Service Level Agreement


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

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.
  • 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 can vary, but typically occur every Wednesday. Adjustment off-cycles can also vary, but typically occur once per pay period.

See calendar for specific pay period and corresponding paycheck dates.


    Topics

    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.

    Paid through supplemental off-cycle.

    Initial Contact: SSC/non-SSC customer

    Submit PAF/request to Human Resources Management

    HR Appointment 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.

    Paid through supplemental off-cycle.

    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.

    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.

    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.

    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

    Processed on adjustment off-cycles.

    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.

      Processed on adjustment off-cycles.

      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.

      Processed on adjustment off-cycles.

      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.

      Processed on adjustment off-cycles.

      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.