Payroll & Benefit Services
Bulletin Newsletter
PAYROLL PROCESSING CHANGES
As a first step to reduce the amount of time that HR Production is unavailable during monthly payroll processing, and to
address PBS initiatives to remove customizations from HRMS and use the system's processes and components as
delivered, department users will notice a significant change to payroll processing beginning with the August monthly
payroll.
In the past, PBS has not allowed paychecks to be processed for employees who have current job data changes that have
not been approved. Starting with the August monthly payroll, and applicable to all monthly and biweekly payrolls that
follow, PBS will allow the unapproved job information to be included in payroll processing, with the condition that the
job rows must be approved prior to the pull deadline for the payroll. If any of these job rows are not approved by the
following pull deadline, PBS will take action to stop payment for these employees, and the departments will be
responsible for submitting Handdrawn Warrant Request forms to pay these employees off-cycle.
Please note that all posted entry deadlines still apply, and we request that users and approvers strive to meet the posted
approval deadlines whenever possible. However, for those situations where approval is delayed because of necessary
paperwork or off-line authorization, this change to payroll processing guidelines will allow a little flexibility within the
system. In addition, PBS anticipates that this change will reduce off-cycle check requests and reduce the amount of time
needed during the 'gray days' to monitor unapproved job changes that impact compensation and/or position and job
code updates.
Users are encouraged to monitor the PBS news page and user-alert notifications for additional information related to
how these changes will impact payroll register reports, check pulls, and other post-payroll processes. If you have
questions or concerns about the impacts of these changes, please email your feedback to
payrollbenefit.services@cusys.edu.
working day of July.
Academic Year Reminders
Provide new employees with these helpful website
Make sure your academic year faculty salary amounts
resource links:
are correct in HRMS and that any necessary changes
New Employee Toolbox –
are made by the close of Time Collection for their first
http://www.cusys.edu/pbs/newempl.html
payment.
Payroll Due Date Schedule –
http://www.cusys.edu/pbs/payroll/resources/dates.
Confirm that your academic year faculty have
html.
selected their compensation payment preference. The
Faculty Election to Receive Salary Payment (if not
default is payment over nine months. Employees
already completed or defaulted; due dates apply) –
need to be aware of their selection (or default) to
https://www.cusys.edu/pbs/payroll/groups/ay-
manage their finances appropriately, with no
appointments.html
unpleasant surprises.
Collect original W-4 and direct deposit forms for all
Keep address, phone, email, and emergency contact
new employees and for returning employees who
information updated. Employees may update their
have had a break in service. Deliver or mail them
own addresses and emergency contact on the
without delay to PBS. Faxes are not accepted.
employee portal.
Employees who were terminated by their department
Make sure your new employees know when they will and are being reactivated must submit new
receive their first paycheck (it may not match their documents. See the document Automatic
assumptions). 9/9 and 9/12 academic appointments Termination Process Information
are paid on the last working day of the month https://www.cu.edu/pbs/hrms/resources/downloads/
(September through May or September through Auto-Termination-Process.pdf for more information
August), except for June which is paid on the first on this.
Professional Resources. Quality Service. Educated Decisions. JulyAugust 2009
PBS Bulletin Newsletter August 2009
HAVE ANY OF YOUR RETURNING
EMPLOYEES MOVED?
As employees return for the academic year it is important to confirm their addresses are current. Employees can now use
the self service features of the portal to update their own addresses, but they may need a reminder to do so. Accurate
mailing addresses help prevent problems by ensuring that our employees will receive important correspondence about
payroll and benefit issues, such as open enrollment, tax documents, and hand drawn checks. Your assistance with this is
appreciated.
REMIND YOUR EMPLOYEES ABOUT THE
PORTAL
As we continue improving the employee portal features, it becomes increasingly important that every employee know
how to access it. New employees especially need to be informed so they can quickly have access to the features it
provides. Features currently available include: employee profile for confirmation of address, phone, employee ID, title,
department, hire date; online pay advice (including confirming W-4 status); online W-2; self service address update; self
service emergency contact update; system status information; list of training courses completed; newsletter access, etc.
To access the portals:
UCB Employees –
Use CUConnect at https://cuconnect.colorado.edu/uPortal/
For assistance in accessing this portal, employees may call CUConnect at 303-735-HELP (4357) or send an e-mail to
help@colorado.edu.
System, UCD, UCCS Employees –
Use myCU at https://my.cu.edu/.
For assistance with myCU, please call 303-492-9999 or send an e-mail to mycu@cusys.edu.
DON'T WAIT TO TURN IN PAYROLL W-4 AND
DIRECT DEPOSIT
Each new academic year creates data entry issues for PBS, due to the large increase in volume for W-4 and Direct Deposit
forms. Please do not hold onto these documents until you have a large stack to send us. Receiving a large volume of
documents all at once makes it difficult for PBS to meet our customer service targets for timely data processing. It also
impedes timely notification to employees when the forms are incorrect and need to be resubmitted. Instead, please
submit them as you receive them from your employees. This helps us provide a high level of customer service. As
always, we appreciate your assistance.
Please note that the due date for September monthly W-4s and Direct Deposit forms is September 10, 2009. If they are
submitted after this date, we cannot guarantee documents will be processed in time for the September 30, 2009 pay date.
PROCESSING MOVING EXPENSES
August and September are the busiest months for moving expense activity, as the university begins a new academic year.
Each unit or department must be aware of the requirements for purchasing and processing these expenses correctly.
Information on purchasing moving services is available through the Procurement Services Center (PSC) website. To
assist with this process, and to explain the processing and taxation piece, Payroll and Benefit Service (PBS) published an
article in the August 2008 PBS Bulletin Newsletter https://www.cusys.edu/pbs/hrms/resources/downloads/bulletins/
bulletin_08-2008.pdf. If you need information on this process, please review the article and the resources, form links,
and tax publications that it references.
Professional Resources. Quality Service. Educated Decisions. 2
PBS Bulletin Newsletter August 2009
Payroll Website Updates
The following payroll related information has been recently updated on the PBS website. Please review these sections
for any changes related to your business processes.
Procedures Guide Sections
https://www.cusys.edu/pbs/proceduresguide/
1.1.6 Moving (Relocation)
1.1.8 Separation of Employment
1.1.10 Termination for Cause
1.2.1 Awards
1.2.4 Additional Pay
1.2.5 Time Collection - Table of Codes
1.3.5 Hand Drawn Payroll Warrants
1.3.6 Moving (relocation)
1.3.13 Signing Bonus
3.4 Tax Calculations
5.7 Overtime Eligible Employment
Employee Payroll – Payroll Due Date Schedule
https://www.cusys.edu/pbs/payroll/resources/downloads/PayDueDates-2009.xls
This schedule has been updated to reflect that as of August 2009, monthly deadlines have been changed to the 10th of
each month, to be consistent with benefit enrollment deadlines. Biweekly due dates have not been changed.
Employee Payroll – Fellowships
https://www.cusys.edu/pbs/payroll/groups/fellowships.html
Departments may refer fellowship recipients here for an explanation of the tax treatment of these payments.
Payroll Administrators – Fellowships
https://www.cusys.edu/pbs/payadmin/groups/fellowships.html
Professional Resources. Quality Service. Educated Decisions. 3