University Staff Supervisors' Toolkit

Roles and responsibilities of university staff (formerly exempt professionals)

University staff members hold positions that are exempted from the state personnel system, pursuant to state law. These employees are not officers or faculty members, as defined in Regent Law, Article 3.A.3.

University staffers provide leadership, management, program development and implementation, and support services for the university's administrators, faculty, staff, students and visitors. Under state law, university staff members are "at-will" employees unless they are awarded a term contract, as permitted by state law and authorized by the Board of Regents.

These employees previously have been referred to as exempt professionals or unclassified employees.

Exempt or Non-Exempt

Human resources staffers determine whether a university staff position will be exempt or non-exempt when they review and approve each position for exemption from the state personnel system. Most university staff positions are exempt from overtime; however, this determination is made on a position-by-position basis and depends upon the work assigned to the position, not the job title. The final overtime designation decision is documented on the official decision notice, which is returned to the requesting department.

For positions designated as exempt under the Fair Labor Standards Act (i.e., are not eligible for overtime compensation), employees are paid for performing a job regardless of the number of hours worked. Therefore, these employees do not receive additional compensation for working more than 40 hours in a work week.

If you are unsure of your employee's classification as exempt or non-exempt, please contact your campus human resources office.

*For more information, please see the Officer and University Staff Resource Guide 

Performance Management

Performance management is extremely important in managing a successful workforce, and an employee's performance evaluation and rating is the basis for merit-based salary increases.

Merit-based salary increases are managed by each division officer. University staff members must be evaluated annually, per Regent Policy 11-C and APS Performance Ratings for Officer and University Staff (formerly Exempt Professionals).

 CU System Administration requires evaluations to be completed by June 1 for the time period of May 1 through April 30, on an annual basis.  The university staff rating forms (under section six, Related Information and Links) are due to the HR office (035 UCA). Human Resources will not collect the plan or any narrative evaluation regarding the rating.

 To assist supervisors and university staff in planning and setting goals for the next review period, the Plan and Evaluation Form is available.  This form, or any other planning/goal setting document, does not need to be submitted to HR, it is for departmental use only.

See our Performance Management forms.

Payroll for University Staff Employees

Twelve-month faculty* and university staff employees are paid monthly on the last working day of the month, except for the June payroll, which is paid on the first working day of July. They may be appointed on a fiscal year (July through June) or on a contract basis.

*Non-academic-year faculty appointed and paid over 12 months.

You are required to submit monthly leave records (Leave Record Form) showing exception time, including all leave usage, but are not required to report specific hours worked (i.e. time in and out). Both the employee and their supervisor must sign the leave record verifying the accuracy of leave usage and balances.

Leave Policies for University Staff and 12-Month Faculty

Regent Policy 11E: Leave Policies for Officers, University Staff (formerly Exempt Professionals) and Faculty

  • Leave policies for officers, university staff and faculty on 12-month appointments

My.Leave - Approval - Setting a Designate

Sample Employee Leave Record

  • For officers, university staff and faculty on 12-month appointments

Payroll Production Calendars

Payroll production calendars are subject to change at any time. Please check this page often for updates.

Payroll production calendars provide the following information:

  • time collection approval deadlines
  • deadlines to submit W-4, Direct Deposit, and Retroactive Pay forms to Employee Services
  • campus deadlines for payroll paperwork and Human Resources Management System (HRMS) entry
  • HR Production deadlines for approval of job, position, and funding updates
  • Employee Services deadlines for departments to request check stops and direct deposit reversals (bank pulls)
  • “gray days,” when the HRMS production database is unavailable due to payroll processing
  • biweekly and monthly payroll periods dates and the associated pay run IDs
  • availability of payroll registers
  • scheduled campus holidays

HR Production is available during biweekly payroll processing. All posted entry and approval deadlines must be met to update data that will be processed during a specific pay period. Please contact the Employee Services help desk at 303-860-4200 if you have questions.

BOULDER

COLORADO SPRINGS

DENVER & ANSCHUTZ

SYSTEM ADMINISTRATION

2015  
Jan. - July 04/21/2015
Aug. - Oct. 04/21/2015
Nov. - Dec. 04/21/2015
2014  
Jan. - July 04/29/2014
Aug. - Dec. 12/10/2014
2015  
Jan. - July 04/21/2015
Aug. - Oct. 04/21/2015
Nov. - Dec. 04/21/2015
2014  
Jan. - July 04/29/2014
Aug. - Dec. 12/10/2014
2015  
Jan. - July 04/21/2015
Aug. - Oct. 04/21/2015
Nov. - Dec. 04/21/2015
2014  
Jan. - July 04/29/2014
Aug. - Dec. 12/10/2014
2015  
Jan. - July 04/21/2015
Aug. - Oct. 04/21/2015
Nov. - Dec. 04/21/2015
2014  
Jan. - July 04/29/2014
Aug. - Dec. 12/10/2014

2015 Pay Cycles & Pay Run IDs

See the 2014 pay cycle calendars.

