Payroll and Contract Processing Guidelines

Monthly Payroll

Monthly payroll (Faculty, Instructional and Non-Instructional Academic Staff and Limited appointments)

Before initiating any contracts, consider the following scenarios:

  • Is this person currently employed at UW-Superior or has worked for UW-Superior in the last year? If not, contact HR to initiate new hire process
  • Is this person currently employed at another UW institution? Contact HR to help with processing

Once you have determined that neither scenario applies, proceed to determine what type of contract should be initiated based on the following considerations:

  • If the contract is a new appointment, outside of the recruitment process, this contract and all necessary documents should arrive in the Office of Human Resources, fully signed, one month prior to the start date
  • If the contract is a reappointment, this contract and all necessary documents should arrive in the Office of Human Resources, fully signed, one month prior to the end date of the current contract
  • If the contract is an overload or stipend, this contract should arrive in the Office of Human Resources, fully signed, at least one month prior to the start date. All contracts should be completed and fully signed by all necessary parties. If these contracts are missing any information or are not fully signed this may delay payment. Missing information includes but is not limited to:
    • Hours required to complete work (ACA requirement – overload or stipend contracts only)
    • Funding
    • Signatures
    • Payment amount
    • Position Description
    • Resume/Curriculum Vitae
  • If you need additional guidance on how to complete the Payment Request form, please refer to the Payment Request guide. 

Once a complete contract receives all approval signatures it will be distributed through e-mail to all necessary parties. Generally this includes, employee, supervisor/chair, department support person, Dean, divisional Chancellor’s staff, budget and HR.

Payment Requests

For contracts that do not have a payment amount listed due to the type of work being performed, all steps above apply.

Also consider the following:

  • For contracts that are being paid per student credit hour the responsible department must e-mail payroll with the total payment amount by the 1st of the month for payment on the first of the following month or later
  • For course revision/development contracts the responsible department must e-mail payroll with the total payment amount by the 1st of the month for payment on the first of the following month or later
  • There may be other types of contracts, such as applied music and student teaching observations, that will be paid via request from the department. In this case, the responsible department must e-mail payroll with the total payment amount by the 1st of the month for payment on the first of the following month or later

Keep in mind the following:

  • A fully signed contract will be e-mailed to the appropriate parties, including the employee
  • If there are multiple overload/stipend payments in one payroll period, the payments may be combined into one or more payment(s). This could be reflected in one or more earning statements within the same payroll period in the portal

Biweekly Payroll

  • Any expected overtime must be approved by Divisional Chancellor’s Staff member before overtime occurs and approval e-mail forwarded to payroll
  • Any changes made through a Personnel Action Form (PAF) must be fully signed and received in the Office of Human Resources before the end of the pay period for changes effective on the current pay period or later
  • A fully signed Personnel Action Form (PAF) and contracts will be distributed through e-mail to all necessary parties. Generally this includes, employee, supervisor/chair, department support person, Dean, divisional Chancellor’s staff, budget, and HR.
  • Employees must enter time and absences by the last Friday of the payroll period
  • Supervisors must approve exceptions, absence requests, and payable time by Monday after the end of the payroll period
  • Any delay in entry and approval of exceptions, absence requests, and payable time past the Monday of the payroll period ending may result in a delay of payment to the next payroll period in which time is entered and approved by a supervisor
  • If an employee makes an adjustment after the supervisor has made an approval, the employee must communicate immediately to the supervisor that a change has been made

Cancelling/Revising a Contract

Cancelling:

  • If a contract has been distributed via e-mail and needs to be cancelled you will need to reply all to the e-mail so that everyone is notified of the change, including the employee.
  • If a contract is being routed for signature and needs to be cancelled you should pull the contract from the approval process and notify all parties that the contract has been cancelled. It is important to watch your e-mail to make sure that a duplicate copy of the contract doesn’t mistakenly get routed and distributed for payment.

Revising:

  • If a contract has been distributed via e-mail and needs to be revised please contact a member of the HR staff immediately so they can guide you on next steps. Minor revisions may be able to be handled by simply sending an updated e-mail to the distribution group but major revisions may be more involved or may require an entirely new contract.

References