Integrated Service Center

Payroll and Workday Approval Deadline Calendar

Last updated Friday, April 2, 2021

Select the image below for a print-friendly PDF of the 2021 Payroll and Workday Approval Deadline Calendar. Prior years’ calendars are available in the sidebar of this page.

The same information is also available in an accessible, tabular format – expand the below menu to view/download.

The below table can be downloaded as an accessible and print-friendly PDF.

Pay Period Payroll Calculation Window Additional Pay Request Deadline (1pm)
Campus Approval Deadline (5pm)
Timesheet Approval and Costing Allocation Deadlines (9pm) Payday Pay Period Hours
Dec 16-31, 2020 Dec 29, 2020 – Jan 5, 2021 Dec 31, 2020 Jan 5, 2021 Jan 11, 2021 96
Jan 1-15 Jan 12-19 Jan 14 Jan 19 Jan 25 88
Jan 16-31 Jan 29 – Feb 4 Feb 2 Feb 4 Feb 10 80
Feb 1-15 Feb 12-19 Feb 17 Feb 19 Feb 25 88
Feb 16-28 Feb 26 – Mar 4 Mar 2 Mar 4 Mar 10 72
Mar 1-15 Mar 13-19 Mar 17 Mar 19 Mar 25 88
Mar 16-31 Mar 30 – Apr 5 Apr 1 Apr 5 Apr 9 96
Apr 1-15 Apr 14-20 Apr 16 Apr 20 Apr 26 88
Apr 16-30 Apr 28 – May 4 Apr 30 May 4 May 10 88
May 1-15 May 13-19 May 17 May 19 May 25 80
May 16-31 May 28 – June 4 June 2 June 4 June 10 88
June 1-15 June 15-21 June 17 June 21 June 25 88
June 16-30 June 26 – July 5 June 30 July 2 July 9 88
July 1-15 July 14-20 July 16 July 20 July 26 88
July 16-31 July 29 – Aug 4 Aug 2 Aug 4 Aug 10 88
Aug 1-15 Aug 13-19 Aug 17 Aug 19 Aug 25 80
Aug 16-31 Aug 28 – Sept 6 Sept 1 Sept 3 Sept 10 96
Sept 1-15 Sept 14-20 Sept 16 Sept 20 Sept 24 88
Sept 16-30 Sept 28 – Oct 4 Sept 30 Oct 4 Oct 8 88
Oct 1-15 Oct 13-19 Oct 15 Oct 19 Oct 25 88
Oct 16-31 Oct 29 – Nov 4 Nov 2 Nov 4 Nov 10 80
Nov 1-15 Nov 12-18 Nov 16 Nov 18 Nov 24 88
Nov 16-30 Nov 30 – Dec 6 Dec 2 Dec 6 Dec 10 88
Dec 1-15 Dec 11-19 Dec 15 Dec 17 Dec 23 88
Dec 16-31 Dec 28, 2021–

Jan 4, 2022

Dec 30, 2021 Jan 4, 2022 Jan 11,

2022

96

Understanding Deadlines on the Calendar

Unit-Level Best Practices

The below menus provide some of the best advice we’ve heard from our campus partners about how best to plan for the deadlines and, in the process, help ensure that your employees are paid correctly and on time.

We’ve heard from several units who have successfully reduced pay-impacting errors and even sped up approval times by setting their own internal HCM and payroll deadlines – usually several days in advance of ISC deadlines – in order to confirm that all their HCM and payroll transactions are submitted and approved in a timely fashion.

If your unit doesn’t already have their own internal deadlines, you may wish to take a moment to look through your unit’s processes and workflows to calculate how long it takes for any given transaction to be entered and routed through your own department for approvals. For instance, if it regularly takes three business days for a Change Job to be entered and approved within your unit, you may wish to require that all Change Jobs are entered at least three days prior to the Campus Approval Deadline. Or, in order to give your unit administrators enough time to validate time and leave entries – and follow up with any employees as necessary – you may wish to require that certain reports (such as R0207, R0521, R0500 or R0365 to name a few) are run on a weekly or even daily basis.

Different transactions could take more or less time to enter and approve, so you may wish to set several internal deadlines as necessary.

