Missed Payroll Request Guidelines

Missed payroll requests should reflect a true emergency and are not standard campus operating procedure. It is preferable to wait until the next on-cycle check as this will avoid accidental overpayment and facilitate correct calculation of leave, differentials, overtime, and taxes. A missed payroll request may be approved or denied outside these guidelines.

Submission Deadline

  • Missed payroll requests are due by Monday, 10:00 A.M. If approved by both UWM HR and the Service Center, they will be processed Wednesday morning. Payments will be made via direct deposit or US Bank Focus Pay Card.

Eligibility Criteria

  • Students (Biweekly)
    • Out of total pay for the entire period and across all biweekly positions, the greater
      of the following must exist for missed payroll request approval:

      • $100.00
      • 8 hours
    • Cannot be older than two (2) pay periods.
  • Biweekly Employees
    • Out of total regular gross pay for the entire period and across all biweekly
      positions, the greater of the following must exist for missed payroll request approval:

      • $300.00
      • 25% of regular gross pay (does not include missed retro pay)
    • Cannot be older than two (2) pay periods.
  • Monthly Employees
    • Out of total regular gross pay for the entire period and across all monthly
      positions, the greater of the following must exist for missed payroll request approval:

      • $1000.00
      • 25% of regular gross pay (does not include missed retro pay)
    • Cannot be older than one (1) pay period.
  • For all missed payroll requests:
    • Missed payroll requests will be processed by service center once a week once
      they’re approved at the campus level.

      • The processing schedule of missed payroll requests is set by the Service Center and is subject to alteration due to holidays or year end.
    • Only 1 request per pay period per employee will be accepted.
      • If the employee has multiple positions within the same pay group and same period only one Missed Payroll Request will be accepted.
    • There will be a limit of two (2) missed payroll requests approved per employee per year.

Ineligible for Missed Payroll Request

  • Employees that have both biweekly and monthly positions
  • Overloads
  • Retro pay (URP/HRG/SRG) – retroactive changes to FTE or pay rates processed in Job Data
  • Termination Pay
  • Overtime (must be submitted along with regular gross pay)
  • Differentials (must be submitted along with regular gross pay)
  • Add-ons (must be submitted along with regular gross pay)

Process Considerations

  • Levels of approval to process a missed payroll request:
    • Department/Division
    • Campus Central Human Resources
    • Service Center
  • Lump sums, International Scholarships, and Summer Session (SBR) must be entered into the additional pay workflow and be approved by all levels before the missed payroll can be requested.
  • Off-cycle payments created for a missed payroll request will be direct deposited unless there is no active and valid direct deposit information. Payments will then default to a US Bank Focus Pay Card, per the UW System policy on Payment Methods.
  • Mailing of first-time Focus Pay Cards is timed so that they arrive at the employee’s home or mailing address on the employee’s normal payday.
  • Missed payrolls require manual adjustments of the employee’s leave to account for missed hours; a missed payroll may result in incorrect leave balances.

Exceptions

Circumstances may include:

  • Approval – The missed payment is for Summer Service (VBR) or Summer Session (SBR) after the summer pay groups are closed.
    • HRS cannot process missed summer payments on-cycle once the corresponding pay groups are inactivated. A missed payroll request is required at that point, regardless of the amount.
  • Denial – The employee has both biweekly and monthly active appointments.
    • HRS cannot process a missed payroll when the employee has both types of positions as it will interfere with the next on-cycle payroll and can cause that payroll to crash during final calculation and confirmation.

Related Documents

Return to Checklists and Procedures