Biweekly Payroll Process - Definitions & General Resources

Biweekly-Payroll Payroll-Process Payroll-Definitions

Overview

List of Definitions & General Resources associated with the steps of each Biweekly Payroll Process.

Definitions

Business Process

A series of tasks or actions in Workday designed to achieve a specific HR or payroll-related outcome. Examples include hire, termination, promotion, compensation change, costing allocation change, and requests for paid or unpaid time off. Business processes are configurable, automated workflows within Workday and must be fully approved for the associated action to take effect.

Business processes with an effective date in a prior month are considered retroactive (retro). Those effective within the current month are considered current.

Employee

A biweekly-paid individual who may be the subject of a Workday business process, is required to enter and submit hours worked on their timesheet or is required to submit requests for paid or unpaid time off through Workday.

Manager

The direct supervisor of an Employee. The Manager is responsible for reviewing and approving applicable steps in Workday business processes, approving timesheets, and approving time off requests and corrections.

Timekeeper

HR Professionals or other departmental staff that have the Timekeeper role in Workday. The duties expected include entering, correcting, and checking employee timesheets and working with employees, managers, and payroll to ensure time is recorded correctly for active and terminating employees. Timekeepers are also expected to submit timesheets on behalf of employees and managers when necessary.

HR Professional

An employee who has the Workday support role of HR Contact and/or Absence Partner who supports Employees and Managers. HR Professionals can initiate many Workday business processes on behalf of Managers and communicate upcoming payroll deadlines and requirements.

HR Management

The supervisor or leadership team responsible for overseeing HR Professionals.

Budget Contact / Budget Partner

A finance employee responsible for managing all components of the costing allocation process in Workday. The Budget Contact and Budget Partner roles collaborate with the HR Professional as needed to ensure accurate costing.

TAMUS

The Texas A&M University System office provides system‑wide Workday support and oversees the monthly payroll process for all member institutions and agencies.

Payroll

The Texas A&M University Payroll office is responsible for administering the monthly payroll process for multiple companies and agencies within the Texas A&M System.

Retro Deadline

The biweekly payroll deadline by which all Workday business processes and time-off requests or corrections with effective dates prior to the current pay cycle must be fully completed and approved. The retro deadline occurs earlier in the period to allow Workday to perform a one‑time retro sweep and include those items in the current payroll.

Current Deadline

The biweekly payroll deadline by which all Workday business processes and time-off requests or corrections effective within the current pay cycle must be completed and approved. Current pay cycle processes are real-time and are swept into payroll multiple times throughout the biweekly until the deadline.

Workday Inbox

The location within Workday where Managers, HR Professionals, and Budget Contacts / Partners review and complete their assigned steps within business processes, including Tasks and To‑Do items. This is also the location where Managers approve Time Off requests and corrections.

Kronos

Kronos is an alternative time tracking method used by a few departments on campus at TAMU. Hours entered in Kronos are submitted to Workday Support for uploading each biweekly payroll via an integration.