The Payroll Office publishes the PAYROLL DEADLINE SCHEDULE, notifying the department of the dates involved in the time reporting process, which are:
The following describes each column found on the Payroll Deadline Schedule. Consult the current published PAYROLL DEADLINE SCHEDULE for actual deadline dates.
Please note that the deadlines on the PAYROLL DEADLINE SCHEDULE are Central Payroll Office deadlines. Timekeepers should also consult any deadline schedule developed for their individual organization (ie: HR, APO, etc.). With the information provided on the PAYROLL DEADLINE SCHEDULE, units can schedule their internal processes and procedures for gathering and submitting time.
Occasionally these dates will be impacted in order to run programmed or manual wage implementations. Units will be notified when the deadlines are impacted by the implementation team (Compensation and Payroll).
Payroll Deadline Schedule Columns
- Payday: The day on which checks and direct deposits are issued/available.
The first column shows the Payroll Release Date, or PAYDAY! This is the day that checks from the associated compute will be delivered on-campus to employees, and direct deposits will be available in bank accounts.
- Schedule Number: The Pay Cycle Code used to identify a specific pay day.
This identifies the compute. As a Payroll processor, you should learn to “speak” in schedule numbers; it is the clearest way to identify a compute and you will need to reference schedule numbers whenever you are communicating with the Payroll Office.
Schedule numbers are alpha/numeric. The alpha code identifies the year. 2011, for example, is year E. The next calendar year will be identified by the following letter of the alphabet (F, in this example).
The number that follows the alpha code identifies the specific compute. We always start the year with “01” for the first MO. The first compute of the year is the December Monthly. (Remember, December earnings pay in January, so they are always the next calendar year’s earnings). Using 2011 as the example, December Monthly = E-01. The very next compute following the December Monthly is the arrears, or hourly compute. The alpha is of course the same (E, in this example), and the number of that compute is the very next number following the monthly current. So the December Arrears is E-02.
Schedule numbers skip 5 from MO to MO, and MA to MA, and are consecutive from MO to MA. The year starts with (alpha)01 and (alpha)02 for the monthly and arrears payroll for December. That means January pay period will be (alpha)06 and (alpha)07, etc.
- Pay Cycle: MO= Monthly rated fixed pay. MA = hourly rated, variable pay. BW = hourly rated, reports time (may be variable or fixed). Flat Rated payments may be either MO, MA or BW, depending on F/V coding.
This column defines the Pay Cycle on which employees appointments are to be paid for current month.
Only 12 monthly pay dates and 12 arrears pay dates may occur within a calendar year.
Monthly Current (MO) is paid the first working day following the close of the pay period. If a non-working day occurs between the end of the pay period and the first working day of the next pay period, payment is on the last working day of the pay period (an exception is made for December earnings, which are always paid the first banking day after January 1).
MO = Employee’s appointment is fixed (F), has a monthly rate of pay and is to be paid on the Monthly Current payroll cycle.
Monthly Arrears (MA) is paid the eighth working day following the close of the month, but not later than the 8th of the month.
MA = Employee’s appointment is variable (V), has an hourly rate of pay and is to be paid on the Monthly Arrears payroll cycle through January 1, 2013. Beginning January 20, 2013, employees in this type of appointment will be paid biweekly.
BW = Payment is scheduled for the second Wednesday following the close of the pay period. If the second Wednesday is a holiday, the payday will be the first working day prior to that holiday, except for the New Year's holiday, for which payday is always the first banking day of the new year.
A minimum of twenty-six, and a maximum of twenty-seven, biweekly pay dates may occure within a calendar year.
- Pay Period Begin Date, Pay Period End Date For Payroll purposes, the pay period is defined as the calendar month for MO and MA appointments. The biweekly pay period (BW) pay period takes place at two-week intervals from 12:01am on Sunday to midnight Saturday of the following week. The ROSTER reflects employees' current distribution of pay residing in PPS at the time the ROSTER is pulled.
The department is notified, via the OPTRS Roster, of both positive and exception time reporting employees who are eligible for payment in the pay period, with their current rates, expected time (for fixed employees) and accounts to be charged.
- Roster Available: First day the ROSTER and CHECKLIST are available for the associated pay day. Once the roster is available for a particular payday, departments should consider how processing EDB updates may affect the roster for an employee whose time is entered on the ROSTER.
OEU should be completed by the day prior to the date in this column in order to have the cleanest initial Roster to work from. As noted in the column detail on the schedule, it is not REQUIRED that the Roster be pulled down on the initial date it becomes available, but careful consideration should be given to any EDB updates done after this date as to how the Roster entries may be impacted.
The January MO deadline to update employee records contain FTE is the same day as the regular MO deadline. No updates to appointments with FTE are permitted after the date noted in this column in the yellow highlighted cell.
The July MO deadline to update employee records containing FTE is always ONE DAY PRIOR to the regular MO deadline. No updates to appointments with FTE are permitted after the date noted in this column on the yellow highlighted line.
- Last Day to Update EDB to Affect Initial Roster: This is the last day to update the EDB in order to have changes reflected on initial ROSTER. ROSTERS are produced after PPS is taken down for the evening and available as noted in the previous column.
EDB updates that do not affect the terms and conditions of employment such as W4, check disposition, permanent address, name, other personal data, etc. may be entered through the date of the compute to affect that particular check write.
Additionally, all adjustment OPTRS transactions (EDLR, EDTS, EDTM, etc.) are not impacted during this “Last Day To” period.
- Last Day to Update EDB to Affect Final Roster and Cruz Pay Students: This is the last day to update or change the EDB in order to have changes reflected on the ROSTER. This is also the last day a new-hire can be entered in PPS to be reflected on the ROSTER and in CruzPay for Student employees.
- Last Day to Pull Down and Input Time on Roster: No further EDB update to appointment/distribution data encompassing the current pay period is allowed. Any changes necessary after this date to current pay period must be coordinated with the Payroll Office.
- OPTRS Closed for Rosters: No further update to ROSTER transactions OR EDB current appointment/distribution data allowed. Non-ROSTER OPTRS transactions (ie: adjustments) for current period still open.
- OPTRS Closed for Adjustments, OPTRS Closed for All Transactions, Compute: OPTRS Closed for all activity for associated (current) pay period. Adjustment OPTRS for FUTURE pay periods OK.
OEU is now CLOSED for ALL OPTRS entries for the corresponding pay cycle. You CANNOT enter OPTRS entries on that date for the corresponding pay cycle. Notice that these are all the same day as the compute. Compute days are always closed for OPTRS entries. That doesn’t mean timekeepers are prevented from doing ANY OPTRS entries on those dates; adjustment entries to future pay cycles are permissible, but NO OPTRS entries of any kind are allowed for the noted computes corresponding pay cycle.
If you have questions regarding the Payroll Deadline Schedules and Calendars, please contact the PPS Office.