The University of Chicago Payroll User's Guide
SECTION IV. MONTHLY PAYROLL
A. GENERAL INFORMATION
Monthly University employees are paid once a month on the last workday of the month. The pay period for monthly employees begins on the first calendar day of the month and ends on the last calendar day of the month. The salary amount listed on the employee's current Personnel Action Form (PAF) will continue to be paid each month until the assignment end date is reached.
No additional time reporting documents are required for a monthly employee to receive his full regular salary.
B. MONTHLY DEADLINES
Monthly Extra Service forms and other monthly adjustments must be received in the Payroll Department by the published monthly closing date in order to be processed in the current monthly pay period. A complete set of closing schedules is provided to departments for each calendar year in November.
Forms not received in Payroll by the published deadlines will not be processed in the current payroll cycle. Due to the volume of forms to be processed by payroll each pay period, there can be no exceptions to this schedule.
C. OTHER PAYMENTS TO MONTHLY EMPLOYEES
The following forms are used to report other types of payroll activity for monthly employees:
Extra Service Pay
Extra service pay is defined as compensation for one-time services performed by a monthly employee. The Monthly Extra Service Form (UPP 172) is used to process extra service payments. The form must be received and approved for Staff members by UHRM and for Academic and non- Faculty by the Provost's Office by the scheduled monthly closing date to be processed in the current month. Any extra service form missing the scheduled monthly closing date will be held and processed in the following month. Extra Service Payments must be administered in accordance with the guidelines stated in Personnel Policy U302.Retroactive Pay and Late Pay
Departments are not required to submit any additional forms to Payroll to process retroactive and late pay adjustments. Based on the information listed on a staff monthly employee's employment or PAF form, Payroll will automatically calculate the appropriate retroactive and late pay adjustments and apply them to the employee's next monthly paycheck.Reduction in Pay
A reduction in pay is defined as an adjustment to an employee's current period wages to recover an overpayment made in a prior pay period. The Monthly Absence Report (UPP 168) (see UHRM Wage and Salary Administration forms for instructions and form) is used to process reductions in pay for monthly University staff employees. This form should be used by monthly staff employees reporting full day absences only. The form should be forwarded to Payroll by the scheduled monthly closing date ONLY if the absences detailed on the form should reduce the employee's pay. Adjustments for a given month will be deducted from the employee's next monthly pay check.Vacation/Salary Advances
The Monthly Salary/Vacation Advance Form (UPP 191) is used to process vacation and salary advances for monthly University employees. NOTE: Payroll cannot process an advance for any employee who has not been set up on the Employee Data Base by UHRM or the Office of the Provost. This form can be used to:
- Process a vacation advance for a monthly employee.
- Request an emergency advance of salary. Emergency salary advances will be provided only in cases of true unforeseeable emergencies - for example, costs and transportation expenses incurred during unexpected illness or death in the family. Any exceptions to this policy must be cleared in advance with the Payroll Manager at 702-1945.