Note: This is a printed version of https://isc.uw.edu/workday-payroll-calendar/deadline-additional-pay-requests. Please visit this page on the ISC website to ensure you're referencing the most current information.

ISC

Deadline Deep Dives: Additional Payroll Requests (Clock Icon)

Last updated Thursday, April 4, 2024

The Additional Payroll Requests Deadline is when all underpayment, overpayment, and payroll deduction requests, as well as any paperwork for Foreign National employees, must be submitted to the Payroll Office; essentially, any payroll requests other than timesheet or absence requests (those are to be approved and submitted by the Timesheet Approval Deadline) must be received by the Payroll Office no later than 1:00 pm PST on this deadline to guarantee processing for the following payday.

In general:

  • Plan the submission of your Workday transactions to ensure they reach the Payroll Office no later than the first Additional Payroll Requests Deadline (1:00 pm)/Campus Approval Deadline (5:00 pm) of the month (usually the 15th) to impact the paycheck for the 25th of the month
  • Plan the submission of your Workday transactions to ensure they reach the Payroll Office no later than the second Additional Payroll Requests Deadline (1:00 pm)/Campus Approval Deadline (5:00 pm) of the month (usually the last day of the month) to impact the paycheck on the 10th of the following month

Additional payroll requests that are submitted to the Payroll Office by the Additional Payroll Request Deadline will be reviewed and processed for that pay period. For payroll requests that arrive after the 1:00 pm Additional Payroll Request Deadline, there is no guarantee that the Payroll Office can review and process that request before the Timesheet Approval Deadline and that request may be delayed until the following payday.

More Details by Scenario

Most additional payroll requests that come in on the Additional Payroll Request Deadline pertain to underpayments and overpayments. Once an underpayment or an overpayment is discovered and action has been taken in Workday by the unit to remedy the problem, units will then need to run the Earnings and Actuals reports to verify that the error has been corrected in time for payroll processing.

For underpayments:
Follow the underpayment process and submit retro payment requests by the 1:00 pm Additional Payroll Request Deadline to ensure that the amount owed will be added to the employee’s next paycheck.

For overpayments:
Follow the overpayment process and submit repayment requests by the 1:00 pm Additional Payroll Request Deadline to ensure that the amount will be deducted on the employee’s next paycheck(s). As a reminder, if an overpayment will be paid back via installments, the unit will also need to submit the employee-signed overpayment paperwork to the Payroll Office by the Additional Payroll Request Deadline so the installments can begin on the next paycheck; if the paperwork is not received on time, the full amount of the overpayment may be deducted automatically.

Payroll deduction requests include various voluntary deductions such as Husky Card deductions, Intramural Activities (IMA) fees and UW Club dues, to name a few. Units responsible for these payroll deductions submit deduction files to the Payroll Office by the 1:00 pm Additional Payroll Request Deadline.

Completed Glacier Tax Compliance documents for new Foreign National employees must be submitted by the Additional Payroll Requests Deadline to ensure that the employee is taxed properly on their paycheck. Glacier Tax Compliance determines the Foreign National employee’s tax determination, including whether the employee is tax-exempt. If Glacier Tax Compliance paperwork is not turned in by the 1:00 pm on the Additional Payroll Request Deadline, by IRS policy the employee will be assessed at the highest tax withholding amounts until such time as the paperwork is turned in to the Payroll Office.

When completing their paperwork, Foreign National employees are encouraged to follow the guidance found on the Getting Started in Glacier Tax Compliance page.

More Deadline Deep Dives

Related Info

Payroll and Workday Approval Deadline Calendar