FAQ | Surviving Spouse

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 Employees Hourly Employees Contract-Pay Employees
 
Termination an action of termination entered either automatically by the system or by a payroll liaison to the applicable payroll deadline an action of termination entered either automatically by the system or by a payroll liaison and approved before the applicable payroll deadline an 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 Break an action of short work break entered by a payroll liaison and approved before the applicable payroll deadline an action of short work break entered by a payroll liaison and approved before the applicable payroll deadline an action of short work break entered by a payroll liaison and approved to the applicable payroll deadline
Leave of Absence Without Pay an action of leave without pay with any reason entered and approved before the applicable payroll deadline an action of leave without pay with any reason entered and approved before the applicable payroll deadline Follow the step-by-step guide for setting up Leave without Pay for contract-pay employees. You must get approval before the applicable payroll deadline.
Suspension an action of suspension with any reason entered and approved before the applicable payroll deadline an action of suspension with any reason entered and approved before the applicable payroll deadline Follow 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.

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

Changes made online on the employee portal to your W-4 or direct deposit must be entered and saved at least one business day before payroll is processed. As the date for this varies each month, please 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.

Employees are encouraged to make changes to their direct deposit and W-4 online.  However, if a hard copy is submitted to Employee Services instead, it must be received at the 1800 Grant Street, Denver office by the 10th of the month (for monthly paid employees).

For the biweekly payroll deadlines on paper copies, please refer to the Payroll Calendar.

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.