Monthly Pay Cycle

2015 Monthly Pay Cycles

Payroll Run ID Payroll Begin Date Payroll End Date Pay Date
1/31/2015MO 01/01/2015 01/31/2015 01/30/2015
02/28/15MO 02/01/2015 02/28/2015 02/27/2015
3/31/2015 03/01/2015 03/31/2015 03/31/2015
4/30/2015 04/01/2015 04/30/2015 04/30/2015
5/31/2015 05/01/2015 05/31/2015 05/29/2015
6/30/2015 06/01/2015 06/30/2015 07/01/2015
07/31/2015 07/01/2015 07/31/2015 07/31/2015
08/31/2015 08/01/2015 08/31/2015 08/31/2015
09/30/2015 09/01/2015 09/30/2015 09/30/2015
10/30/2015 10/01/2015 10/31/2015 10/30/2015
11/30/2015 11/01/2015 11/30/2015 11/30/2015
12/31/2015 12/01/2015 12/31/2015 12/31/2015

Biweekly Pay Cycle

2015 Biweekly Pay Cycles

Payroll Run ID Payroll Begin Date Payroll End Date Pay Date
01/31/2015BW 01/18/2015 01/31/2015 02/13/2015
02/14/2015 02/01/2015 02/14/2015 02/27/2015​
2/28/2015BW 02/15/2015 02/28/2015 03/13/2015
03/14/2015 03/01/2015 03/14/2015 03/27/2015
03/28/2015 03/15/2015 03/28/2015 04/10/2015
04/11/2015 03/29//2015 04/11/2015 04/24/2015
04/25/2015 04/12/2015 04/25/2015 05/08/2015
05/09/2015 04/26/2015 05/09/2015 05/22/2015
05/23/2015 05/10/2015 05/23/2015 06/05/2015
06/06/2015 05/24/2015 06/06/2015 05/22/2015
6/20/2015 06/07/2015 06/20/2015 07/02/2015
07/04/2015 06/21/2015 07/04/2015 07/17/2015
07/18/2015 07/05/2015 07/18/2015 07/31/2015
08/01/2015 07/19/2015 08/01/2015 08/14/2015
08/15/2015 08/02/2015 08/15/2015 08/28/2015
08/29/2015 08/16/2015 08/29/2015 09/11/2015
9/12/2015 8/30/2015 9/12/2015 9/25/2015
9/26/2015 9/13/2015 9/26/2015 10/09/2015
10/10/2015 9/27/2015 10/10/2015 10/23/2015
10/24/2015 10/11/2015 10/24/2015 11/06/2015
11/07/2015 10/25/2015 11/07/2015 11/20/2015
11/21/2015 11/08/2015 11/21/2015 12/04/2015
12/05/2015 11/22/2015 12/05/2015 12/18/2015
12/19/2015 12/06/2015 12/19/2015 12/31/2015

