Integrated Service Center

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, download and complete the retropay worksheet (aka the Request for Payment of Earnings form). Sign the completed form and email it to ischelp@uw.edu with the subject line “Retropay, Your Department Name, Your Workday Unit Code (formerly PUC).”

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 owed (must match entry in Workday)
  • Hours owed, if any (must match entry in Workday)
  • Earn Code
  • Position Number
  • Reason as to why the underpayment occurred (i.e. retro active FTE change, hours not approved on time)

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).