FAQ | Payroll FAQ

What Doesn't Stop Employee Pay?

Position Data Information

  • Changes to existing positions (e.g., change in job code)
  • Proposed Position Data
  • Funding expiration

Job Data

Appointment end date, unless it is accompanied by an action that terminates the employee or puts the employee on a short work break (See the Automatic Termination Process.)  Unapproved transactions to an employee's job data:

  • Actions intended to stop pay—For example, if a leave without pay action is entered to the job data but is not approved by the payroll approval cutoff, the employee will continue to be paid until it is approved. Or if a termination is entered for a monthly employee that is unapproved, the employee will continue to be paid until it is approved.
  • An employee who has an approved row of job data with pay attached to it and who has a new row of data entered that is in a proposed status will still be paid based on the approved row.

Monitoring Your Reports

There are several reports that are helpful in monitoring your payroll activity. These reports, in the Reports and Reviews menu, are:

  • Personnel Roster Report: This report tells you all the employees in your department, their current status, e.g., active, on Leave or SWB, current salary and their appointment end date.
  • Employee Compensation Report: This report provides you with all salary information for a specified period of time for either a specific employee or department.
  • Employee Job Data - Funding Distribution Report: This report provides you with all the information as the Personnel Roster, but in addition provides you with funding distribution information.
  • End of Appointment Report:  This report can be used to monitor appointment end dates so that eligible employees are reappointed in a timely manner.
  • Personnel Actions History Report:  This report is used to determine who is on short work break.
  • Job Status Report:  This report can be used to determine which of your job data transactions are still in a proposed status when it gets close to payroll cutoff.
  • Payroll Register Reports:  These reports are available after each payroll is run and will tell you who got paid, how much and from what FOPPS.
  • Contract Pay Report: Shows applicable employees history, current and future-dated contracts.

What Stops Employee Pay?

What Stops Employee Pay - Quick Reference
What Stops Pay?Monthly EmployeesHourly EmployeesContract-Pay Employees
Terminationan action of termination entered either automatically by the system or by a payroll liaison to the applicable payroll deadlinean action of termination entered either automatically by the system or by a payroll liaison and approved before the applicable payroll deadlinean action of termination entered either automatically by the system or by a payroll liaison and approved before that month's payroll cutoff

Step-by-step guides for contract terminations should be reviewed before a payroll liaison enters the information.
Short Work Breakan action of short work break entered by a payroll liaison and approved before the applicable payroll deadlinean action of short work break entered by a payroll liaison and approved before the applicable payroll deadlinean action of short work break entered by a payroll liaison and approved to the applicable payroll deadline
Leave of Absence Without Payan action of leave without pay with any reason entered and approved before the applicable payroll deadlinean action of leave without pay with any reason entered and approved before the applicable payroll deadlineFollow the step-by-step guide for setting up Leave without Pay for contract-pay employees. You must get approval before the applicable payroll deadline.
Suspensionan action of suspension with any reason entered and approved before the applicable payroll deadlinean action of suspension with any reason entered and approved before the applicable payroll deadlineFollow the step-by-step guide for setting up Leave without Pay for contract-pay employees, but with Suspension action. You must get approval before the applicable payroll deadline.


The following actions in the Human Resources Management System (HRMS) stop an employee's pay:

  1. Termination

    • Monthly and Hourly Pay Frequency Employees—An action of termination with any reason will stop a monthly or hourly employee's pay based on the effective date. The effective date of the termination is the day after the last day the employee works. Examples of monthly and hourly employees are classified staff, research faculty and student assistants.

      NOTE: Hourly employees will not be paid unless hours are entered in Time Collection for that employee record.
    • Contract Pay Employees—The termination of contract pay employees (e.g., professors) is handled differently than that of monthly and/or hourly employees. Step-by-step guides are available for this purpose (Termination of 9-pay-9 Contract, and Termination of 9-pay-12 Contract).
      • If the employee has never been paid from this contract and the contract is terminated on the same day it became effective, you can enter the termination row in the HRMS with a higher effective sequence number on the same effective date to stop the employee's pay.
      • If the employee is terminated at any time during the contract period and must be paid a portion of the contract amount, a two-step process must be followed. This process is defined in the step-by-step guide procedures for contract pay.
    • Automatic Termination Process—As part of the payroll production process during each biweekly and monthly payroll, employees may have an employee job record terminated if it meets a certain set of conditions.
  2. Short Work Break

    • The action of Short Work Break (SWB) can be used to stop pay for any employee type (hourly, monthly or salaried.) However, be cautious in using this action as the employee record is considered to be in an active status. If the employee is benefits eligible on this employee record, he/she may also continue to receive benefits and the campus/department be charged for the employer's contribution.

