Data Entry in Payroll Processing

HR production is available to users on the first day of monthly payroll processing. Use this document to learn the benefits and consequences of entering data into HR Production during this time.

Database Access on First Day of Monthly Payroll Processing

  • Posted deadlines to update/approve position or job data for the current payroll apply.
  • Payroll processing follows the time collection-approval deadline (normally 5 p.m.). Refer to the payroll processing calendars for your campus to review specific detail.
  • Once payroll processing has started, Employee Services must stop processing hand-drawn warrants, even when the system is available to HR users. (For payouts necessary due to Termination for Cause, contact Employee Services immediately.)
  • While HR production is available, users have access to all their normal pages and functions, such as funding distribution, job data, position data and payroll expense transfer components

On occasion, immediate action may be necessary on the "open" payroll processing day to avoid paying an employee incorrectly for the current pay period. Use the chart below to understand impacts that specific types of updates may have on the resulting payroll product.

Type of change

Positive effect

Consequence

Future updates

effective AFTER the last day of the current pay period

Enter upcoming changes to position, appointment information or funding sources.

none

Payroll Expense Transfer

Modify payroll distribution(s) for past pay periods.

none

Current CONTRACT change in Job Data

effective BEFORE the last day of the current pay period

none – not recommended

The calculated contract amount will NOT update after payroll has begun, even if the entry terminates the employee or places the person on leave of absence.

Current FUNDING DISTRIBUTION update

effective BEFORE the last day of the current pay period

Last-minute funding source changes, if approved, will be used for the current payroll.

If the funding is not approved before payroll is confirmed, the employee’s pay may be charged to the departmental suspense account.

Current COMPENSATION change in Job Data

effective BEFORE the last day of the current pay period

In most cases, the updated compensation amount will be reflected on the current payroll.

(CONTRACT amounts will NOT be updated; changes should be avoided during payroll processing)

HR user is responsible for running the payroll register after payroll is confirmed, to verify that the correct amount was paid to the employee.

**If the row inserted to change compensation is not approved by the posted pull deadline, the employee will not be paid.**

Current POSITION change (job code, department, location, reg/temp status)

effective BEFORE the last day of the current pay period

In most cases, the position change will automatically insert a related row in Job Data, and the updated fields will be included on the current payroll.

HR user must verify that the inserted job data row displays the position update(s) correctly.

HR user is responsible for running the payroll register after payroll is confirmed, to verify that the payroll detail contains the position updates.

**If this change modifies an employee’s job code, both the POSITION and JOB DATA rows must be approved by the pull deadline, or the employee will not be paid.**

Current STATUS CHANGE in Job Data (hire, termination, transfer, rehire, short work break, leave of absence)

effective BEFORE the last day of the current pay period

In most cases, the inserted action or status change will be reflected on the current payroll.

HR user is responsible for running the payroll register after payroll is confirmed, to verify whether or not the employee was paid correctly.

**If the job action row is not approved by the pull deadline, the employee will not be paid.**