January

Requesting manual payments from Payroll

Accounting has instituted a new procedure for requesting manual payments.

January 30, 2017

The process for requesting payments from Payroll outside of the normal payroll schedule has changed. This process is used when an employee is not paid on payday because of an error, such as a timesheet not being submitted by the employee or approved by the supervisor on time.

Currently, when an error occurs, the supervisor fills out a form for a “manual payment” and submits it to Human Resources, which then submits it to Payroll for processing. Until now there have been no published deadlines for when those requests could be submitted, and the expectation has been that the payment would be made in a day or two.

However, the volume of manual payment requests has been so large that we can no longer process them as they are submitted. We now must set aside specific times to process them, and we have established the following schedule to help you know when a manual payment can be expected.

Effective Feb. 1, 2017, all manual payment requests must be turned in to the Human Resources office by 5 p.m. Friday, for payment the following Thursday.

For example, if payday is on Tuesday Jan. 31, and the supervisor realizes the employee didn’t get paid because he or she forgot to approve the timesheet, the supervisor would have until Friday, Feb. 3 at 5 p.m. to turn in a manual payment request to Human Resources. The employee would receive the payment on Thursday, Feb. 9.

(The mock calendar below demonstrates the deadlines.)

To avoid missed payments, the supervisor and a designated proxy should be set up to approve an employee’s time. Employees, supervisors and proxies all receive reminder emails about web-time entry and approval, and it is essential that these deadlines be observed. Forgetting to enter or approve time will result in a delayed payment of at least a week. Please contact Accounting Services with any questions.

Exceptions:

• This process does not cover payments made by Accounts Payable.
• If an employee is terminated this schedule does not apply, and payments will be addressed on a case-by-case basis.

Supplemental pay will not be processed via a manual request. It will go into the employee’s normal pay.