Note: This is a printed version of https://isc.uw.edu/workday-payroll-calendar. Please visit this page on the ISC website to ensure you're referencing the most current information.
Payroll and Workday Approval Deadline Calendar
Why Is the 2023 Calendar Incomplete?
Only dates through mid-May 2023 are currently available. Later dates in 2023 are still being determined as part of planning for the implementation of Workday Finance in July 2023. We will share more months as conversion details are finalized.
Use the above buttons to view or download a print-friendly PDF of the 2023 or 2022 Payroll and Workday Approval Deadline Calendars.
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) and Campus Approval Deadline (5pm)||Timesheet Approval and Costing Allocation Deadlines (9pm)||Payday||Pay Period Hours|
|Dec 16-31, 2022||Dec 28, 2022 – Jan 4, 2023||Dec 30, 2022||Jan 4, 2023||Jan 10||88|
|Jan 1-15||Jan 11 – 19||Jan 15||Jan 19||Jan 25||80|
|Jan 16-31||Jan 26 – Feb 6||Jan 31||Feb 6||Feb 10||96|
|Feb 1-15||Feb 11 -17||Feb 15||Feb 17||Feb 24||88|
|Feb 16-28||Feb 25 – Mar 6||Feb 28||Mar 6||Mar 10||72|
|Mar 1-15||Mar 11-20||Mar 15||Mar 20||Mar 24||88|
|Mar 16-31||Mar 25 – Apr 4||Mar 31||Apr 4||Apr 10||96|
|Apr 1-15||Apr 11-19||Apr 15||Apr 19||Apr 25||80|
|Apr 16-30||Apr 26 – May 4||Apr 30||May 4||May 10||80|
|May [Period 1]||TBD||TBD||TBD||May 25||88|
|May [Period 2]||TBD||TBD||TBD||June 9||96|
|June [Period 1]||TBD||TBD||TBD||June 26||88|
|June [Period 2]||TBD||TBD||TBD||July 10||88|
|July [Period 1]||TBD||TBD||TBD||July 25||80|
|July [Period 2]||TBD||TBD||TBD||Aug 10||88|
|Aug [Period 1]||TBD||TBD||TBD||Aug 25||88|
|Aug [Period 2]||TBD||TBD||TBD||Sept 11||96|
|Sept [Period 1]||TBD||TBD||TBD||Sept 25||88|
|Sept [Period 2]||TBD||TBD||TBD||Oct 10||80|
|Oct [Period 1]||TBD||TBD||TBD||Oct 25||80|
|Oct [Period 2]||TBD||TBD||TBD||Nov 9||96|
|Nov [Period 1]||TBD||TBD||TBD||Nov 22||88|
|Nov [Period 2]||TBD||TBD||TBD||Dec 11||88|
|Dec [Period 1]||TBD||TBD||TBD||Dec 22||88|
|Dec [Period 2]||TBD||TBD||TBD||Jan 10, 2024||80|
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:
|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
Campus Approval Deadline
|Timesheet Approval Deadline
Costing Allocation Deadline
|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.
|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.|