2407 Payroll Cycles

Document purpose

To define and establish the University's payroll cycles and pay dates.

effective

July 2019

revised

May 2022

Reviewed

May 2022

Responsible Office

Comptroller

Approval

Comptroller

Policy

  1. The Office of the Comptroller is responsible for paying University employees on a regular basis, at predetermined intervals, and in accordance with existing governmental regulations and executed labor contracts.

  2. Exempt University employees (academic, professional, and administrative staff), retired or disabled personnel and pre/post-doctoral trainees, and researchers and employees of the Clinical Practice of the Hospital of theUniversity of Pennsylvania, will be paid on a monthly cycle. The pay date is the last business day of the month.

  3. Non-exempt University employees (support staff and members of bargaining units) and students will be paid on a weekly basis. The pay date is the Friday following the week worked, except when there is a scheduled University holiday. The pay date in those instances; will be on the working day immediately preceding the holiday. The University work week is 12:01 AM Monday through midnight Sunday.

  4. The Payroll Department is responsible for establishing the schedule of pay dates for all University employees,(other than those employees on the Hospital payrolls).

  5. Departments are responsible for processing appropriate payroll actions (e.g. time reporting, new hire updates, changes in payment amount, terminations, etc.) in a timely manner and in accordance with the schedule of due dates as established by the Payroll Department.

  6. In the event of a disaster, fire, computer malfunction or any other event which is beyond the control of the Comptroller, the University reserves the right to pay employees on other than the regularly scheduled pay date.

  7. Also, in the event of a disaster, fire, computer malfunction or any other event which is beyond the control of the Comptroller, the University reserves the right to pay all employees via check, even if the normal method of payment is direct deposit or an ADP paycard.