Biweekly Payroll Process for Managers

Overview

This resource provides an overview of the Biweekly Payroll Process and outlines the duties and responsibilities for Managers in the process.
 

Responsibilities | Retro & Current Business Processes

Awareness of Biweekly Deadlines

All Managers must be aware of the Biweekly Retro Deadline and the Current Retro Deadline.  To determine the biweekly retro deadline, refer to the Payroll Processing Calendar for the applicable month. The calendar outlines all payroll-related deadlines, including retro deadlines, for the current pay cycle.

Employee and Manager Responsibilities

Employees must enter and submit retro items and Managers must monitor their Workday Inbox and approve all retro items.

Retro Items

  • Retro timesheet corrections (add or correct hours) from prior pay periods must be entered and approved (up to 6 prior pay periods, missed hours beyond these periods can still be paid through a manual process upon manager's approval).
  • Retro paid and/or unpaid time off requests and/or corrections.
  • Retro business processes.
    • Managers must submit all To Do or Tasks steps and approve retro timesheets before retro deadline

Current Items

  • Current hours worked must be entered and approved
  • Current paid and/or unpaid time off requests 
  • Current business processes
    • Managers must submit all To Do or Task steps & approve current timesheets before current deadline

       

Generate and Review Reports

Communication of Deadlines

To ensure deadlines are met, HR Professionals should be sending reminder emails to Employees and Managers one business day prior to retro deadlines.
 

Manager Generated Reports

Managers have two ways of approving time and time off in Workday:

  • Primary Method - Run the Review Time report.  This report lets managers view all employees hours and time off submitted within a timesheet in one place and approve them together.  Approving from the report automatically clears the related Workday Inbox items
  • Secondary Method - Go to their Workday Inbox and approve each item individually.  This is also the place that time off submitted through the Request Absence process must be approved.

If a manager misses a deadline, they need to contact the Timekeeper for assistance with entering and approving timesheets for their employees.
 

Kronos

Departments utilizing Kronos rather than Workday for time entry must submit upload to Workday Support by 5:00 pm on Current Deadline Day per Workday Established procedures.​​​​​​
 

Manager Notification of Terminations

Managers must report terminations to HR Professionals as soon as they are known. They must also work with the HR Professional and ensure the hours on the employee’s timesheet for their final pay period are submitted and approved before the deadline. Delayed notification can result in over deduction of benefits and missed hours.

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