      Any employee record left in SWB status for a period of one year or more is subject to termination. Employee records in this status should be monitored on a regular basis.
  3. Leave Without Pay



    Campus, state and university policies may govern the use of this action. Before placing any employee on leave without pay, check the relevant policies for that employee type.
    • Monthly and Hourly Pay Frequency Employees—An action of Leave Without Pay (LOA) with any reason will stop a monthly or hourly employee's pay on the effective date of the action. Examples of monthly and hourly employees are classified staff, research faculty and student assistants.
    • Contract Pay Frequency Employees—LOA for contract pay employees is handled differently than that of monthly and/or hourly employees. A step-by-step guide is available for this purpose. Examples of contract pay frequency employees are professors and chairs.
      • If the employee has never been paid from this contract and the LOA begins on the same day the contract becomes effective, enter the LOA row in PeopleSoft with a higher effective sequence number on the same effective date to stop the employee's pay.
      • If the employee LOA begins at any time after the contract period starts and the employee must be paid a portion of the contract amount, a two-step process must be followed. This process is defined in the step-by-step guide procedures for contract pay.
  4. Suspension



    Campus, state and university policies may govern the use of this action. Before placing any employee on suspension, check the relevant policies for that employee type.
    • Monthly and Hourly Pay Frequency Employees—An action of Suspension (SUS) with any reason will stop a monthly or hourly employee's pay on the effective date of the action. Examples of monthly and hourly employees are classified staff, research faculty and student assistants.
    • Contract Pay Frequency Employees—Suspension (SUS) for contract pay employees is handled differently than that of monthly and/or hourly employees. Use the Leave of Absence Without Pay contract pay step-by-step guide for this purpose. Examples of contract pay frequency employees are professors and chairs.
      • If the employee has never been paid from this contract and the SUS begins on the same day the contract becomes effective, enter the SUS row in the HRMS with a higher effective sequence number on the same effective date to stop the employee's pay.
      • If the employee SUS begins at any time after the contract period starts and the employee must be paid a portion of the contract amount, a two-step process must be followed. This process is defined in the step-by-step guide procedures for LOA for contract pay.

Monitoring Your Reports

There are several helpful reports for monitoring your payroll activity. These reports, in the Reports and Reviews menu, are:

Personnel Roster Report
This report tells you all the employees in your department, their current statuses (e.g., active, on Leave or SWB), current salary and their appointment end date.

Employee Compensation Report
This report provides you with all salary information for a specified period of time for either a specific employee or department.

Employee Job Data - Funding Distribution Report
This report provides you all Personnel Roster information and funding distribution information.

End of Appointment Report
This report can be used to monitor appointment end dates so eligible employees are reappointed in a timely manner.

Personnel Actions History Report
This report helps determine who is on short work break.

Job Status Report
This report can be used to determine which of your job data transactions are still in a proposed status when it gets close to payroll cutoff.

Payroll Register Reports
These reports are available after each payroll is run and will tell you who got paid, how much and from what FOPPS.

Contract Pay Report
This report shows applicable employees' history, and current and future-dated contracts.

Why can’t I delete and add a new Direct Deposit on the same day?

The PeopleSoft Human Resources Management System is effective-dated, but you can only have a single transaction per day.

If you are trying to delete your direct deposit, delete it as of the day before you want your new information to take effect.

Can I still turn in a paper form for W-4 and direct deposit changes?

Yes; you may submit a paper form for your W-4 and direct deposit changes. Be sure to get the original to Employee Services by the due date for your payroll cycle. Direct Deposit Authorization form. W-4 Form (Federal Income Tax Withholding)

When will my W-4 or direct deposit changes take effect?

To ensure your changes take effect by the next payroll, submit them by the 10th of each month for the monthly payroll. You may make changes to your W-4 and direct deposit up until the payroll is being run. As the date for this varies each month, you should refer to the Payroll Calendar to determine the exact cut off. Be sure you make your changes at the same time your leave or time reporting must be done.

For the biweekly payroll cycle, complete your changes before your timesheet is due to your supervisor for approval.

Learn how to make changes to your direct deposit selections.

Why do I now have a new user ID for Finance and the HRMS?

The new campus portals are part of the Enterprise Portal System from Oracle/PeopleSoft. There can only be one log on per person to the enterprise portal, regardless of your role (student, staff, faculty, ISIS, HRMS or FIN user).

You will now have the same log on ID as long as you remain affiliated with the University of Colorado. As a result, the new log on ID will be the first four letters of your last name and a randomly generated six-digit number. While you will see this user ID on some HRMS and Finance pages, you do not need to memorize or use it to log in to the systems.

You can still use your current log on ID, beginning with R, B, U, D or C,  for a period of time to log in to the HRMS and the Finance system.

How does my access work to Finance or the HRMS if the system is down?

The link from CU Resources only allows access to the production environment. You can still access the Reporting environments through the planets page.

