reduced by two work days.
You contact Joanna and her director and fill them in on the situation. Joanna is now aware that her payment will be reduced by two work days.
Adjustment vouchers
• Initiated by Payroll Processors in HRMS• Used to correct payments to employees from prior
pay periods• Can be included in on cycle or off cycle payroll
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Off cycle payroll lifecycle
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle cutoff at 10:30 a.m.
Off cycle pay day
Off cycle pay day
Off cycle pay day
Off cycle pay day
Off cycle pay day
On cycle adjustment vouchers
• Processed during the employees next on cycle payroll
• Employee receives payment via regular payment method i.e. direct deposit
• No fee for on cycle adjustment vouchers
Off cycle adjustment vouchers
• Processed during off cycle payroll during the current work week
• Employee receives payment via regular payment method 1-2 business days after processing
• Fee of $55 per off cycle adjustment
On line adjustment vouchers
• Processed and paid the same day it is requested• Employee receives payment via paper check
• Check may be picked up by payee, Fiscal Officer, or Account Manager
• Check may not be picked up by Payroll Processor per IU policy FIN-PAY-010
• Pick up from Customer Service or Central Payroll Office
• Fee of $85 per on line adjustment
Adjustment voucher fees
• Charged to employee job funding account• Fees cannot be charged to grant accounts• Continuation account must be provided to accept
fee for adjustments associated with grant accounts
Before you start…
Collect the necessary information:1. Employee’s university ID number2. Employee’s job record number3. Job funding account number
Use the HRMS Job Data resource to find this information
Adjustment voucher example
You work in Financial Management Services, a University Administration unit. It’s Monday and you receive an email from a Supervisor in your department. Bernard Lowe, a BW1 employee, was shorted 2 hours of overtime on February 23, 2018. The Supervisor requests that Bernard’s pay be corrected by the end of the week.
Before you start…
Collect the necessary information:1. Employee’s university ID number2. Employee’s job record number3. Job funding account number
Example:You receive an email from Brian, a temporary employee in your department, who states that his paycheck was short by 8 hours. Brian checked his timesheet and found that 5 hours were missing on April 10 and 3 hours were missing on April 19.
You contact Brian’s supervisor and she confirms that Brian worked on these dates and that the hours were not included on his timesheet. The Supervisor requests that Brian’s missed pay be processed by the end of the week.
Brian’s employee ID number is 0001066886, his job record number is 0, and his job is funded by account 10-487-55.
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April 2018
5 missing work hours
3 missing work hours
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April 2018
5 missing work hours
3 missing work hours
Beginning of work week
Ending of work week
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April 2018
5 missing work hours
3 missing work hours
Beginning of work week
Ending of work week
Example:You’re copied on an email conversation between Justin, a biweekly employee in your department, and his Supervisor. Justin states that he mistakenly used 5 hours of sick time, earn code SCK, to cover an absence on February 5. He meant to use vacation time, earn code VAC, to cover his time out of the office.
He has requested that his benefit time be corrected. The Supervisor responds to the email and requests Justin’s accruals be updated.
Justin’s employee ID number is 0001065614, his job record number is 1, and his job is funded by account 10-326-00.
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February 2018
5 SCK hours used
Beginning of work week
Ending of work week
Example:Prof. Spears is a distinguished A10 faculty member in your department. She started teaching an extra class in January and is receiving an academic overload as payment. Due to vacancies in your department, the additional pay HRMS eDocwas not finalized until March 14.
Due to this delay, Prof. Spears did not receive her additional pay for the months of January and February. She wants her check today.
Her employee ID number is 0001278315 and her job record number is 0. Her academic overload is funded by grant account 40-297-50. Your Fiscal Officer agrees to have the payment processed today, and instructs you to charge the fee to your department’s continuation account, 23-297-89.
Important notes:
• This process applies to pay groups S10 and S12• Contact University Payroll for assistance reducing
payments to pay groups A10, A12, AS0, or AS2
• This process applies to overpayments collected in the same tax year they were paid
• Contact University Payroll for assistance collecting overpayments from previous tax years
• Any time employee wages are reduced, complete the Overpayment Acknowledgement & Wage Adjustment Authorization form.
