KU Payroll Service Level Agreement

 

The KU Payroll Service Level Agreement provides processing and timeline information for services provided by Payroll.

Please note:  KU Payroll processing is mandated by the State of Kansas (SOKS) pay cycles.  Below is typical processing and payday information.  Processing schedules and pay dates can vary due to holidays, fiscal year end, tax year end, or other factors as determined by SOKS, KU, and Financial Services leadership.

On-Cycle - refers to normal bi-weekly payroll process.  Payday occurs 2 weeks after a pay period ends. 

See Calendar pages for specific pay period and corresponding paycheck dates.

Off-Cycle - refers to supplemental or adjustment payroll cycles.  Paydays may occur on regular on-cycle pay days or the Thursday following a regular payday.

  • Supplemental off-cycles typically occur every Wednesday*
  • Adjustment off-cycles typically occur once per pay period*
*Can vary

 

Additional Pay or Additional Fringe Benefit Income

Retroactive Pay 

  • Retro Hire / Pay Rate Change
  • Timesheet or Absence Related

Mobile Communication Device (Cell Phone) Stipend 

 

Voluntary Payroll Deduction Setup

 

Retroactive Funding Adjustment (RFA)

 

Paycheck Adjustments

  • Timesheet or Absence Related
  • Additional Pay or Additional Fringe Benefit Income Forms
  • Termination, Pay Rate, Position, Job Code, or Dept ID
  • Employee Arrearage Notification
 

Services Not Provided

  • Employment/Income Verification
  • RFA Calculations or Distributions
  • Imputed Rates or Estimated Fringe Costs
  • Reconciliation of Payroll Expenditures

 

 

 

 

Additional Pay or Additional Fringe Benefit Income

Paid through supplemental off-cycle.

Initial Contact: SSC/non-SSC customer

Submit Additional Pay Form via Perceptive Content or Additional Fringe Benefit Income Form, with valid funding combination code(s) via encrypted email to payroll@ku.edu.

Payroll Services: Process and pay during off-cycle based on State of Kansas deadlines. 
  • Overloads and cash awards cannot be processed until after confirmation of the true pay period end on-cycle has occurred for the date listed on the form.
  • Moving expenses and other reimbursements cannot be processed until the employee's first paycheck has been processed.

Response Time/Resolution Time: Next available supplemental off-cycle as determined by SOKS and other deadlines.  

 

 

 

Retroactive Pay

Paid through supplemental off-cycle.

 

Retro Pay - Retro Hire / Pay Rate Change:

Initial Contact: SSC/non-SSC customer

Submit PAF/request to Human Resources Management

HR Appt Staff: Complete supplemental spreadsheet and upload to HR/Payroll shared folder.

  • Deadline for submission to Payroll is 8am on the off-cycle day.

Payroll Services: Process and pay during off-cycle based on State of Kansas deadlines.

Response Time / Resolution Time: Next available supplemental off-cycle.

 

Retro Pay - Timesheet / Absence Related:

Initial Contact: SSC/non-SSC customer

Corrects timesheet or contacts HR Pay team at hrpay@ku.edu.

HR Pay: Loads time and/or absence to Payroll during off-cycle and provides documentation for manually keyed items.

  • Approved retro timesheet changes load every supplemental off-cycle.
  • Approved retro absences/leave time load on the first supplemental off-cycle following an on-cycle.

Payroll: Process and pay during supplemental off-cycle based on State of Kansas deadlines.

Response Time / Resolution Time: Next available supplemental off-cycle as determined by SOKS and other deadlines.  

 

 

 

Mobile Communication Device (Cell Phone) Stipend

Paid through on-cycle as a separate paycheck.

Initial Contact: SSC/non-SSC customer

Submit completed and approved Mobile CID Request Form to payroll@ku.edu

Payroll Services: Set up and confirm payment during on-cycles.