There is a system-status section for each system on the right column on the news page. This will tell you if any of the systems are currently down.

Exception: When the HRMS is down for monthly processing, the link in CU Resources will still take you into Production HRMS, but in view only mode. You can still run reports and queries on these days, only no data entry will be allowed.

Why am I listed as a smoker in Employee Information?

The smoker information is coming from a checkbox in the HRMS. The smoker checkbox is used by one of the payroll processes to determine which rate to use when calculating the deduction amount for an employee's optional life insurance.

The data is not sent anywhere or used for any other purpose. The default value for the field is "yes." The only time the value is changed is if an employee chooses to enroll in optional life insurance during his/her initial enrollment period, or during open enrollment. If during either enrollment period the employee indicates that he or she is a non-tobacco user, the smoker value is changed to "no."

Employees who do not enroll in optional life insurance or are not eligible to participate in the plan will have a value of "yes" in the smoker field.

We are looking into changing the way optional life is handled and calculated in the system. The change will allow us to update that value since it will not be used for payroll purposes. However, we are not ready to make that change yet.

What browsers are compatible for using CU Resources?

The enterprise portal, where CU Resources is located, is on PeopleTools 8.51. Certified browsers include Firefox 3.6, Internet Explorer 7 and 8, and Safari 3 and 4.

If given a choice among IE releases, we recommend IE 8, which in testing offers enhanced caching and improved page rendering.

What stops employee benefit charges?

What stops employee benefit charges?

The following actions stop an employee’s benefit charges.

  1. Employee terminated employment
    All of the employee's benefit-eligible appointments (jobs) in the Human Resources Management System (HRMS) have been terminated and approved. If all benefit-eligible appointments (jobs) are not terminated and approved in the HRMS, charges for benefits will continue.

    The employee and department are responsible for paying premiums.
     
  2. Employee loses eligibility
    1. The employee transfers from an eligible job class (job code) to one that is ineligible.
    2. A faculty or university staff member (formerly exempt professional) has a permanent percent of time change from 50 percent or greater (eligible for benefits) to less than 50 percent (not eligible for benefits).

      For faculty or university staff members with more than one appointment, the sum of their benefit-eligible appointments must drop below 50 percent for them to lose eligibility. For example: Jane Smith is a professional research assistant on job record "0" at 25 percent time and has an additional job of a professional research assistant on job record "1" at 50 percent time. The two benefit-eligible appointments added together make her eligible with 75 percent time.

      If her appointment on job record "1" were to drop from 50 percent to 25 percent, she would still be eligible for benefits since the total of both appointments is equal to 50 percent. However, if her appointment on job record "1" dropped to 15 percent, she would lose benefit eligibility, as her combined percent of time would be 40 percent.
       
    3. Classified staff members who drop below 50 percent time appointment lose eligibility for the university plans, but remain eligible for Colorado plans.
       
    4. All employees who change from a regular employee to a temporary employee.
       
    5. All employees who move from a monthly-paid position to a biweekly-paid position.


    Note on Short Work Break: When an employee is put on a short work break (appointment end date has expired and the job is not terminated in the HRMS), his/her percent of time remains the same. The department should only change the percent of time if the employee's continuing appointment is changing.

    If the employee is not returning to work, the appointment should be terminated. The benefits will not be terminated in the HRMS until any change to the appointment (termination or percent of time dropping below 50 percent that makes the employee ineligible) is approved in the system.
     
  3. Employee canceled coverage
    The employee has an eligible qualifying life event that may allow him/her to cancel coverage. If the employee elects to cancel coverage due to an eligible qualifying life event, the necessary forms must be completed and submitted to Employee Services within 31 days of the event.

    Benefits will discontinue only if these forms are received within this timeframe and the appropriate supporting documentation is attached. If Employee Services is not notified of the employee's intent to cancel benefits, the employee and department are responsible for payment of premiums.

Refund Process (employee and /or department)

If benefits are charged inappropriately, the employee and/or department must contact Employee Services' benefits team to request a refund of benefit charges to the employee, and/or to the department in question.

Insurance Refund Policy – House Bill 02-1353—The passage of House Bill 02-1353 directly impacts refunds or adjustments requested for medical and/or dental plans. The bill limits time periods in which refunds for premiums can be made.

CU medical and dental plans collect premiums one month before coverage begins. If you expect a refund of premiums, you must contact Employee Services' benefits team by the end of the month in which the request/change takes place. If you contact the benefits team after the end of the month, premium refunds are not permitted from the insurance company.

Colorado medical and dental plans collect premiums at the end of the month during which you'll be covered. If you expect a refund of premiums, you must notify Employee Services' benefits team by the 10th of the month following the one in which the change takes place. If you contact the benefits team after the 10th of the month, premium refunds are not permitted from the insurance company.

