Policy Statement

It is the University's policy to pay all employees for time worked in an accurate and timely manner, in accordance with applicable laws, and to maintain the required supporting documents and records. Employees have a duty to comply with University guidelines with respect to time and attendance. Supervisors have a duty to be familiar with those procedures as well as the basic provisions of the Fair Labor Standards Act (FLSA) covering time reporting and record keeping.

Reason For Policy

To ensure that all payments through the University of Wisconsin System Payroll System are made to bona fide employees of the University and that these employees have earned the amount requisitioned by performing duties, using leave, and/or receiving taxable fringe benefits as appropriate for their authorized positions in accordance with the Fair Labor Standards Act (FLSA) and other applicable federal and state laws.

Policy

Eligibility for payroll - After a new employee has been hired, the process for placing an employee on payroll includes the completion and submission of appointment forms, obtaining budget approval and completing the Human Resources sign-on process. Refer to Human Resources website for more details regarding the appointment and sign-on processes. An individual becomes eligible for payment through the University payroll system once the above requirements have been met and approved employment services have been rendered. 

Payroll calendar - The Office of Human Resources publishes an annual Payroll Calendar containing the schedule of payroll dates and deadlines. University Staff employees, student employees and LTE’s are paid on a biweekly basis after employment services have been rendered. Faculty, Academic Staff and Graduate Assistants are paid the first of the month after employment services have been rendered. 

Method of payment - As a condition of employment, all Faculty, Academic Staff and University Staff are expected to participate in direct deposit by Electronic Funds Transfer (EFT). Although Student employees are encouraged to participate in direct deposit, those who do not elect this option receive a paper pay check. Cash payments are not made. All employees may view their pay stub on the My UW System portal.

Pay distribution - Pay checks for employees who are not paid through direct deposit will receive their paycheck mailed to the home address on file or a designated check address provided to Human Resources.

On demand checks - If an employee is not issued a paycheck on pay day as a result of a departmental error, an on-demand check may be requested. A $50.00 administrative charge may be assessed to the department. If an employee is not issued a paycheck due to a Human Resources/Payroll error, there will be no administrative charge.

On-demand checks will be direct deposited or mailed to the home address on file in Human Resources. The deadline to request an on-demand check is Monday at 10am.  If an employee is not issued a paycheck due to their own negligence, the Human Resources office will process the payment in the next pay period following receipt of the missing documentation.  

Late Employee Action Forms (EAF’s) A $75.00 administrative charge will be assessed whenever an EAF is received in Human Resources more than 30 days beyond the effective date of the action. 

Late Overload Payment Forms – A $75.00 administrative charge will be assessed whenever an Overload is received in Human Resources beyond the effective date of the action.  

Underpayment to employees - If an underpayment is made, the Office of Human Resources should be notified immediately. All underpayments will be corrected on the next available payroll or via the “on-demand” process.

Overpayment to employees - If an overpayment is made, the Office of Human Resources should be notified immediately. All overpayments will be corrected on the next available pay period or by personal check.

Compensation and Pay Increases Outside of Pay Plan
UW System Administrative Policy 1277 provides direction on how compensation shall be administered throughout the UW System.  

Vacationing Out - Employees that retire are eligible to 'vacation out', meaning, they can have a final last day of work on campus, and utilize leave balances to stay in pay status for up to 30 days beyond their last day on campus.

Filing an exiting employee's position - Positions may only be filled if they are vacant.  This means that the incumbent must no longer be in pay status in order for a replacement person to fill that position. This does not mean that advanced knowledge of a separation prohibits you from advertising for that position - positions may be posted before the position becomes vacant.