Payroll Processing Tools

Death Benefits and Final Regular Pay 
TAMU, TAMUG & TAMHSC  

If you receive notification that an active employee has passed away, immediately email benefits@tamu.edu. HROE Benefits staff will take over the process and be the main point of contact for the deceased employee’s personal representative. As part of the termination business process, the HR Generalist will receive the Workday Inbox To Do called Determine Time Off Payout. Prepare the paper documents outlined below and send to Payroll. After you submit the documents to us, enter comments in the To Do (such as "payout has been requested outside Workday with Payroll") then click Submit/Approve and Done to complete the item. 

Please reference the Workday Job Aid of Maintain Accrual and Time off Adjustments/Overrides available in SSO at the Workday Help Link for step-by-step instructions on making adjustment entries. 

The following paper .pdf documents should be submitted; make sure the employees name prints on all required attachments: 

• Death Benefits & Final Wages Payout – Biweekly Employees OR Death Benefits & Final Salary Payout – Monthly Employees form 
• Time Off Balance Report from Workday or Accrual Balance report from Kronos before the Absence Partner makes any adjustments; hours on the form should match what is submitted on the payout request form 
• Time Off Balance Report from Workday or Accrual Balance report from Kronos after the Absence Partner makes all adjustments; ending balances should be zero for death payouts 
• Copy of "Maintain Accrual and Time Off Adjustments/Overrides" report from Workday if you forget to print the "Before Adjustment" page prior to making the maintenance entries 

• Partial Month Worksheet for monthly paid if not due full month (gross from the worksheet should be entered on the Death Benefit form) 

The deceased employee may be due any combination of the following. All components for payout can be included on one Death Benefits form: 

• All Unused Accrued Vacation Time Off  
• Some Unused Accrued Sick Time Off (see TAMUS Regulation 31.03.02, Section 7.1–7.4 for limits) 
• Unused Accrued FLSA Comp Time Off 

• Final Regular Pay (Regular Salary or Regular Hours) including Longevity or Hazardous Duty Pay 
• Allowances or Stipends 
• Any extra pay approved in Workday or by the department but not yet paid 
• Any remaining Save for Summer balances 

Note: The maximum number of accrued sick leave hours the estate of the deceased employee can be paid is 336 hours. Calculate Hourly Rate of Pay for Monthly Paid employees by multiplying their monthly salary at last accrual by 12, then divide by 2080. 

Payroll staff review all forms and documents sent by HUB staff before they start processing the death benefits request. 

Payment must be made payable to "The Estate of [name]" via paper check.   HROE Benefits staff will send the personal representative a list of one of the four State required documents that must be submitted to Payroll; payroll staff forward the document to the TAMU System Office of General Counsel (OGC) for review.  It may take up to 4-6 weeks for OCG to respond confirming the document meets the requirement to release the check.  The check will be held in the Payroll office and once Payroll receives written confirmation from OGC to release payment, the personal representative of the estate will be contacted to either pick up the check from the Payroll office during regular business hours or provide a mailing address if he/she wants the check mailed via United States Postal Service. 

Personal Representatives of the deceased employee should contact payroll@tamu.edu if they have any questions during the State-required document preparation process. Personal Representatives should continue to work with your main point of contact at HROE Benefits as this entire process proceeds. 

Death Benefits and Final Regular Pay 
TAMUCC, TAMUCT, TAMUS, TAMUSA, TAMUT & TDEM 

If you receive notification that an active employee has passed away, immediately email payroll@tamu.edu in addition to following the notification procedure provided by the Human Resources office at your campus or agency. 

Follow the process for TAMU as noted above.  The main exception is that the paper check “To the Estate of [name]” will be held at your campus or agency’s location rather than at the TAMU Payroll office in College Station; your Human Resources office will be the main point of contact for the deceased employee’s personal representative. 

FLSA Comp Time

• Does not expire.
• Must be paid out when an active employee:
  • Terminates employment
  • Retires
  • Passes away
  • Moves to a non-accruing position

State Comp Time

• Cannot be paid out at termination or when moving to a non-accruing position.
• Expires 12 months after accrual.
• Use it or lose it.

