Winter Break Memo

2012 Winter Break Workday Deadlines

Due to Winter Break, pay dates have been compressed for all employees. This has a direct impact on Time Tracking functionality. In order for employees to be paid accurately and in a timely manner, time worked and time off must be submitted and approved by December 17*. Some pay periods may be projected and reported in advance of the traditional pay periods. Human Resources will be sending an email directly to hourly employees using Time Tracking to communicate these deadlines.

Time Tracking Submission of Hours for Winter Break

Weekly and bi-weekly staff must have time submitted and approved by the deadline dates listed in the tables below.  In support of this effort, timekeepers and/or managers must meet payroll submission dates and do the following:

  • Approve time as it is submitted or enter time on behalf of hourly staff
  • Review and approve ALL time off requests and corrections by 10 AM on 12/17/12
  • Delegate approval for the Enter Time business process as needed to ensure time is approved by the appropriate deadlines

Weekly:

Pay Period End Date:

Approval Deadline

Pay Date

12/15/12

December 17, 2012 by 10 AM

12/21/12

12/22/12

December 17, 2012 by 10 AM*

12/21/12

12/29/12

December 17, 2012 by 10 AM*

1/4/13

*Projected hours; adjustments can be made and approved through 1/2/13 by 10AM.

Bi-Weekly Staff:

Pay Period End Date:

Approval Deadline

Pay Date

12/15/12

December 17, 2012 by 10AM

12/21/12

12/29/12

December 17, 2012 by 10AM*

1/4/13

*Projected hours; adjustments can be made and approved through 1/2/13 by 10AM.

Paid Holidays and Winter Break Closing Dates

For the purposes of approving time, the following dates are observed as paid holidays for benefits eligible staff and paid Winter Break closing dates for staff whose supervisors have authorized Winter Break:

Paid Holidays for benefits eligible staff: 12/24, 12/25, 1/1 (using Paid Holiday time type)
Paid Winter Break
for authorized staff: 12/26, 12/27, 12/28, and 12/31 (using Summer/Winter Break Hours time type)

  • Click here to view a screencast for how to submit holiday and winter break hours in Workday.

 Submitting Student Worker Timesheet

Timekeepers or their backups must:

Bi-Weekly Students:

Pay Period End Date:

Submission Deadline

Pay Date

12/15/12

December 17, 2012 by 10AM

12/21/12

12/29/12

January 2, 2013 by 10AM

1/4/13


Checks for Monthly Employees

Monthly Employees:

Monthly employees will be paid on 12/21/12. Pay adjustments or business processes that are not completed by December 14 will be reflected in the 1/31/13 paycheck. See table below for business processes details.

Business Processes with a Payroll Impact

The following business processes with effective dates in December must be COMPLETED (submitted and approved) by December 14.  Effective dates can reflect any December date provided the business process is completed by December 14 deadline. Processes with a payroll impact that are not completed by the deadline will be reflected in the next pay period.

Business Process

Impact

Hire

Hires with December effective dates that are not completed by 12/14 will not be paid in the month of December.

Terminations

Monthly terminations with December effective dates that are not completed by 12/14/12 will be paid for the entire month of December.

Add Job

Add Jobs with December effective dates that are not completed by 12/14 will not appear on the Time Reporting document.

End Job

End Job for monthly employees with December effective dates that are not completed by 12/14 will be paid for the entire month.

Assign Costing Allocation

Costing allocations with December effective dates that are not completed by 12/14 may not be reflected in the Labor Distribution.

Request Compensation Change

Request Compensation Change with December effective dates that are not completed by 12/14 will not be included in December pay checks.

Request One Time Payment

Request One Time Payment with December effective dates that are not completed by 12/14 will not be paid.

Transfer

Transfers with December effective dates that are not completed by 12/14 will not be paid accurately.

Edit Position

Edit Position for Job Audits with December effective dates that are not completed by 12/14 will not be included in December pay checks.

Withholding Elections

Withholding Election changes with December effective dates that are not completed by 12/14 will not have an accurate payroll effect in December.