Title:	Payroll Requirements for Active Employee Changes
Policy Owner:	Payroll Department
Applies to:	Hiring Departments and Employees
Campus Applicability:	UConn Storrs and Regionals
Effective Date:	August 19, 2014
For More Information, Contact	Payroll Department
Contact Information:	(860) 486-2423
Official Website:	http://www.payroll.uconn.edu/

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce on-time, accurate payments to active University employees who have a change in the terms of their employment.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; maintaining employee satisfaction; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

“Active employee changes” include, but are not limited to, the following types of transactions that may occur over the lifecycle of an individual’s employment:

• Continuations/End Date Changes;
• Employment Changes (including changes to Title, Salary, Appointment, Department, Percentage of Employment, etc);
• Funding Changes;
• Reclassifications

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required documentation must be received to ensure timely and accurate payments, and compliance with applicable laws.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units responsible for hiring have an obligation to obtain and complete required documentation within the deadlines prescribed at the above website.

Required documentation received in the Payroll Department after the posted deadline for the transaction effective date may not be processed within the current payroll cycle.  The decision will be based on the circumstances resulting in the late submission, as well as the internal biweekly payroll processing schedule.  Any exceptions to this policy will be strictly limited, and at the discretion of the Payroll Department.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for changes to the status of active employees can also be found on the Payroll Department website at the following links:

 

Payroll	Employee Population
Unclassified	Faculty; Postdocs; Management and Confidential; and Professional Staff
Classified	Clerical; Maintenance; and Fire and Police Staff
Special	Adjunct Faculty; Summer Research/Teaching; Rehired Retirees; and other Seasonal Professional Appointments
Graduate Assistant	Graduate Teaching Assistants; Graduate Research Assistants; and Prestigious Internships
Student	Student Labor and Student Work Study

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