If a department cannot grant time off or the employee requests payout, submit the following to Payroll:

Required Documents

1. Payroll Payment Request Form (available on Payroll website):
   • Complete FLSA Comp Time Payout section
   • Complete Misc Payment section for State Comp Time payout
   • Include a detailed explanation
2. Time Off Balance Report – Before Adjustment
3. Time Off Balance Report – After Adjustment 

Notes:

• Reports can be generated from Workday or an Alternative Program.
• Partial payouts are allowed.
• For employees moving to non-accruing status, the FLSA Comp Time balance after adjustment should be zero. This payout typically occurs along with accrued vacation time off payout.

Additional Resources

Refer to the Maintain Accrual Job Aid in SSO > Workday Help for step-by-step accrual adjustment instructions.

Payroll will review all documents and contact the requestor if clarification is needed.

Questions? Email payroll@tamu.edu.

Lump Sum Accrued Vacation Time Off is paid out when:

• Employee Terminates or Retires
• Employee moves from accruing position to non-accruing position
• Employee death during active employment (Please see Death Benefits & Final Regular Pay section listed above on this page)

TAMU, TAMUG, TAMHSC, TAMUCT, TAMUS, TAMUSA, TAMUT and TDEM Workday Actions:

Note: TAMU Staff and TAMUG Faculty & Staff utilize ACAP Funds:

• Initiate the termination, retirement, change job or death business process
• Print .pdf of Time Off Balance Report in Workday before the Absence Partner makes any adjustments. The .pdf will include the employee’s name for audit purposes. For departments utilizing Kronos, print a copy of the Accrual Balance before you make any adjustment, making sure this includes the employee’s name. Hours on this form should match the hours submitted on the Payroll Payment Request form.
• Use the Maintain Accrual and Time Off Adjustments/Overrides Action Item to enter the lump sum adjustment, so the balance will zero out. Please refer to the Workday Job Aid of Maintain Accrual and Time Off Adjustments/Overrides available in SSO at the Workday Help link for step-by step instructions on making adjustment entries.
• Print .pdf of Time Off Balance Report in Workday after the Absence Partner makes all adjustments. For departments utilizing Kronos, print a copy of the Accrual Balance after you make all adjustments, making sure this includes the employee’s name. Balance(s) on this report should be zero for any accrual  line items submitted for payout.
• Complete interactive.pdf Payroll Payment Request (PPR) form on payroll’s website. Print out signed electronic signature copy or print for original signatures to be done.
• If you are aware the employee wishes to defer all or part of their payout to a TDA/DCP Account, include this information in the Explanation section. The employee should have already completed and provided the department a copy of a TDA/DCP One Time Lump Sum Deferral Form.
• Send the following forms to Payroll at payroll@tamu.edu
  •    completed & signed Payroll Payment Request Form
  •    Time Off Balance Report before adjustments
  •    Time Off Balance Report after adjustments
  •    TDA/DCP One Time Lump Sum Deferral Form (if indicated)
• Watch for the Workday Inbox To-Do of Determine Time Off Payout. Enter comment (example – payout has been requested outside Workday with Payroll), then click Submit to complete the item and move the business process forward.

General Notes:

• If you forget to print the “Before Adjustment” page before making maintenance entries, include a copy of the “Maintain Accrual and Time Off Adjustments/Overrides” report from Workday.
• Calculate Hourly Rate of Pay for Monthly Paid employees by multiplying their monthly salary at last accrual by 12 then divide by 2080.
• Biweekly Paid employees terminating, retiring or moving to a non-accruing position should also be paid out any accrued FLSA Comp hours. The FLSA Comp Time Payout portion of the Payroll Payment Request can also be completed; only one PPR form is needed to payout multiple items.
• For TAMU departments or colleges still processing frozen faculty vacation payouts, please make sure you figure the gross based on their salary at last accrual, not their present salary in Workday.

Payroll staff will audit all forms, documentation and/or Workday inbox item before approving and proceeding with payout. We will contact you if form revision or further clarification is needed and let you know when the payout will occur. Do not hesitate to contact Payroll at payroll@tamu.edu if you have any questions during the document preparation process.

