SUPPLEMENTAL HOURLY WAGES & SALARY PROCEDURES

 

The Supplemental Request Procedure is available for those situations where an error has happened preventing a paycheck from being created for an employee.

Rather than making an employee wait until the next regular pay period to get paid, a Supplemental Payroll is run.

Issuing supplemental hourly wages and salary is time-intensive and costly to the University. Therefore, requests will be reviewed before approval.

Definitions of Terms:

Hourly Wages - Payment for work performed by hourly, non-benefited employees AND graduate assistants.. Wages are paid twice a month on the 10th and 25th (if the payday falls on a weekend or holiday, payment will be issued on the business day prior to the payday). Note: Graduate assistants are paid on the 1st business day of each month.

Salary - Payment for work performed by faculty, exempt (professional and administrative) and non-exempt (classified employees). Salary is paid on the 1st business day of each month.

Supplemental Hourly Wages and Salary - Hourly wages and salaries that have been earned in a prior pay period, but not yet paid to the employee.

Payroll Advances - A loan against wages or salary that has not yet been earned by the employee. Utah State University does not provide payroll advances.

Payroll Deadline Calendar - This calendar lists specific deadlines for each month.

Lost or Stolen Paycheck - Please refer to: www.usu.edu/controller/payroll/forms.cfm

Supplemental Hourly Wages Request


Use these procedures for work performed by hourly, non-benefited employees. 

Examples of eligible criteria include (but may not be limited to):

  1. The Department did not have an EPAF set up.
  2. The Department did not enter the employee's time into PHATIME.
  3. The deadline for supervisor approval was not met.
  4. Any other reason involving University error.

Procedures to Submit a Request for Supplemental Hourly Wages:

  1. Establish the appropriate EPAF for the employee.
  2. Complete and obtain the authorizing signature for the Supplemental Hourly Wages Request form.
  3. A Department Head or Director must authorize the request.
  4. Submit the form to Payroll by the fifth day of the new pay period (this includes weekends).
  5. Submission of this form does not mean automatic approval. Departments will be notified if the request is denied.
  6. Payment will be issued the off-week of hourly payroll (seven days after the original pay date).
  7. NOTE: Payment for graduate assistants will be issued on the Supplemental Payday. Refer to the Payroll Deadline Calendar for the actual date for each month.

 

Supplemental Salary and Graduate Assistants Request:


Use these procedures for work performed by salaried employees AND graduate assistants.

The Supplemental Salary Request Form may not be used to pay salaried employees for Extra Service Compensation (ESC). This includes any situation where payroll deadlines have been missed. ESC will be paid after it has been approved with the next upcoming regular payroll period.

Please refer to USU Policy 376 "Extra-Service Compensation." If you have questions regarding the policy, please call the HR Banner help desk at 797-1810 or e-mail HRBANNER@usu.edu

Departments should inform newly-hired salaried employees that there can be several weeks between their hire date and first pay day.

Examples of eligible criteria to request supplemental salary include:

  1. A new employee begins work after the cut-off date for salaried employees (usually the 20th of the month).
  2. A stated reason explaining the Departmental or University error.

Procedures to Submit a Request for Supplemental Salary:

  1. The dollar amount requested must be $300 or greater.
  2. Establish the appropriate EPAF for the employee.
  3. Complete and obtain the required signature for the Supplemental Salary and Graduate Assistants Request form.
  4. A Department Head or Director must authorize the request.
  5. The form must be submitted to Glen Schmidt UMC 2400 at least two days before the Supplemental Deadline which is normally the 10th day of the month. Refer to the Payroll Deadline Calendar for the actual date.
  6. Submission of this form does not mean automatic approval. Departments will be notified if the request is denied.
  7. Payment is issued on the Supplemental Payday. Refer to the Payroll Deadline Calendar for the actual date for each month.

 

 

 

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