General Payroll Process Overview

1. General Payroll Process Overview What starts the process? DM completes Payroll Request Form on IBU website (https://staff.as.uky.edu/ibu)

2. The Payroll Request Form creates a Waggle story (also called ‘ticket’) and is automatically tagged as ‘Payroll’

3. Waggle story is reviewed by A&S Payroll Office and is tagged as either ‘Monthly’ or ‘Bi-weekly’ and with the department’s name.

4. Waggle story is also tagged with: • Payroll Specialist • Budget Analyst • Grants Analyst (if a grant is to be charged) • Stella and/or Jen (if necessary depending on request)

5. Budget Analyst or Grants Analyst approves the funding by adding a note to the story • Payroll Specialist begins to process the story and marks as ‘in progress’

6. Payroll Specialist processes the payment through the payroll system in SAP. This involves: • Entry into SAP as • New Hire • Rehire • Change in position/pay rate/FTE/etc • Time sheet entry (if hourly) • Printing, signing, and processing the PAR: • Send to Compensation for approval • Compensation sends to UK Payroll for final processing Post Doc PARs must also be routed through the Graduate School for approval (along with appointment paperwork) before being sent to Compensation.

7. A&S Payroll Office follow-up before the payroll final runs: • PARs are separated depending on whether bi-weekly or monthly • Each PAR is checked to ensure pay out to employee is correct • If time entry is involved, hours must be entered, approved, and transferred, either through the online time entry process or manually by one of the Payroll Specialists • Waggle story is marked as ‘done’

8. Contacts: Stacey Wilks, 213 POT, 7-7050 • Aerospace, English/Linguistics/American Studies, Geography/Environmental Studies, Hispanic Studies, History, KWWC, Math, Military Science, MCL/International Studies, Philosophy/Social Theory, Political Science/Peace Studies, Sociology/QIPSR, WRD/Jewish Studies Eileen Zahn, 213 POT, 7-8861 • AAAS/GWS, Appalachian Studies, Biology, EES, Statistics

9. Contacts: Marc Heft, 203 POT, 3-2849 • Chemistry, Physics, Psychology Debbie Burton, 213 POT, 7-5821 • Faculty Appointments

10. Contacts: Stella Matuszak, 213 POT, 7-8621 Jen Walton, 205 POT, 7-4727 Email: aspayroll@uky.edu

11. Upcoming Beginning of semester payroll processes for TA/RA/GA/fellowships, FTI/PTI (temporary instruction), new faculty, new post docs and visiting scholars • Payroll report and spreadsheet templates will be sent electronically to DMs within the next week. This process will be similar to what we did for Fall 2013. More details will follow. • The A&S Payroll Office will contact new incoming employees with instructions for the onboarding process (including background check, I-9 employment eligibility, W4 and K4 tax forms, direct deposit, etc). • Background checks will be initiated by the A&S Payroll Office

12. Upcoming If you have a change to a previously submitted waggle story, please add a note to that story rather than creating a new story. We are working on a process for ID cards for new and returning employees. We will be contacting the Payroll Process Improvement Team shortly to begin regular meetings to streamline and map out all payroll processes. With your help and the Payroll Process Improvement Team, we will develop Q&As.