HR-219 Pay Cycles and Distribution

Summary

The University compensates employees for all earned salary and wages on a bi-weekly or monthly pay period basis, as permitted by the employee’s work state and federal regulations. Payment for salary and wages before work is performed is not allowed.

This policy applies to all University employees regardless of the source of funds.

If any part of this policy does not reflect the Collected Rules and Regulations (CRR), the provisions of the CRR will govern.

HR Policy Provisions

Pay Periods and Paydays
1. Non-exempt (hourly) positions – Employees in non-exempt positions, pursuant to HR-205, are paid based on a bi-weekly pay period as follows:
  1. A bi-weekly pay period consists of two work weeks as defined by HR-202 policy. Bi-weekly pay periods begin Sunday of one week and end Saturday of the following week. Hours worked in shifts that cross midnight will be counted as hours worked on the day the shift starts.
  2. Bi-weekly payroll is based on “positive reporting,” meaning employees will be paid based on hours reported in the payroll system, including hours worked and approved paid time off.
  3. Payday for bi-weekly payroll occurs every other Wednesday, beginning the second Wednesday after the end of the pay period. Payment dates that fall on an official University Holiday are made on Tuesday or the preceding banking day.
2. Exempt (salaried) positions – Employees in exempt positions, pursuant to HR-205, are paid monthly as follows:
  1. Monthly pay periods begin on the first day of the month and end on the last day of the month.
  2. Monthly payroll is based on “exception reporting,” meaning employees will be paid based on the salary reflected in the HR system unless the department submits adjustments.
  3. Payday for monthly payroll occurs on the last weekday of the month for all days worked and all approved paid time off during the month. Payment dates that fall on an official University Holiday are made on the last weekday prior to the holiday or as otherwise determined by the University.
3. Off-cycle payments
  1. If a scheduled payment is missed, departments may request an Off-Cycle payment for unusual and extenuating circumstances. These Off-Cycle requests shall be submitted in accordance with the procedures determined by the Campus HR/Payroll office and will be reviewed on a case-by-case basis.
  2. If the Campus HR/Payroll office grants approval of the Off-Cycle request, an administrative processing fee will be charged to the employee’s department, which should not subsequently be charged to the employee.
    1. The Campus HR/Payroll office may waive the processing fee if the request is not due to the fault of the employee or the department, is related to a computer system error, or if an employee is discharged for cause and should receive payment for salary and wages on the last day of employment.
    2. The fee applies to all funding sources and departments and will be charged to the account identified in the department approvals.
  3. Approved Off-Cycle requests are processed as a direct deposit, resulting in the employee receiving payment within an estimated 1-2 business days after the processing date.
Paycheck Distribution – University paychecks are direct deposited as follows:
1. Employee payroll funds are deposited directly to a financial institution(s) as identified in myHR by the employee.
2. The financial institution(s) identified must participate in the Automated Clearing House (ACH) program.
3. Exceptions to direct deposited paychecks may be requested for unusual and extenuating circumstances. The employee must submit requests for an exception in writing, provide an explanation for requesting an exception, and must obtain approval from the appropriate University, MU Health Care, or UM System Human Resources, and the University System Controller.
Pay Deferral Elections – Eligible employees may elect to defer a portion of their earnings from the regular payroll cycle by spreading it evenly over 12 months.
1. Eligible positions include:
  1. Faculty on a nine-month benefit-eligible academic appointment.
  2. Student employees on a nine-month exempt (monthly paid) assistantship appointment pursuant to HR-204 Student Employment as approved by their campus
Ineligible positions include:
1. Positions appointed for a semester
2. Positions funded by Federal Work Study
3. All non-exempt (hourly paid) positions
Other policy requirements
1. Pay deferral elections will be in effect for the full 9-month appointment term and subsequent 3-month period and cannot be changed until the next appointment term.
2. Elections may only occur once per year before pay begins for the academic year (e.g., start of the corresponding academic year, upon hire, etc.).
3. Pay deferrals may not be rescinded or changed during the year; however, changes may occur for the next academic year.
4. Failure to elect deferred pay prior to the appointment year will result in the following default pay cycles:
  1. Graduate student assistantships will be paid according to the academic service year appointment.
  2. Faculty will be paid according to the academic service year appointment unless otherwise specified in the appointment letter.

Summary

HR Policy Provisions

See Also