If you have questions on the state's refund policy, contact the state benefits office at 303-866-3434.

Can you tell me if this employee got a check or direct deposit?

Download the Reports & Reviews Resource Guide to learn how to find this information via your Payroll Register report.

Can you help me calculate an employees pay for a partial month’s earnings?

What HRMS report will give me the specific information I need?

There are standard Human Resources Management System (HRMS) reports that can assist you.

Descriptions and instructions on these HRMS reports can be found in the Resource Guide

Please note: There are additional queries that have more specific information. 

I can't see all of my employees in my department in my batch in Time Collection; why?

There could be multiple reasons for this. First, check to make sure all rows are approved in Job Data and the hire/change date is before the payroll date.

If using My.Leave, make sure all requests are approved and timesheets have been submitted.

You can find additional information in the Time Collection section of the Step-by-Step Guides.

How do you make changes in position funding?

This is a fairly easy process, but it also depends upon the timing of the changes you want. Please follow the Step-by-Step Guides to make changes to the upcoming pay cycle on an established position using both:

  1. Change Future Funding; and
  2. Update Funding Distribution

If you are just creating a position and need to establish funding, use the "Create New Position with Funding" Step-by-Step Guide.

If you are trying to change the funding of a prior timeframe, then Payroll Expense Transfers (PET’s) come into play. Depending upon the situation, please review the following guides to determine the best option:

How can I set up an international new hire without a Social Security number?

Please contact an Employee Services international tax specialist for assistance.  

Can I change a contract type in the middle of a contract year (9-pay-9 to a 9-pay-12, or vice versa)?

In most cases, you cannot change a contract type in the middle of a contract year. However, some instances noted within the Faculty Election Form may qualify as emergencies, and thus, exceptions. Also, we will review instances in which an error occurs on a case-by-case basis to resolve the issue. 

Forms are due to the departments by June 30 each year. If a new faculty member is hired after June 30, he/she will have 30 days from the date of hire to make an election. The default is to pay at 9-pay-9.

IMPORTANT - Timing restriction for your election: A faculty member's election to be paid salary over nine months or 12 months must be made before the start of the academic year to which it applies. Once the academic year has begun, the election is irrevocable for that year. It will remain in effect for the entire academic year, and may only be changed at the beginning of each new academic year.

The university cannot allow any changes between 9-pay-9 and 9-pay-12 contract types once the contract period has begun, as doing so would violate IRS regulations around deferred compensation.

Learn more about contracts.

How is supplemental pay taxed?

See our tax calculations page for details on tax calculations for multiple types of pay.

If I've closed my bank account, how do I get my money, and how long do I have to wait for it?

Because the bank account is closed, payroll staff must wait for the bank to reject the money.

Once Employee Services is notified of the rejected deposit, we will determine if the bank account number has been changed or if we need to inactivate the bank account number. If the rejected deposit is for a partial amount, our procurement department is notified to process the check or direct deposit.

The timeframe depends on both departments' workloads. If the dollar amount is for your whole check, it will be processed from the payroll department the Friday after we receive the bank report. To update your direct deposit, complete the Direct Deposit Authorization form and submit the original completed form to Employee Services.

I did not receive my check; what do I need to do to get another one?

If you did not receive your check in the mail, you may contact Employee Services at 303-860-4200, option 2. 

If your check has been returned to Employee Services, we can resend your check to a new address if you have updated your address in the Employee Portal.

If your check has not been returned to Employee Services within a 10-business-day waiting period, your personnel payroll liaison may submit a hand-drawn request to stop pay on the check and reissue a new check to an updated address. 

To update your address, please sign in to the appropriate campus via the myCU portal. (Your login is your campus user ID and password.)

 

If I leave the university, will it pay out my leave hours?

Visit the CU Regents website and select the appropriate leave policy to learn about how vacation and sick hours are paid.

What are my leave balances?

Check your leave balances by logging in to my.CU, selecting the "Payroll and Compensation" dropdown and clicking "Pay Advice." At the bottom of the screen, you will see your leave balances as they were reported for your last paycheck. Please work with your payroll liaison to review and confirm current balances.

What are the OASDI and MED deductions on my paycheck?

  1. Old Age, Survivors And Disability Insurance (OASDI) tax is withheld for contributions toward your Social Security account for your retirement benefits, through the Social Security Administration. It is calculated at 6.2 percent of gross wages, minus pre-tax deductions, such as medical and dental premiums.
  2. Medicare tax (MEDI) is withheld for contributions to the social insurance system, better known as Medicare insurance. It is calculated at 1.45 percent of gross wages, minus pre-tax deductions, such as medical and dental premiums.

What should I claim on my federal W-4?

Employee Services does not provide payroll tax advice. Please contact a tax professional to assist you with any questions. 

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