PAYROLL TYPES
Monthly Pay
Biweekly Pay
Supplemental Pay
PROCESSING TIMELINES
Payroll Locked for Processing Periods
eTime Timesheets Approval
Payroll Types and Schedules
The University of Alabama has established three types of payrolls by which to pay employees. These payroll types have varying pay cycles and are paid at predetermined intervals throughout the year. The employee classification and position assignment determine which pay type an employee will be paid.
The payroll types and schedules are outlined below:
Monthly Payroll
Employees Paid on the Monthly Payroll
Administrative and Professional, “exempt” employees, graduate assistants and certain faculty members are paid monthly.
Pay Dates for the Monthly Payroll
Pay periods are calendar months. Pay dates are the last working day of the month. If the last day of the month falls on a bank holiday, then payday is the day before the bank holiday. If it falls on the weekend, payday will be the Friday before.
Important Processing Dates for the Monthly Payroll
Payroll Locked for Processing: Monthly payroll is locked for processing six (6) working days before the pay date. During this period, Payroll Input can NOT input ePAs for the payroll being processed. Departments should submit ePAs well in advance of the payroll lock date to allow ample time to be approved and entered for the intended pay date. ePAs not entered prior to payroll being locked for processing will not be reflected on that pay date.
Monthly Payroll Schedules
Monthly Payroll Schedule (PDF of 2023 schedule) (PDF of 2024 schedule)
Summer Faculty Payroll Schedules (PDF of 2023 schedule) (PDF of 2024 schedule)
Biweekly Payroll
Employees Paid on the Biweekly Payroll
Non-exempt employees are paid on the biweekly payroll. These employees are eligible for the overtime provisions of the Fair Labor Standards Act and must complete biweekly time sheets to track all hours worked. The University requires that the employee and supervisor certify that the contents of the time keeping record are accurate and true.
Pay Dates for the Biweekly Payroll
Pay periods are two-week periods which run from Sunday (of first week) through Saturday (of second week). The payday is Friday following the end of the second week of the pay period unless it falls on a bank holiday – then it is the day before.
Important Processing Dates for the Biweekly Payroll
Timesheet Approval: eTime approvers must approve timesheets in the time tracking system, eTime, by 12:00pm on the Monday before the pay date. Failure to approve timesheets by the eTime deadline may result in missed or delayed payment for the employee.
Payroll Locked for Processing: ePAs must be entered by Payroll Input for the employee to be visible in eTime to clock time for the pay period. The employee record is visible in eTime the day after the ePA has been entered. ePAs should be submitted well in advance of the first day worked to ensure the employee is able to accurately track time in the eTime system on their first day. Bi-weekly payroll is locked for processing five (5) working days before the pay date. During this period, Payroll Input can NOT input ePAs for the payroll being processed. ePAs not entered prior to payroll being locked for processing will not have access to the timesheet for approval prior to the deadline and will not be reflected on that pay date.
Biweekly Payroll Schedules
Biweekly Payroll Schedule (PDF of 2023 schedule) (PDF of 2024 schedule)
Supplemental Payroll
Employees Paid on the Supplemental Payroll
This payroll is used to process supplemental payments which provide any pay in addition to an existing full-time employee’s primary job. This could include a one-time or on-going special work assignment e.g., overload, consulting work, special projects for home department, special projects for other department in area of expertise as well as, including but not limited to, commissions, bonuses, awards, or teaching.
Pay Dates for the Supplemental Payroll
Pay periods for supplemental pay are month long periods for the month prior to the supplemental pay date. Pay dates are once per month on the 15thof the month. If the 15th of the month falls on a bank holiday, then payday is the day before the bank holiday. If it falls on the weekend, payday will be the Friday before.
*In some situations, non-exempt employees may receive supplemental payment. This payment will be included on the regular biweekly pay date for the period the work was completed, assuming the paperwork has been received by Payroll Input and processed prior to the bi-weekly ePA Input Hold Period. If not, the payment will be on the next available bi-weekly pay date after paperwork has been received.
Important Processing Dates for the Supplemental Payroll
Payroll Locked for Processing: Supplemental payroll is locked for processing four (4) working days before the pay date. During this period, Payroll Input can NOT input ePAs for the payroll being processed. Departments should submit ePAs well in advance of the payroll lock date to allow ample time to be approved and entered for the intended pay date. ePAs not entered prior to payroll being locked for processing will not be reflected on that pay date.
Supplemental Payroll Schedule
Supplemental Payroll Schedule (PDF of 2023 schedule) (PDF of 2024 schedule)
Important Processing Dates
Each payroll schedule includes the important processing deadlines for the pay date. Please see descriptions below for details on how these dates impact the accuracy and timeliness of payments.
LOCKED FOR PROCESSING:
For payroll to process, the system is locked to prevent additional changes that would impact the period being processed. ePAs received by Payroll Input after payroll is locked for processing will not be reflected on the payroll in process. The lock period will vary based on the size of the payroll type. To assist departments in planning for these processing constraints, Locked for Processing dates have been outlined for each pay date of each payroll schedule. Departments should submit ePAs well in advance of the payroll lock date to allow ample time to be approved and entered for the intended pay date.
Any ePA that is not entered before the payroll is locked for processing will be reflected on the next available regular payroll unless the payment missed is approved for an Off Cycle Payment based on the guidelines found on the Guidelines and Forms page.
It is the ePA Originator’s responsibility to monitor the ePA through the approval routing to ensure the ePA progresses as needed to be reflected on the intended pay date. ePAs can be tracked by the Originator through myEverest.
For additional information on the ePA process, guidelines and best practices, please visit the ePA Processing Guidelines page.
eTIME DEADLINES:
For biweekly payroll processing, eTime approvers must approve timesheets in the time tracking system, eTime, by 12:00pm on the Monday before the pay date.
Failure to approve timesheets by the eTime deadline will result in missed/delayed payment for the employee.
After the eTime approval deadline, the system requires timesheets for the period being paid to be locked from additional changes to continue with the payroll processing. Locking the timesheets prevents changes from being made that would not be reflected on the paycheck based on the processing steps
that have already been completed. Once the payroll is processed, the timesheets will be unlocked and available to supervisors again.
Any amended time (time added / approved after timesheets were locked and payroll was processed) will be paid on the next available regular bi-weekly payroll unless payment missed is approved for an Off Cycle Payroll based on the guidelines found on the Guidelines and Forms page.
For additional information on eTime, please visit the eTime Information Page.