Off-Cycle Pay

2015 ZZ Pay Cycles (Hand-drawn warrants, etc.)
Employee Services only

Payroll Run ID Payroll End Date Pay Date
ZZ010215 01/02/2015 01/02/2015
ZZ010515 01/05/2015 01/09/2015
ZZ010915 01/09/2015 01/16/2015
ZZ011615 01/16/2015 01/23/2015
ZZ012315 01/23/2015 01/30/2015
ZZ013015 01/30/2015 02/06/2015
ZZ020615 02/06/2015 02/13/2015
ZZ021315 02/13/2015 02/20/2015
ZZ022015 02/20/2015 02/27/2015
ZZ022715 02/27/2015 03/06/2015
ZZ030615 03/06/2015 03/13/2015
ZZ031315 03/13/2015 03/20/2015
ZZ032015 03/20/2015 03/27/2015
ZZ032715 03/27/2015 04/03/2015
ZZ040315 04/03/2015 04/10/2015
ZZ041015 04/10/2015 04/17/2015
ZZ041715 04/17/2015 04/24/2015
ZZ042415 04/24/2015 05/01/2015
ZZ050115 05/01/2015 05/08/2015
ZZ050815 05/08/2015 05/15/2015
ZZ051515 05/15/2015 05/22/2015
ZZ052215 05/22/2015 05/29/2015
ZZ052915 05/29/2015 06/05/2015
ZZ060515 06/05/2015 06/12/2015
ZZ061215 06/12/2015 06/19/2015
ZZ061915 06/19/2015 06/26/2015
ZZ070115 06/26/2015 07/02/2015
ZZ070315 07/03/2015 07/10/2015
ZZ071015 07/10/2015 07/17/2015
ZZ071715 07/17/2015 07/24/2015
ZZ072415 07/24/2015 07/31/2015
ZZ080315 08/03/2015 08/07/2015
ZZ080715 08/07/2014 08/14/2015
ZZ081415 08/14/2015 08/21/2015
ZZ082115 08/21/2015 08/28/2015
ZZ082815 08/28/2015 09/04/2015
ZZ090415 09/04/2015 09/11/2015
ZZ091115 09/11/2015 09/18/2015
ZZ091815 09/18/2015 09/25/2015
ZZ092515 09/25/2015 10/02/2015
ZZ100215 10/02/2015 10/09/2015
ZZ100915 10/09/2015 10/16/2015
ZZ101615 10/16/2015 10/23/2015
ZZ102315 10/23/2015 10/30/2015
ZZ103015 10/30/2015 11/06/2015
ZZ110615 11/06/2015 11/13/2015
ZZ111315 11/13/2015 11/20/2015
ZZ112015 11/20/2015 11/27/2015
ZZ112715 11/27/2015 12/04/2015
ZZ120415 12/04/2015 12/11/2015
ZZ121115 12/11/2015 12/18/2015
ZZ121815 12/18/2015 12/24/2015
ZZ122515 12/25/2015 12/31/2015

Special Off-Cycle Payroll

2015 Special Off-Cycle Payroll (Time Collection)
Department Uploads - Business Partner Use Only

Payroll Run ID Payroll End Date Pay Date
OC010115 01/01/2015 01/09/2015
OC010815 01/08/2015 01/16/2015
OC011515 01/15/2015 01/23/2015
OC012215 01/22/2015 01/30/2015
OC012915 01/29/2015 02/06/2015
OC020515 02/05/2015 02/13/2015
OC021215 02/12/2015 02/20/2015
OC021915 02/19/2015 02/27/2015
OC022615 02/26/2015 03/06/2015
0C030515 03/05/2015 03/13/2015
OC031215 03/12/2015 03/20/2015
OC031915 03/19/2015 03/27/2015
OC032615 03/26/2015 04/03/2015
OC040215 04/02/2015 04/10/2015
OC040915 04/09/2015 04/17/2015
OC041615 04/16/2015 04/24/2015
OC042315 04/23/2015 05/08/2015
OC051415 05/14/2015 05/22/2015
OC052115 05/21/2015 05/29/2015
OC052815 05/28/2015 06/05/2015
OC060415 06/04/2015 06/12/2015
OC061115 06/11/2015 06/19/2015
OC061815 06/18/2015 06/26/2015
OC070215 07/02/2015 07/10/2015
OC070915 07/09/2015 07/17/2015
OC071615 07/16/2015 07/24/2015
OC072315 07/23/2015 07/31/2015
OC073015 07/30/2015 08/07/2015
OC080615 08/06/2015 08/14/2015
OC081315 08/13/2015 08/21/2015
OC082015 08/20/2015 08/28/2015
OC082715 08/27/2015 09/04/2015
OC090315 09/03/2015 09/11/2015
OC091015 09/10/2015 09/18/2015
OC091715 09/17/2015 09/25/2015
OC092415 09/24/2015 10/02/2015
OC100115 10/01/2015 10/09/2015
OC100815 10/08/2015 10/16/2015
OC101515 10/15/2015 10/23/2015
OC102215 10/22/2015 10/30/2015
OC102915 10/29/2015 11/06/2015
OC110515 11/05/2015 11/13/2015
OC111215 11/12/2015 11/20/2015
OC111915 11/19/2015 11/27/2015
OC112615 11/26/2015 12/04/2015
OC120315 12/03/2015 12/11/2015
OC121015 12/10/2015 12/18/2015
OC121715 12/17/2015 12/25/2015
OC121715 12/11/2015 12/18/2015

Calendars are formatted for Microsoft Word.

For calendars from previous years see our Calendar Archive

Resources

Office of Policy and Efficiency

My.Leave – Frequently Asked Questions – Supervisors-Approvers

My.Leave - Approval - Setting a Designate

Officer and University Staff Resource Guide

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