Overview
Workday’s retro pay process automatically includes missed salary (monthly) and missed regular hours (biweekly) in the employee’s next on-cycle paycheck.
Not receiving expected wages can create financial hardship. If waiting for the next cycle would cause financial difficulty, an HR Professional supporting the employee must first contact Payroll to discuss the situation.
Requests for off-cycle emergency payments are reviewed on a case-by-case basis. Approval may be delayed depending on the status of related business processes processes in Workday and required department head, dean or director approval.
If the request is received after biweekly payroll processing has started, Payroll may require a Payroll Payment Request form be sent, so the missed wages can be included in the upcoming cycle (typically via direct deposit). In some cases, this could get the missed wages to the employee faster than issuing a paper check. If an emergency check is warranted, Payroll will provide the Off-Cycle Emergency Check Request form (not available on the website) to the HR Professional.
Steps
Processing Timeline
- Complete all form fields, including Justification and Actions Implemented.
- Obtain a co-signature from a Department Head, Dean, or Director.
- Submit the completed form and all required attachments to Payroll by 10:00 AM to guarantee next-business-day emergency check processing.
- Late or incomplete submissions may delay processing by at least one business day.
- Upon receipt, a Payroll Administrator will prepare an estimated net check amount.
- Requests are reviewed by Payroll Management and processed in AggieBuy.
- If needed, vendor setup in FAMIS must be completed before the check request can be initiated.
- The final net amount is confirmed when the next on-cycle biweekly payroll finalizes. The HR Professional will be contacted after finalization if discrepancies are identified.
Estimated Check Receipt
- Next Business Day: When the request is submitted on time, complete, accurate, vendor setup is confirmed, and AggieBuy approval is completed by end of business day.
- Second Business Day or Later: If the request is submitted late, requires corrections, vendor setup is delayed, or due to other factors outside Payroll’s control.
- State Hold: Adds one additional business day, as Financial Management Operations (FMO) must override the hold overnight.
Once FMO confirms the check is ready, Payroll prepares it for local pick-up and notifies the requester. The check may also be mailed to the employee’s Workday home address. Notification to the requester to pick-up may occur later in the day; please allow time for processing.
Contact / Help
For guidance or to initiate a request, email payroll@tamu.edu before making any commitments to employees.