Late Action Charts | Payroll Department

Late New Hire/Rehire:

Timing of Late Action	Corrective Action to Take
Discovered during Preview Register Review.	Once the hire/rehire process, including all required onboarding documents and the Form I-9, has been completed in Talent Center and updated in Pitt Worx, the employee’s pay may be processed with the regular payroll if requested before the established retry request deadline on the payroll functional calendar. Submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process. Note: For non-exempt (biweekly pay) employees, time cards must be approved before the retry request is submitted. Retro time cards will require a service request to be paid out.
Discovered after Preview Register Review. Add the payment to the following pay period.	Once the hire/rehire process, including all required onboarding documents and the Form I-9, has been completed in Talent Center and updated in Pitt Worx, submit an inquiry selecting Payroll > Payment Adjustment. The salary will not be automatically added to the employee’s next scheduled pay until a payment adjustment request is submitted to payroll. Note: For non-exempt (biweekly pay) employees, retro time cards will require a service request to be paid out. The department will be charged a $75 service fee for each pay period that needs to be processed as a QuickPay. Submit an inquiry selecting Payroll > Payroll Service Request. All time cards must be approved before the service request is submitted.
Discovered after Preview Register Review. Pay cannot wait until next scheduled pay day, off-cycle (Quick Pay) payment request.* *This request should only be submitted if this is a hardship for the employee.	Once the hire/rehire process, including all required onboarding documents and the Form I-9, has been completed in Talent Center and updated in Pitt Worx, submit an inquiry selecting Payroll > Payroll Service Request An off-cycle payment will be processed for the next scheduled QuickPay payday. The department will be charged a $75 service fee. QuickPays should be submitted for URGENT requests only. Note: For non-exempt (biweekly pay) employees, timecards must be approved prior to service request submission.

Timing of Late Action

Corrective Action to Take

Discovered during Preview Register Review.

Once the hire/rehire process, including all required onboarding documents and the Form I-9, has been completed in Talent Center and updated in Pitt Worx, the employee’s pay may be processed with the regular payroll if requested before the established retry request deadline on the payroll functional calendar.

Submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process.

Note: For non-exempt (biweekly pay) employees, time cards must be approved before the retry request is submitted. Retro time cards will require a service request to be paid out.

Discovered after Preview Register Review. Add the payment to the following pay period.

Once the hire/rehire process, including all required onboarding documents and the Form I-9, has been completed in Talent Center and updated in Pitt Worx, submit an inquiry selecting Payroll > Payment Adjustment.

The salary will not be automatically added to the employee’s next scheduled pay until a payment adjustment request is submitted to payroll.

Note: For non-exempt (biweekly pay) employees, retro time cards will require a service request to be paid out. The department will be charged a $75 service fee for each pay period that needs to be processed as a QuickPay. Submit an inquiry selecting Payroll > Payroll Service Request. All time cards must be approved before the service request is submitted.

Discovered after Preview Register Review. Pay cannot wait until next scheduled pay day, off-cycle (Quick Pay) payment request.***

***This request should only be submitted if this is a hardship for the employee.

An off-cycle payment will be processed for the next scheduled QuickPay payday. The department will be charged a $75 service fee. QuickPays should be submitted for URGENT requests only.

Note: For non-exempt (biweekly pay) employees, timecards must be approved prior to service request submission.

Late Pay Increase:

Timing of Late Action	Corrective Action to Take
Discovered during Preview Register Review.	Submit the appropriate Pitt Worx employee action and ensure it is approved. If the pay increase is approved before the established deadline on the payroll functional calendar, submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process. If the late increase is effective for a prior pay period, then the retro portion of the increase will be included the next pay. However, the retry will ensure the new salary or rate is paid for the current pay period. Note: for any late increases effective prior to 1/1/2021 submit an inquiry selecting Payroll > Pay Adjustment as they will not automatically calculate for the next payroll. *A service request should only be submitted for late pay increases if it will cause a hardship for the employee to have the retro portion included in the following scheduled pay. Submit an inquiry selecting Payroll > Payroll Service Request. An off-cycle payment will be processed during a scheduled quick pay payroll. The department will be charged a $75 service fee. QuickPays should be submitted for URGENT requests only.**
Discovered after Preview Register Review.	Late pay increases will automatically calculate and be added to next scheduled pay. Submit the appropriate Pitt Worx employee action and ensure it is approved prior to the next payroll deadline on the payroll functional calendar. Review your next Preview Register to verify the retro portion due for the pay increase is included in employee’s pay. Note: for any late increases effective prior to 1/1/2021 submit an inquiry selecting Payroll > Payment Adjustment as they will not automatically calculate for the next payroll. *A service request should only be submitted for late pay increases if it will cause a hardship for the employee to have the retro portion included in the following scheduled pay. Submit an inquiry selecting Payroll > Payroll Service Request. An off-cycle payment will be processed during a scheduled quick pay payroll. The department will be charged a $75 service fee. QuickPays should be submitted for URGENT requests only.**

Timing of Late Action

Corrective Action to Take

Discovered during Preview Register Review.

