Payroll

The time and attendance process at Barrett is a collaborative effort involving employees, supervisors, and the Barrett Business Office. Each group plays a defined role in recording, reviewing, and approving time to ensure accuracy and compliance in payroll.

Payroll Process for Employees

Payroll Timeline

ASU follows a bi-weekly payroll schedule with 26 cycles per year to ensure timely and accurate compensation.

Standard Timeline

• Notice from Business Office – The week before payday (typically Monday), the Business Office sends reminders with upcoming deadlines.
• Employee Submissions – Employees must enter hours worked or leave into Workday by Thursday at 5:00 PM (week prior to payday).
• Supervisor Approval – Supervisors must review and approve timesheets in Workday by Friday at 12:00 PM (noon).
• Payday Processing – Once submissions and approvals are complete, the Business Office reviews entries and contacts supervisors or employees if corrections are needed.
• Holiday Adjustments – Payroll timelines may shift when holidays occur. Any changes will be communicated in advance.

The official Payroll and Holidays Calendar is available on MyASU.

Employee Responsibilities

1. Submit Your Time in Workday
   • Enter hours or leave each pay period before the deadline.
   • Access your timesheet in one of three ways:
     • Option 1: Profile → View Profile → Actions → Time and Absence → Enter My Time
     • Option 2: Menu (Top Apps) → Time → Timesheet
     • Option 3: Search “Enter My Time” → Enter My Time Report → Actions
2. Enter Time Correctly
   • Salary employees – Record only applicable leave (vacation, health, jury duty, bereavement, holidays, etc.).
   • Hourly employees – Record all daily hours worked + any leave time.
   • Student workers – Record daily hours worked plus scheduled weekend hours (Fri/Sat/Sun). Add comments for exceptions or lunch breaks (e.g., “.50 lunch”).
3. Check for Accuracy
   • Review entries before submitting.
   • If errors are found after the deadline, submit a Payroll Correction Form in the following pay period.

Supervisor Responsibilities

• Run the recommended timesheet reports for review.
• Approve employee timesheets by Friday at 12:00 PM each pay period.
• Do not make changes in Workday after payroll deadlines.
  • If changes are necessary, email [email protected]

When supervisors are unavailable (e.g., out of the office, on leave, or otherwise unable to complete payroll tasks), they are responsible for arranging coverage to ensure all time submissions are reviewed and approved on schedule. This may include delegating approval authority to their direct supervisor or coordinating with the business office. These arrangements must be documented to provide an audit trail and ensure compliance during payroll reviews.

To maintain compliance with payroll best practices, supervisors must approve time submissions by the designated deadlines and verify the accuracy of all reported dates and hours. Failure to do so may result in delayed or incorrect payments to employees. To support consistency in this process, the following measures will be applied:

1. Supervisors will receive email notifications each pay period if an error is identified during time processing.
2. If more than three notifications are issued within a three-month period, the supervisor’s manager will also be copied on the communication.
3. After six notifications, the dean will be included in the correspondence, and the matter will be documented in the supervisor’s evaluation as an area requiring improvement.

Academic Pay

Academic Year Contracts (August 16 – May 15)

• 9-month disbursement – Pay is distributed during the academic year only. First and last checks differ because the contract begins and ends mid-pay period.
• 12-month disbursement – Salary is evenly spread across 26 pay periods.
• Transition to 12-month schedule (effective July 1) – First paycheck after July 1 may differ, with consistent paychecks following.
• Promotion with salary increase (effective July 1) – First paycheck may differ; subsequent paychecks will reflect the new salary consistently.

Fiscal Year Contracts (July 1 – June 30)

• Salary is distributed evenly across 26 pay periods.

References

• ASU Payroll
• ASU Payroll Calendars
• Paycheck and W-2