BiWeekly Payroll

General Information

Biweekly employees will be paid every two weeks. The pay period is two weeks long and begins on Sunday and ends on Saturday. Paychecks are issued on the Friday following the end of the pay period. If the pay date falls on a University holiday, then paychecks will be issued the day prior to the University holiday.

Biweekly Adjustment Forms

A Biweekly Adjustment Form is used to adjust compensation information from a prior pay period and to compensate a biweekly employee for a retroactive rate increase or decrease.

  • Use the form to adjust earn codes, job numbers, number of hours paid, etc.
  • Use one form for each pay period with an adjustment
  • The rate is the regular hourly rate of pay (the system will calculate earn code differences)
  • Indicate a + or – in the (+/-)
  • Provide an explanation

Send the form to: Biweekly Payroll Desk, Financial Services, 6054 S. Drexel, Suite 300, Chicago, IL 60637.

Handwritten Time Card

The Handwritten Time Card is generally used to report hours for an employee who has been recently established in Workday but does not have access to UChicago Time. In addition, the Handwritten Time Card can be used to report late pay.

  • Employees should record daily time and attendance information IN BLACK INK. 
  • Employees must keep track of daily time by recording "in" and "out" times including lunch periods if taken.
  • The departmental administrator should check each time card for completeness before forwarding the form to Payroll. The employee and the employee's supervisor and/or the departmental administrator, who has first-hand knowledge of the employee's work hours, must sign the time card. If the employee was not available to sign the time card, the administrator should note the reason (i.e. out of office, off site, off sick, etc.) on the employee's signature line of the time card.
  • A Time Card Batch header must be attached to each group of time cards sent to Payroll Services.

Contact payroll@uchicago.edu for paper timecards and Time Card Batch header.

Late Pay

Late pay is defined as an amount paid to an employee in the current period that compensates the employee for hours worked but not paid in a prior pay period. The following two forms can be used to process late pay for biweekly University employees.

  • Handwritten Time Card
  • A handwritten time card must be used to report late pay. The pay period in which the hours were originally worked must be entered on the card. Late pay should be recorded on the Biweekly Payroll Adjustment Form ONLY if the employee's rate of pay and/or account distribution is different than currently listed in Workday.

Overpayments

When an overpayment of wages for an employee is discovered, the situation will be reviewed to determine the most effective way to recover the funds. This will be done by stopping a payment, reducing future payment(s) or preparing an Overpayment Recovery Form and letter to be sent to the employee. If the overpayment is caused by a department error, for example late paperwork or duplicate paperwork, a one hundred and fifty dollar fee will be charged to the department to help off-set the cost of recovery. Most biweekly overpayments can be recovered by using the Biweekly Payroll Adjustment Form. If that is the case no fee is charged for the overpayment. Federal law treats wage overpayments the same as any other wages the employee might have received. As long as the employee repays the overpayment within the same taxable year that the overpayment is made, all taxes may be refunded and the employee's W-2 may reflect the correction for the repayment of the overpayment. If, however, the repayment is received after the end of the tax year in which the overpayment is made, the W-2 cannot be changed for Federal or State taxes. Only Social Security taxes can be refunded. Because of these federal law circumstances, if the repayment is made in the same year as the overpayment, Payroll Services will request "net pay" as the reimbursable amount. If the repayment is not made until a later tax year, federal law requires Payroll Services to request "gross pay" as the reimbursable amount. Overpayments which are charged to a restricted account, ledger 5 or 6, must be transferred to an unrestricted account, ledger 2 or 4, before October 1st for Annual Certifications. The responsible department should transfer these charges.