Submit the appropriate Pitt Worx employee action and ensure it is approved.

If the pay increase is approved before the established deadline on the payroll functional calendar, submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process.

If the late increase is effective for a prior pay period, then the retro portion of the increase will be included the next pay. However, the retry will ensure the new salary or rate is paid for the current pay period.

Note: for any late increases effective prior to 1/1/2021 submit an inquiry selecting Payroll > Pay Adjustment as they will not automatically calculate for the next payroll.

***A service request should only be submitted for late pay increases if it will cause a hardship for the employee to have the retro portion included in the following scheduled pay. Submit an inquiry selecting Payroll > Payroll Service Request. An off-cycle payment will be processed during a scheduled quick pay payroll. The department will be charged a $75 service fee. QuickPays should be submitted for URGENT requests only.

Discovered after Preview Register Review.

Late pay increases will automatically calculate and be added to next scheduled pay.

Submit the appropriate Pitt Worx employee action and ensure it is approved prior to the next payroll deadline on the payroll functional calendar.

Review your next Preview Register to verify the retro portion due for the pay increase is included in employee’s pay.

Note: for any late increases effective prior to 1/1/2021 submit an inquiry selecting Payroll > Payment Adjustment as they will not automatically calculate for the next payroll.

Late Pay Decrease:

Timing of Late Action	Corrective Action to Take
Discovered during Preview Register Review.	Submit the appropriate Pitt Worx employee action and ensure it is approved. If the pay decrease is approved before the established deadline on the payroll functional calendar, submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process. If the late decrease is effective for a prior pay period, then the retro portion of the decrease will be deducted from the next pay. However, the retry will ensure the new salary or rate is paid for the current pay period. Note: if the employee is terminated or will not have enough salary in their next pay to recoup the overpayment submit an inquiry selecting Payroll > Reversal/Overpayment
Discovered after the Preview Register Review.	Late pay decreases will automatically calculate and be deducted from the next scheduled pay day. Note: if the employee is terminated or will not have enough salary in their next pay to recoup the overpayment submit an inquiry selecting Payroll > Reversal/Overpayment

Timing of Late Action

Corrective Action to Take

Discovered during Preview Register Review.

Submit the appropriate Pitt Worx employee action and ensure it is approved.

If the pay decrease is approved before the established deadline on the payroll functional calendar, submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process.

If the late decrease is effective for a prior pay period, then the retro portion of the decrease will be deducted from the next pay. However, the retry will ensure the new salary or rate is paid for the current pay period.

Note: if the employee is terminated or will not have enough salary in their next pay to recoup the overpayment submit an inquiry selecting Payroll > Reversal/Overpayment

Discovered after the Preview Register Review.

Late pay decreases will automatically calculate and be deducted from the next scheduled pay day.

Note: if the employee is terminated or will not have enough salary in their next pay to recoup the overpayment submit an inquiry selecting Payroll > Reversal/Overpayment

Late Time Card:

Timing of Late Action	Corrective Action to Take
Discovered during Preview Register Review.	Submit and approve the appropriate time card(s). If the timecard is for the current pay period submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process. Retroactive timecards will be paid out on the next scheduled pay day. Note: This process is not needed for exempt (monthly pay) employees unless the employee is terminated and the time card would impact vacation/sick accrual payouts.
Discovered after Preview Register Review. Add the payment to the following pay period.	Ensure that the appropriate time card is approved in Pitt Worx prior to the next time card submission deadline. Late approved time cards will automatically be added to the next pay. Review your next Preview Register to verify the retro time is included in employee’s pay. No further action is needed.
If the employee cannot wait until the next scheduled pay day, an off-cycle (QuickPay) payment may be requested.* *This request should only be submitted if this is a hardship for the employee.	Once the time card has been approved, submit an inquiry selecting Payroll > Payroll Service Request. An off-cycle payment will be processed for the next scheduled QuickPay payday. The department will be charged a $75 service fee for each pay period processed as a QuickPay. QuickPays should be submitted for URGENT requests only.

