THE DIVISION OF BUISINESS AND FINANCE

CONTRACTS AND GRANTS

PAYROLL AUTHORIZATION CUTOFF DATES

 

The payroll authorization determines where an employee's salary will be officially charged for a specific period of time. The delay or the failure to submit payroll authorizations contributes to many problems as relates to financial reporting and budgets on contract and grant accounts. Timely processing of the payroll authorization is necessary to correctly code payroll charges to the proper accounts.

 

The following cutoff dates have been established for payroll authorization processing:

 

  1. FIRST SEMESTER

    2. EPA - By July 24th each year.

     

  2. RAISES

    3. EPA - No later than two (2) weeks after the BD119 is submitted internally to Academic Affairs/Salary Administration.

    SPA - By the deadline established by Human Resources.

     

  3. SECOND SEMESTER

    4. EPA - By December 1st each year

     

  4. SUMMER

    5. EPA - By April 20th each year.

     

  5. RETROACTIVE PAYROLL AUTHORIZATIONS

    6. EPA, SPA AND TEMPORARY EMPLOYEES - Retroactive payroll authorizations are allowable if they involve a new account that the employees have been working on which was not established at the time the original authorizations were submitted. This must be done within 30 days after the new budget code is established.

     

  6. BUDGET CODE CHANGES

EPA, SPA AND TEMPORARY EMPLOYEES - For accounts that are funded annually and new budget codes are assigned each year, payroll authorizations reflecting the new budget code are to be completed within 30 days of receipt of the new account number.

 

Effective Date: January 1, 1999