Missed Payroll Requests

Page Contents


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.



Return to Payroll Administrators