Timing of Late Action

Corrective Action to Take

Discovered during Preview Register Review.

Submit and approve the appropriate time card(s).

If the timecard is for the current pay period submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process.

Retroactive timecards will be paid out on the next scheduled pay day.

Note: This process is not needed for exempt (monthly pay) employees unless the employee is terminated and the time card would impact vacation/sick accrual payouts.

Discovered after Preview Register Review. Add the payment to the following pay period.

Ensure that the appropriate time card is approved in Pitt Worx prior to the next time card submission deadline.

Late approved time cards will automatically be added to the next pay.

Review your next Preview Register to verify the retro time is included in employee’s pay.

No further action is needed.

If the employee cannot wait until the next scheduled pay day, an off-cycle (QuickPay) payment may be requested.***

***This request should only be submitted if this is a hardship for the employee.

Once the time card has been approved, submit an inquiry selecting Payroll > Payroll Service Request.

An off-cycle payment will be processed for the next scheduled QuickPay payday. The department will be charged a $75 service fee for each pay period processed as a QuickPay. QuickPays should be submitted for URGENT requests only.

Late ICP (Supplemental Payment):

Timing of Late Action	Corrective Action to Take
Discovered during Preview Register Review.	Submit the ICP in Pitt Worx using the current pay period and ensure it is end-dated and approved. If the ICP is approved before the established retry request deadline on the payroll functional calendar, submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process.
Discovered after Preview Register Review. Add the payment to the following pay period.	Submit an inquiry selecting Human Resources > Supplemental Pay The late ICP will need to be added to the next pay and approved prior to the established deadline on the payroll functional calendar for the next scheduled pay day.
Discovered after Preview Register Review. Pay cannot wait until next scheduled pay day, off-cycle (Quick Pay) payment request.* *This request should only be submitted if this is a hardship for the employee.	Submit an inquiry selecting Human Resources > Supplemental Pay Departments cannot backdate ICPs. HR will need to assist with entering the late ICP. * QuickPays should be submitted for URGENT requests only. All actions must be approved before you submit an inquiry selecting Payroll > Payroll Service Request**. An off-cycle payment will be processed during a scheduled quick pay payroll. The department will be charged a $75 service fee.

Timing of Late Action

Corrective Action to Take

Discovered during Preview Register Review.

Submit the ICP in Pitt Worx using the current pay period and ensure it is end-dated and approved.

If the ICP is approved before the established retry request deadline on the payroll functional calendar, submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process.

Discovered after Preview Register Review. Add the payment to the following pay period.

Submit an inquiry selecting Human Resources > Supplemental Pay

The late ICP will need to be added to the next pay and approved prior to the established deadline on the payroll functional calendar for the next scheduled pay day.

Discovered after Preview Register Review. Pay cannot wait until next scheduled pay day, off-cycle (Quick Pay) payment request.***

***This request should only be submitted if this is a hardship for the employee.

Submit an inquiry selecting Human Resources > Supplemental Pay

Departments cannot backdate ICPs. HR will need to assist with entering the late ICP.

*** QuickPays should be submitted for URGENT requests only. All actions must be approved before you submit an inquiry selecting Payroll > Payroll Service Request. An off-cycle payment will be processed during a scheduled quick pay payroll. The department will be charged a $75 service fee.

Late Termination:

Timing of Late Action	Corrective Action to Take
If late termination does not result in an overpayment	Payroll does not need to be notified. No additional action is required.
Discovered during Preview Register Review.	Submit the appropriate Pitt Worx employee action and ensure it is approved. If the termination is approved before the established retry request deadline on the payroll functional calendar, submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process.
Late termination discovered after preview period and will result in a payment not due to the employee.	Submit an inquiry selecting Payroll > Reversal/Overpayment as soon as the overpayment is discovered. Payroll will attempt to reverse the employee payment. Submit the appropriate Pitt Worx employee action and ensure it is approved.
Discovered during Preview Register Review.	Submit the appropriate Pitt Worx employee action and ensure it is approved. If the termination is approved before the established retry request deadline on the payroll functional calendar, submit an inquiry selecting Payroll > Payroll Register Retry Request. Payroll will attempt to correct during the preview process.
Late termination approved after preview period, will result in an overpayment, and corrective off-cycle payment (QuickPay) required.	Submit an inquiry selecting Payroll > Reversal/Overpayment as soon as the overpayment is discovered. Payroll will attempt to reverse the employee payment. Submit the appropriate Pitt Worx employee action and ensure it is approved. An off-cycle payment can be processed during a scheduled QuickPay payroll. The department will be charged a $75 service fee.