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Administrative Procedure 8.870 Administrative Procedure 8.870



Title

Pay Types and Pay Days

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Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.870, Pay Types and Pay Days
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 Campus
Review Date:  August  2018

I. Purpose

To provide an overview of the payroll guidelines set by the State of Hawai‘i Department of Accounting and General Services, Accounting Manual.

II. Definitions

No policy specific or unique definitions apply.

III. Administrative Procedure

A.    General Responsibilities

    1.    Fiscal Administrators and Program Managers (Approving Authority) who approve payroll payments on personnel/payroll documents 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.

    2.    The Payroll Office is responsible for pre-auditing, coordinating and processing payroll documents.

B.    Applicability

    1. These guidelines apply to all University employees who are paid by the University through the State of Hawai‘i, Department of Accounting and General Services Central Payroll System.

C.    Guidelines

    1.     Social Security Number.  The employee's social security number is an employee identification number used to correlate the information reported on payroll documents to the respective employee's payroll record. 

    2.     Payroll Number.  The payroll numbers assigned to the University of Hawai‘i are as follows:

    F53    Other BOR "Lag"    (A - H)
    F54    BOR – Faculty    (A - H)
    F55    Other BOR "After-the-Fact"    (A - H)
    F57    Other BOR "Lag"    (I - N)
    F58    BOR – Faculty    (I - N)
    F59    Other BOR "After-the-Fact"    (I - N)
    F67    Other BOR "Lag"    (O - Z)
    F68    BOR – Faculty    (O - Z)
    F69    Other BOR "After-the-Fact"    (O - Z)
    F94    Lecturers more than ½ time
    F95    Lecturers ½ time & less
    F65    Civil Service "Lag"    (A - L)
    F66    Civil Service "Lag"    (M - Z)
    F77    Civil Service "After-the Fact"    (A - L)
    F78    Civil Service "After the-Fact"    (M - Z)
    F6N    Civil Service Hourly    (A - L)
    F60    Civil Service Hourly    (M - Z)
    F1    Federal Work Study Students
    F2    Casual Hires
    F3    Regular Students
    F4    Other BOR Overload
    F5    Faculty Overload

    3.     Pay Period.  The State of Hawai‘i payroll system operates on a semi-monthly pay schedule in which pay day is the 5th and the 20th.  If pay day falls on a holiday or weekend, pay day becomes the immediately preceding work day. (Example: If the 5th falls on a Saturday, the immediately preceding work day, Friday, would become pay day unless Friday is a holiday; then, the immediately preceding work day, Thursday, would become pay day.)

    4.    Types of Pay

        a.    Lag Salary Pay includes pay for Faculty and salaried employees who are paid on a semi-monthly schedule that is 5 days in arrears.  The payroll numbers assigned to these employees are F53, F54, F57, F58, F65, F66, F67, F68, F94, and F95.

        b.    After-the-Fact Salary Pay includes pay for salaried employees who are paid on a semi-monthly schedule that is one pay period (20 days) in arrears.  The payroll numbers assigned to these employees are payroll numbers F55, F59, F69, F77, and F78.

    c.    Non-Regular Salary Pay includes pay for employees whose periods of employment and conditions of service do not warrant using regular appointment and payroll procedures.  Non-Salary Pay includes pay for employees who are employed and paid according to the amount of time furnished.  These employees are usually paid by the hour.  Non-Regular and non-salaried employees are paid on payroll numbers F6N, F60, F1, F2, F3, F4, and F5.

    d.    Premium Pay is pay in addition to a salaried or non-salaried employee's regular compensation. Types of premium pay are as follows:

        Temporary assignment
        Ordinary overtime
        Holiday overtime
        Meals compensation
        Split shift differential
        Night shift differential
        Stand-by duty
        Payment in lieu of vacation upon termination

    5.     Pay Day

        a.     Lag Salaried Pay.  Pay day for lag salaried employees is the 5th calendar day after the pay period in which pay is earned.  (Example: Pay earned from January 1 to 15 is paid on January 20.)

        b.     After-the-Fact Salaried Pay. Pay day for after- the-fact salaried employees is the 20th calendar day after the pay period in which pay is earned.  (Example: Pay earned from January 1 to 15 is paid on February 5.)

        c.     Non-Regular Salaried Pay and Non-Salaried Pay.  Pay day for non-regular salaried employees and non-salaried employees is no sooner than the 20th day following the period in which pay is earned; for payroll number F5, no sooner than the next Faculty payday following the period in which pay is earned.  (Example: Pay earned from January 1 to 15 is paid on February 5; for payroll number F5, January 31.)

            d.     Premium Pay.  Pay day for premium pay is no earlier than the 20th day following the period in which premium pay is earned.  (Example: Pay earned from January 1 to 15 is paid on February 5 . )

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

None

Approved

    Signed    
    Kalbert Young    
    April 06, 2016    
    Date    
    Vice President for Budget and Finance/Chief Financial Officer

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