Example:Emma is a S12 employee in your department. Your benefit time administrator contacts you and notifies you of an overpayment. Emma was absent 5 days in March and could only cover 4 days with benefit time. The administrator requests that Emma’s next payment be reduced by 1 day of work.
You speak to Emma. She is aware she was overpaid and agrees to have her next payment reduced. She completes the Overpayment Acknowledgement & Wage Adjustment Authorization form and you file the form in your department.
Emma’s employee ID number is 0002412109 and her job record number is 0. Her job is funded by two accounts: 10-208-00 and 23-208-00. Each account is responsible for 50% of the job funding.
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The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
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The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
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The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
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The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
Ending of BWpay period
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The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
Ending of BWpay period
Supervisor timesheet
approval duemidnight
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The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
Ending of BWpay period
Supervisor timesheet
approval duemidnight
Payroll Processor timesheet approval
due 3 p.m.
BW Job Pay Flag Cutoff at 5 p.m.
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The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
Ending of BWpay period
Supervisor timesheet
approval duemidnight
Payroll Processor timesheet approval
due 3 p.m.
BW Job Pay Flag Cutoff at 5 p.m.
BW HRMS voucher due
4 p.m.
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29 30 31
The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
Ending of BWpay period
Supervisor timesheet
approval duemidnight
Payroll Processor timesheet approval
due 3 p.m.
BW Job Pay Flag Cutoff at 5 p.m.
BW HRMS voucher due
4 p.m.
MO Job Pay Flag Cutoff at 5 p.m.
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The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
Ending of BWpay period
Supervisor timesheet
approvals duemidnight
Payroll Processor timesheet approvals
due 3 p.m.
BW Job Pay Flag Cutoff at 5 p.m.
BW HRMS vouchers due
4 p.m.
MO Job Pay Flag Cutoff at 5 p.m.
MO HRMS vouchers due
4 p.m.
Close BW payroll
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The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
Ending of BWpay period
Supervisor timesheet
approvals duemidnight
Payroll Processor timesheet approvals
due 3 p.m.
BW Job Pay Flag Cutoff at 5 p.m.
BW HRMS vouchers due
4 p.m.
MO Job Pay Flag Cutoff at 5 p.m.
MO HRMS vouchers due
4 p.m.
Close BW payroll Close MO
payroll
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The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
Ending of BWpay period
Supervisor timesheet
approvals duemidnight
Payroll Processor timesheet approvals
due 3 p.m.
BW Job Pay Flag Cutoff at 5 p.m.
BW HRMS vouchers due
4 p.m.
MO Job Pay Flag Cutoff at 5 p.m.
MO HRMS vouchers due
4 p.m.
Close BW payroll Close MO
payroll
BW pay daypay period
1st-14th
Sunday Monday Tuesday Wednesday Thursday Friday Saturday1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
Ending of BWpay period
Supervisor timesheet
approvals duemidnight
Payroll Processor timesheet approvals
due 3 p.m.
BW Job Pay Flag Cutoff at 5 p.m.
BW HRMS vouchers due
4 p.m.
MO Job Pay Flag Cutoff at 5 p.m.
MO HRMS vouchers due
4 p.m.
Close BW payroll Close MO
payroll
BW pay daypay period
1st-14th
MO pay daypay period
1st-31st
Ending of MO pay period
Sunday Monday Tuesday Wednesday Thursday Friday Saturday1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31 1 2 3 4
The payroll lifecycle
Beginning of BW pay period
Beginning of MO pay period
MO HRMS vouchers available
BW HRMS vouchers available
Ending of BWpay period
Supervisor timesheet
approvals duemidnight
Payroll Processor timesheet approvals
due 3 p.m.
BW Job Pay Flag Cutoff at 5 p.m.
BW HRMS vouchers due
4 p.m.
MO Job Pay Flag Cutoff at 5 p.m.
MO HRMS vouchers due
4 p.m.
Close BW payroll Close MO
payroll
BW pay daypay period
1st-14th
MO pay daypay period
Ending of MO pay period
Off cycle cutoff10:30 a.m.
Off cycle cutoff10:30 a.m.
Off cycle cutoff10:30 a.m.
Off cycle cutoff10:30 a.m.
Off cycle cutoff10:30 a.m.