Many units regularly send out reminder emails to employees and administrators about such time-sensitive requirements as:

  • Upcoming deadlines: For example, units often send “Submit Timesheets,” “Approve Timesheets” and “Did you Enter Your Holiday Taken Time Off?” reminder emails several days before the Timesheet Approval Deadline, to help ensure all timesheets and approvals are accurate and completed in time for payroll processing.
  • Which reports they should run to determine if any outstanding actions might be pending: For example, units can send “Start Running R0321 and End/Extend End Dates as Necessary” reminder emails several days before the Payroll Calculation Window opens to identify which fixed-term or temporary employees have upcoming Employment End Dates and need to be extended or terminated. Fun Fact: Encouraging administrators to run R0321 each pay period and taking the corresponding action in Workday can reduce approximately 65% of all payroll errors alone!

Of course, each unit is unique in how they wish to send reminders, and which communication channels work best – in addition to email reminders, we’ve also heard that some departments add tasks and reminders to Outlook calendars, post reminders on Teams or Slack or other messaging platforms, and many also regularly include payroll-impacting reminders in their weekly team huddles.

In addition to running R0321 prior to the Payroll Calculation Window each pay period, one of the most important times to be running audit reports to help prevent payroll errors and ensure your employees are paid correctly and on time is the period between the Campus Approval Deadline and the Timesheet Approval Deadline. For a comprehensive list of the reports your unit should be running each pay period, who should be running them, and when, make sure to see our Payroll-Impacting Reports by Deadline page. During the Payroll Calculation Window, we especially recommend units incorporate the following reports into their workflows:

Deadline Meanings and Deep Dives

Deadline Calendar Icon Meaning + Link to Deep Dive Information
Paydays Dollar sign The days on which employees receive their paychecks. More information
UW/Bank Holidays Fully-shaded (yellow) square Payroll-impacting deadlines may occasionally fall on a holiday. More information
Additional Pay Request Deadline
-AND-
Campus Approval Deadline
Triangle/Exclamation point
  • All underpayment, overpayment, and payroll deduction requests, as well as any paperwork for Foreign National employees, must be submitted to the ISC no later than 1:00 pm PST. More information
  • All review/approval steps in Workday that take place before the ISC’s review step(s) should be completed by this day. The transaction must be in the ISC’s queue no later than 5:00 pm PST. More information
Timesheet Approval Deadline
-AND-
Costing Allocation Deadline
Clock
  • All employee timesheets and absence requests must be submitted AND approved in Workday no later than 9:00 pm PST on this day in order to be processed and paid on the next payday. More information
  • All costing allocation changes should be entered and approved by 9:00 pm PST on this day.
Payroll Calculation Window Partially-shaded (green) squares/bar Payroll calculations are performed by the ISC. Units should run Earnings and Actuals reports and other payroll-impacting reports during this time. More information

Legacy Color-Coded Deadlines

For historical reference, the following table described the deadlines that appeared on previous years’ color-coded Payroll and HCM Transaction Deadlines/Calendar.

Deadline Legacy Color-Coding Meaning
Paydays Green The days on which employees receive their paychecks.
Bank/UW Holidays Yellow Payroll-impacting deadlines may occasionally fall on a holiday. Remember to complete any pay-related transactions in Workday before your holiday absence.
“Switch Primary Job” Window Opens Blue The first day on which “Switch Primary Job” requests can be accepted or made by the ISC for the current pay period.
“Switch Primary Job” Window Closes Orange The last day on which “Switch Primary Job” requests can be accepted or made by the ISC for the current pay period.
HCM Transaction Deadline Purple All review/approval steps in Workday that take place before the ISC’s review step(s) should be completed by this day. The transaction must be in the ISC’s queue no later than 5:00 pm PST.
Additional Pay Request Deadline Light Blue All underpayment, overpayment, and payroll deduction requests, as well as any paperwork for Foreign National employees, must be submitted to the ISC no later than 1:00 pm PST.
Time & Absence Transaction Deadline Red All employee timesheets and absence requests must be submitted AND approved in Workday no later than 9:00 pm PST on this day in order to be processed and paid on the next payday.
Payroll Processing Gray Final payroll calculations are completed by the ISC.

Related Info

Avoiding Under/Overpayments

Payroll-Impacting Reports by Deadline

Prior Year Payroll and HCM Transaction Calendars

2020
⇒ 
Color-coded calendar (PDF)
⇒ Table (PDF)

2019
⇒ Table (PDF)