Retro Pay Request Form

PAY REQUEST FORM Instruction Sheet

This instruction sheet is to help you fill out the Pay Request Form completely and accurately so we may process your request in a timely manner. The Pay Request Form is to pay any employee for time worked. This form may be used to pay an employee for a prior period or, upon approval, you may also use the Pay Request Form for the current period (i.e., when it is not possible to enter the employee on rapid time entry or the employee needs to be paid from a different budget than is in rapid time entry). However, approval is required because there are situations when a person may not be paid until their job is entered or amended by Human Resources (HR) or Student Employment Office (SEO) first.

Pay Request Form Please use the following directions when filling out the Pay Request Form:

1) Time Keep Location – Enter the time keep location. 2) Current Pay Period – Fill in the current pay period’s end date in the top left hand corner of the form (not the pay period of the retro hours) 3) Check Box – Check the appropriate box in the upper right hand corner of the form for the timing of the request. a. Expect most retro request to be processed on the next open pay date. b. If you are requesting a check that is to be paid other than on a normal pay date, mark the check request box and make sure there is a valid reason for the request. These can take up to five days to process. DO NOT promise a specific date or time to the employee that the check will be ready. 4) Employee ID – Please enter the Employee’s ID from People Soft (not a Social Security number) 5) Employee Name – Make sure it is the name we have in the system (not a nick name, i.e., Mark Scott when their name is Edwin Marcus Scott) 6) Earn Code – Make sure the earn code you enter is correct. 7) Seq # - Enter the appropriate sequence number for the job you want the employee to be paid. This is very important since an employee can have several jobs/budgets at one time and it is not easy for payroll to decipher which one you are referring to. All jobs have a sequence number. However, it may be a Zero. If you are unsure, contact HR or SEO. (Students ALWAYS have a seq#) 8) Account Code – The account code is made up of three parts. The first set is for the department code, the middle is for the project and the last is the account number (i.e., 40102.17610.51815) a. When you turn in overtime or extra time-straight time (earn codes 361 & 362) the last set of numbers is always 51835 9) Pay Rate – Enter the correct hourly pay rate for the job (Students and Hourly’s Only) Please enter “NA” for the amount for a salaried employee 10) Hours – Enter the hours from the time sheet submitted. If you are submitting hours for more than one pay period, each pay period must be written on a separate line. 11) Pay Period/Reason – For each line enter the retro pay period dates for the hours submitted (i.e., 6/1/02-6/15/02) and the reason that you are submitting them on the Pay Request Form. a. Rate Adjustment & Over Payment i. Fill out the form as indicated above but for the reason please put the rate they were paid and the rate they should have been paid. Also enter the time periods in which they were incorrectly paid b. Any additional explanations may be written on the bottom of the form or attached on a separate sheet (please write “see attached” on the front of the retro form in this case) 12) Timekeeper & Phone number – Please print your name and a phone number where you can be reached. 13) Authorized Signature & Date – Please have the appropriate authority sign and date the bottom of the form in ink. a. Make sure all time sheets are attached to the back of the Pay Request Form. i. Time Sheets 1. Please make sure the time sheets have been filled out completely. 2. Only turn in the white copy, the yellow copy is for the employee. 3. The time sheet must be filled out by the employee and signed in ink by both the employee and their supervisor. 4. Please be sure the supervisor has totaled the hours correctly and all the hours on the time sheet are for the pay period submitted. a. IF ANY OF THE ABOVE IS NOT CORRECT – Please return the time sheet to the supervisor for revision. It is their responsibility to make sure they are giving you complete and accurate information. 14) HR/SEO – After you have completed the Pay Request Form, take it to the appropriate dept* (Human Resources for salary & hourly employees/Student Employment Office for students) to be checked & verified and signed & dated. a. *DO NOT allow the employee to take signed documents from one dept to another. This would be a serious Audit/Control issue and will not be accepted by our office.

If you have any questions, please contact our office and we will be glad to help you.

CWU Payroll Office Cindy Rickey Manager x2232 Caroline Busch Accountant x2355 Sharleen Woods Technician x2221 DeeAnn Karageorges Coordinator x2321 Thank you in advance for your time and attention to detail in filling out these forms. We know that it is frustrating being bounced around. Hopefully these instructions have explained the process to be followed and will reduce the confusion and time it takes for you to get the forms in and minimize the time it takes to get the employees paid. We think you guys are awesome and should be commended for all the work you do! If you have any questions, please do not hesitate to ask.