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Administrative Procedure 8.873 Administrative Procedure 8.873



Title

Payroll Processing Cycle Deadlines

Header

Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.873, Payroll Processing Cycle Deadlines
Effective Date:  April 2016
Prior Dates Amended:  July 1996, February 2005    
Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the CampusĀ 
Review Date:  August 2018

I. Purpose

To establish deadlines for submitting payroll documents to the Payroll Office.  The deadlines or cut-off dates are needed to provide the Payroll Office with sufficient time to process payroll documents to generate paychecks on a timely basis.

II. Definitions

No policy specific or unique definitions apply.

III. Administrative Procedure

A.  Responsibilities

    1.  Fiscal Administrators and Program Managers (Approving Authority) who approve payroll type transactions are responsible for compliance with applicable Federal and State laws, rules, regulations, University policies and procedures, and timely processing of documents for payments to employees.

B.  General Procedures

    1.  The Payroll Office distributes a schedule titled "Due Dates of Documents Into Payroll Office for Calendar Year 2 0 XX " at the end of each calendar year for the upcoming calendar year. A sample of this schedule is attached (Attachments 1-4). This schedule must be strictly followed to ensure timely payments to University employees.

    2.  This instruction applies to all University programs and departments initiating payroll type actions that will be processed through the Payroll Office.

    3.  This instruction specifies only the deadlines established or followed by the Payroll Office.  The University Office of Human Resources and individual campus administrative deadlines for payroll are determined by those respective offices or agencies.

IV. Delegation of Authority

There is no administrative specific delegation of authority.

V. Contact Information

Payroll Office, 956-7444, or payroll@hawaii.edu
Website:  http://www.fmo.hawaii.edu/payroll/index.html

VI. References

A. Link to superseded Executive Policies in old format https://www.hawaii.edu/policy/archives/ep/
B. Link to Administrative Procedures in old format https://www.hawaii.edu/policy/archives/apm/sysap.php

VII. Exhibits and Appendices

Attachment 1:  Lag Payroll
Attachment 2:  After-the-Fact Payroll
Attachment 3:  Student Timesheets (SECE) Payroll
Attachment 4:  Casual and Overload (TAPS) Payroll

Approved

    Signed    
    Kalbert Young    
    April 04, 2016    
    Date    
    Vice President for Budget and Finance/Chief Financial Officer

Topics

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