2025 Payroll Deadlines

Pay Documents

• Hire documents and payroll forms, (SEF, PRF), must be received by the Payroll Office before the deadlines listed in the table above, in order to pay a new employee on the next regular monthly payroll, or change the gross pay, labor distribution or deduction amounts for an existing employee.
• All pay documents are date stamped and processed in the order in which they are received.
• Manual Check Instructions

EPAFs

• Electronic Personnel Action Form (EPAF) submissions for the current month need to be submitted by the date above to guarantee that they will be applied to the system before time entry begins.

Time Entry

• Hours worked and leave taken must be entered in PHAHOUR each month during the three working day window listed above.
• Each month the window opens at 8am on the first day and closes at 4pm on the last day.
• Departments should set their own internal deadlines for receipt of employee time keeping documents that allow sufficient time to meet the Payroll office deadlines.
   

Automated Time and Attendance Systems

• Several large departments (Housing, Student Health Center, Student Recreation Center, EMU, and Athletics) use a time and attendance system. We strongly recommend that electronic time files are uploaded to BANNER by 12 noon on the first day of the time entry window.
   

Stop and Correct Pay Deadline

• The Payroll Office has a small window to delete pay for the current month to prevent a payroll overpayment.
• Call or e-mail the appropriate payroll staff as soon as possible.
• Departments still need to submit proper pay documents to update the employee's job record.
• Departments will need to submit a Manual Check Request Form to the Payroll Office for all employee classes, except salaried Faculty, OA, and GEs.
   

Payday

• Payday is the last working day of each month.
• If an employee doesn't receive direct deposit, checks are mailed to the last known address. 
   

Direct Deposit Enrollment / Changes On DuckWeb

• Employees may make changes or enroll in direct deposit at any time during the month on DuckWeb. 

• All changes or new enrollments on DuckWeb must be done by the 22nd of the month, to take effect in time for the month-end payroll.

   

FY25 PHAREDS Deadlines

• On-line payroll redistributions must be completed at least one day prior to the fiscal period close.
• See Payroll Accounting Adjustment Deadlines for Fiscal Year-End.
• If you have any questions contact Payroll at 541-346-3151.