Response Time / Resolution Time: Received by noon on payday will be effective for the next paycheck.

 

 

 

Voluntary Payroll Deduction Setup

Deducted through on-cycle paychecks.

Initial Contact: Approved Vendors

Submit list or completed forms to payroll@ku.edu

Payroll Services: Set up and confirm deduction during on-cycles.

  • Pay period reporting as requested by vendor.

Response Time / Resolution Time: Received by noon on payday will be effective for the next paycheck.

 

 

 

Retroactive Funding Adjustment (RFA)

Initial Contact: SSC/non-SSC customer

Submit PAF or ePAF with appropriate documentation via Perceptive Content.

KUOR (if involving KUOR funding):

  • Review and approve per policy
    • KUOR response time: up to 90 days

Payroll Services:

  • Initial review for documentation and approvals
    • Payroll initial review time:  7 business days
  •  Processing and posting to various systems
    • Processing/posting time: 45 business days

 

 

Paycheck Adjustments

Processed on adjustment off-cycles.

Paycheck Adjustment - Additional Pay or Additional Fringe Benefit Income

Initial Contact: SSC/non-SSC customer

Submit detailed request of necessary adjustment to payroll@ku.edu

Payroll Services: Process adjustment and overpayment collection communication with employee if necessary.

Response/Resolution Time: Next available adjustment cycle as determined by SOKS and other deadlines.

 

Paycheck Adjustment - Timesheet or Absence Related

Initial Contact: SSC/non-SSC customer

Corrects timesheet or contacts HR Pay team at 785-864-0600 or hrpay@ku.edu.

HR Pay: Load corrections to Payroll during off-cycle and/or provide documentation for manual corrections.

  • Approved retro timesheet changes load every supplemental off-cycle at 8am. 
  • Approved retro absences load on the first supplemental off-cycle following an on-cycle.

Payroll Services: Process adjustment and overpayment collection communication with employee if necessary.

Response/Resolution Time: Next available adjustment cycle as determined by SOKS and other deadlines.

 

Paycheck Adjustments - Termination, Pay Rate, Position, Job Code, or Dept ID

Initial Contact: SSC/non-SSC customer

Submit PAF/request/correction to Human Resources Management

HR Appt Staff: Complete adjustment(s) write up and upload to the HR and Payroll shared folder.

  • Typical deadline for submission of adjustments is on-cycle Friday at 5pm.  May vary depending on SOKS and other deadlines.

Payroll Services: Process adjustment and overpayment collection communication with employee if necessary.

Response/Resolution Time: Next available adjustment cycle as determined by SOKS and other deadlines.

 

Paycheck Adjustments - Employee Arrearage Notifications

Payroll Services: Send notification to employee listing arrearage, balance due, and repayment options via email and postal mail.

  • Letters and emails are typically sent on pay day.

Contact Us

We have moved to Room 236! 

KU Payroll Services
Carruth O’Leary Hall
1246 West Campus Rd, Room 236
Lawrence, KS 66045

Office Hours:

In-Person: By Appointment Only

By Phone: 7:30am – 4:00pm

Phone support
785-864-4385
Phone

 

payroll@ku.edu
payroll@ku.edu
Email 

Voicemails and emails will be returned within one business day.

Who to Contact

Timesheets

Contact HR/Pay at (785) 864-0600
or by email at hrpay@ku.edu.

Leave Time

Contact HR/Pay at (785) 864-0600
or by email at hrpay@ku.edu.

Personal Info

Contact HR Appointment Staff at (785) 864-5994
or by email at hrappt@ku.edu.

Salary / Pay Rate

Contact HR Appointment Staff at (785) 864-5994
or by email at hrappt@ku.edu.

Health Insurance Deductions

Contact Staff Benefits at (785) 864-4946
or by email at benefits@ku.edu.

Retirement Deductions

Contact Staff Benefits at (785) 864-4946
or by email at benefits@ku.edu.
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