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.

On-Cycle - refers to normal bi-weekly payroll process.

Off-Cycle - refers to supplemental or adjustment payroll cycles.

  • Supplemental off-cycles typically occur twice per pay period*
  • 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.

Response Time/Resolution Time: Next available supplemental off-cycle as determined by SOKS and other deadlines.  A supplemental off-cycle typically occurs every Wednesday, but can vary.

 

 

 

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

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 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 request 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.

  • Arrears letters/emails are typically sent on pay day.

 

Paycheck Adjustment - Timesheet or Absence Related

Initial Contact: SSC/non-SSC customer

Corrects timesheet or contacts HR Pay team.

HR Pay: Load corrections to Payroll during off-cycle and provide documentation 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.

  • Arrears letters/emails are typically sent on pay day.

 

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.

  • Arrears letters/emails are typically sent on pay day.

 

Paycheck Adjustments - Employee Arrearage Notifications

Payroll Services: Send notication via email and postal mail to employee of arrearage details, balance due, and payment options.

  • Letters and emails are typically sent on pay day.

Contact Us

KU Payroll Services
Carruth O’Leary Hall
1246 West Campus Rd, Room 145
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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