Payroll Processes

Report Underpayments, Overpayments, and access other Payroll processes in Workday.

Table of Contents

Getting Help From Your Department

Looking for your Payroll Coordinator?  With the implementation of Workday, your department administrator has a new support role to better help you. An administrator may have multiple Security Groups to allow them to support different roles. Security Groups enable support to what an administrator can do, what they can see, and where they can do or see it.

Support roles in Workday are assigned to Supervisory Organizations—a group of employees who report to the same manager. Typically, your department is your Supervisory Organization. You can see your Supervisory Organization's support roles in Workday from your Profile.

Each support role in Workday role has specific responsibilities and visibility to help you. Individuals can have more than one support role. Key department support roles include:

Initiate 1 Can initiate comparatively simple transactions in Workday such as "Edit Government IDs," "Contact Change," etc.

Initiate 2 Handles more complex transactions in Workday, such as "Position Events," "Hire," "Add Job," "Change Job," "Termination," etc.

HR Partner/Academic Partner Initiates or acts as a first-level Approver for transactions in Workday.

Manager At a minimum, is responsible for the completion of a Performance Review.

Time & Absence Approver Responsible for reviewing for accuracy and approving all submitted Time Worked and Time Off prior to payroll deadline.

Information on Supervisory Organizations


Medical Center Employees

Medical Centers employees should contact the Payroll Coordinator in your department.

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Overpayments

An overpayment occurs when you are paid for hours that you did not work or for which you were paid at an incorrect rate.

An overpayment can be reported by an employee or discovered by the employee's department during a review of their payroll.

As a state agency, the University of Washington is required by law to recover these overpaid funds.

A series of state and federal regulations govern the overpayment process. To comply with these regulations, you are required to notify your department immediately if you discover an overpayment on your paycheck.

Repayment for Current Employees

Active employees have four repayment options to choose from:

  • Non-exempt employees may correct an overpayment with a correction to their timesheet, if less than 90 days from the date the timesheet was submitted, approved, and paid
  • Total Gross One-Time Repayment
  • Installment Deductions
  • Time Off Hours (using vacation and/or compensatory time)

An overview of the Overpayment process, including worksheets, instructions, and notifications is contained in the document linked below.

Download the Overpayment Process Overview (Word)

Repayment for  Separated (Terminated) Employees

Employees who have separated from the University or are on long-term leave must repay the University by check.

This requires a repayment calculation by the ISC Payroll team. An overpayment cannot be considered paid in full unless it is for the amount that has been calculated by the ISC.

An overview of the Overpayment process, including worksheets, instructions, and notifications is contained in the document linked below.

Download the Overpayment Process Overview (Word)

Collection Agency Accounts

Departments work with the ISC to ensure repayment of overpayments using the appropriate method listed above. When an employee does not sign the Overpayment Repayment Option Form, the department may refer the overpayment to the ISC for further action.

An employee has 20 days to respond to the initial Overpayment Notice Letter from their department. If there is no response to the initial notice, a pre-collection letter is sent at the end of the 20-day period. This letter will be sent from the ISC via certified mail to the home address on file.

If all prior attempts to secure payment arrangements have failed, the overpayment may be placed with an outside collection agency. Accounts referred for collection are charged a collection fee (commission) by the collection agency in addition to the overpayment amount due. Once an overpayment has been turned over to the collection agency, the ISC will no longer accept payments from the employee. The employee must communicate directly with the collection agency.

Rules and Regulations

IRS Publication 525 has information regarding salary overpayments and prior tax year.

For the relevant section from the Revised Code of Washington, click the link below.

R.C.W. 49.48.200

R.C.W. 49.48.210

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Underpayments and On-Demand Payments

Underpayments

An underpayment occurs when you receive less than your correct pay.

For any hourly pay or exception time earned prior to 6/16/17 and not paid, complete the Retro Spreadsheet, sign and email to ischelp@uw.edu with the subject line “Retropay, Your Department Name, Your Workday Unit Code (formerly PUC).”

Download Retropay Worksheet (Excel)

If the retropay includes effective dates prior to 6/16/17 and was a result of a compensation change (salary increase, one-time payments, period activity pay, etc.) that was not processed in OPUS prior to 6/19/17, then the necessary action(s) must be initiated in Workday that includes the appropriate effective dates.

After the business process has been completed in Workday, send an email to ischelp@uw.edu with the subject line “Retropay, Your Department Name, Your Workday Unit Code (formerly PUC)” and include the following information:

  • Employee Name (first and last)
  • Employee Identification (EID)
  • Pay period(s) for retropay
  • Cost Center (budget number)
  • Amount (must match entry in Workday)
  • Earn Code and/or hours (must match entry in Workday)

If the retroactive change(s) was processed in OPUS but was not forwarded to Payroll in time, forward the appropriate PERM(s) along with the above information to ischelp@uw.edu.

All retropay requests received by 1 pm on our deadline 6 business days prior to payday will be processed and included for that payday. Any retropay received after the deadline will be processed for the following payday.

On-Demand Payment (Emergency Check or Off-Cycle Payments) Guidelines

The ISC will process an On-Demand Payment if the underpayment meets one or more of the criteria below. Emergency checks will be paper checks. Checks cannot be issued before the payday in which the hours were worked. The University of Washington does not provide cash advances of payroll funds.

The ISC will process an On-Demand Payment:

  • If the employee has not received pay for the current pay period.
  • If the employee is missing 15% or more of their paycheck (15% refers to missing 15% or more of hours worked in a pay period and does not include: salary rate adjustments, exception time or supplemental earnings).
  • For student employees (GSA or otherwise), the gross amount of the check request must be $75 or more.
  • All other requests will be handled on a case-by-case basis.
  • In an emergency situation defined as follows: The employee will be evicted, unable to pay medical bills, unable to support family, pay for childcare, or similar situations. These will be qualified on a case-by-case basis.

The ISC will not process an On-Demand Payment:

  • For excess compensation and other similar supplemental payments.
  • Exception time (i.e., O/T, S/T, shift differential).
  • For standard retroactive salary increases.
  • For separation payments.

To request an On-Demand Payment, email the payment information to the ISC with the subject line "On-Demand Payment, Your Department Name, Your Workday Unit Code (formerly PUC)."

To locate a Workday Unit code:

  1. Locate the employee in Workday
  2. Go to the employee’s Overview > Organization > Cost Center Hierarchy > Unit > 00164

Required information to request an On-Demand Payment:

  • Employee Name (first and last)
  • Employee Identification (EID)
  • Pay period(s) for requested On-Demand Payment
  • Cost Center (budget number)
  • Amount (must match entry in Workday)
  • Earn Code and/or hours (must match entry in Workday)

Allow 72 hours processing time for On-Demand Payments and Special Check Requests. You will be contacted when the check is available for pick up at the ISC.

Per ISC policy and for security reasons, On-Demand Payments cannot be sent through campus mail. When picking up the check in the ISC, an employee will need a photo ID or the department will need the green card listing the Workday Unit Code (formerly PUC).

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Salary and Earnings Type Information

Earnings Types

Salary is paid using an Earnings Type based on an employee's job class code and the type of work the employee does.

Information on Earnings Types

If you have questions about Earnings Types, please contact your department administrator.

Salary Schedules

Salary grades and guidelines were created and are maintained by the department which oversees each particular employee type. For salary schedules, click on the links below.

Stipend Payments

A Stipend is an Earnings Type (STP, SWB) used to pay a scholarship or fellowship. A scholarship is generally an amount paid to a student for the purpose of study. A fellowship is generally an amount paid to a person for the purpose of research.

Information on tax reporting on stipend payments

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