Payroll handles a high volume of work daily. Our Payroll Transaction Analysts are responsible for processing ePARs/PARs from both Student Employment and Human Resources (non-student ePARs/PARs), in addition to benefits transactions, affiliate forms, special pays (example: Eminent Professorships), Summer School pay, VSDP claims, various special projects, etc. Each of these tasks is time consuming and requires careful attention to detail. Each pay period includes daily checking and reconciliation of items keyed that pay period. To manage this workload efficiently and ensure timely processing, Payroll continually monitors and prioritizes the ePAR/PAR worklist based on the following criteria:
- If the ePAR/PAR is effective for the current pay period and the form reached our office by our deadline, (typically 3-4 days prior to the confirm date based on the Payroll Calendar) from either Human Resources or Student Employment, the form will be processed for the current pay period. There is no need for departments to call or email regarding the status of the form.
- If the ePAR/PAR arrived after our deadline (typically 3-4 days prior to the confirm date based on the Payroll Calendar), it may not be processed until the following pay period, depending on the current workload. It will be processed, as soon as possible, after confirm. Any retroactive pay due, will be included in the pay period that the ePAR/PAR is processed.
Please note: During the 3-4 days leading up to payroll confirm, only one day is allocated for processing ePARs/PARs. The remaining time is dedicated to balancing, reconciliation and confirm-related processes.
The lists below show how Payroll prioritizes the ePAR/PAR worklist. It is divided into 2 separate time frames per pay period as shown below.
Prior to Payroll’s ePAR/PAR Deadline Prioritization
- Retro Terminations (avoid overpayment)
- New Hires
- Hires / Transfers
- Job Changes
- Current Terminations
- Supplemental Pay
- Future Dated Actions
After Payroll’s ePAR/PAR Deadline Prioritization
- Terminations (avoid overpayment)
- Hires requiring system access, recognizing the system will be locked during confirm
- Others items, as time and workload allow
General Processing Guidelines
- Payroll generally focuses on the current pay period and one pay period ahead.
- While departments may submit ePARs/PARs months in advance, early submission does not guarantee early processing.
- Processing too far in advance may lead to complications such as:
- Upcoming across-the-board pay adjustments
- Incorrect or outdated information
- Timing conflicts with flow to Cardinal (the state system)
- Processing too far in advance may lead to complications such as:
Payroll reserves the right to prioritize processing based on the full context of each payroll cycle.
Proactive Measures for New Full Time Employees and One Year Instructional Faculty
Payroll Services has implemented proactive measures to better support timely access and benefit continuity for:
- Full-Time Hires: During the highest volume summer months (June – August), new full-time hires are identified in advance so their ePARs/PARs can be prioritized for processing earlier than one pay period ahead when necessary.
- One-Year Instructional Faculty Contract Extensions: Payroll prioritizes the processing of contract extensions for one-year instructional faculty. This is done to help prevent confusion or potential issues with retirement and savings benefits, as the employee's original contract term date approaches.
These measures reflect Payroll’s ongoing commitment to improving support for all departments, particularly during critical periods of onboarding and contract renewal.
If your ePAR/PAR hasn’t been processed yet, it is likely in the queue and will be handled according to these priorities. We appreciate your patience as we work to ensure that all transactions are processed accurately and in a timely manner.