Use this report to check employee’s pay information before payroll calculates, including employee’s position, gross/net amount, new hires included, and costing allocation.

Use the Pay Calculation Results for a Period Reference Guide from Workday Services (available in Workday Help) to guide you in generating and reviewing the report. The reference guide generically references Payroll Partners running the report, but depending on your company, college or agency’s structure, those in other roles may need to generate, review and take needed action before payroll completes.

Security Roles that can generate the report in Workday include:

• Budget Contact
• HR Contact
• HR Partner
• HR Partner View Only
• Payroll Partner
• Payroll View Only

The payroll processing calendars on TAMU’s website have reminders each Biweekly and Monthly Pay Period when:

• Report is first available to be generated (initial report)
• Report is refreshed with updated results (refreshed report pulls in timesheets, time off requests, and business processes submitted and fully approved since the last report was available)
• The final report is available (what payday looks like after payroll completes)

Managers have several options available in Workday to monitor and approve timesheets. Job Aids for each option are available in Workday Help.

Bulk Time Approval (Review Time Report)

• Primary report recommended by Payroll for Manager timesheet approval.
• The report includes all active biweekly employees and shows current timesheet status:
  • Unsubmitted Time (on timesheet but not sent to Manager)
  • Submitted Time (waiting on Manager to Approve)
  • Approved Time (Manager has already approved)
    Note - if no hours are listed in any column, Manager should discuss with Employee.
• Managers can also see and approve any time off entered directly on the timesheet within this report.
• Managers should rerun report numerous times if needed leading up to Payroll deadlines. The goal is for all active employees to have hours in the Approved Time column.
• When Managers approve from this report, the corresponding Workday Inbox item automatically disappears.
• Workday Services recommends approving Time Off Requests from your Workday Inbox before running the Review Time Report.
• Use of this report to approve timesheets increases the chance an employee will be paid timely and not suffer financial hardship.

Approve Time

• Managers can approve timesheets from their Workday Inbox or email notification.
• It may be difficult for Managers to keep up with staff who have no hours entered or have not yet submitted.
• Managers must also approve Time Off Requests for them to be paid. See Managing Time Off Requests job aid for more information.
• If approving timesheets from the Workday inbox or email notification, expected pay may be missed since the Manager is not working from a list of all active employees. This Increases the chance an off-cycle emergency check may need to be requested, as the Employee (especially full-time) may now be in financial hardship.

General Notes

• Managers should be aware of internal timesheet deadlines which are typically earlier than the deadlines listed on the Payroll Biweekly Pay Schedule. Please confirm with the Timekeeper supporting your supervisory organization.
• It is the Manager’s responsibility to immediately contact employees having no hours or unsubmitted hours.
• If a timesheet is submitted to a Manager by 5:00pm the day before timesheets lock, the Manager still has access to approve. If corrections are needed, the manager must work with their designated Timekeeper - as the timesheet has moved to a locked status.

The Time Summary Review report is the primary tool that allows Timekeepers to review Hours to Approve, Unsubmitted Hours and Approved Hours for biweekly paid employees. This report can also be used to monitor actions needed once timesheets are locked such as submitting and approving timesheets on behalf of Managers.

For additional foundational knowledge, Timekeepers are encouraged to review the online Managing Time and Absence in Workday course.

Timekeepers should run this report frequently when current timesheets are due and/or locked, right up to biweekly payroll deadlines. The goal is for all biweekly employees to have current Approved Hours.

Generate the Report in Workday:

1. Type Time Summary Review in the Workday search bar.
2. Complete the required Start Date and End Date fields; review Biweekly Pay Schedule for parameters.
3. Click OK.
4. To easily filter by Manager, Supervisory Organization, and/or Employee Type, export report to Excel.
5. Review the Hours to Approve (submitted to Manager), Unsubmitted Hours (recorded on timesheet but not submitted to Manager), and Approved Hours (previously approved by Manager or Timekeeper) columns.

Possible Timekeeper Actions based on the Report:

• Hours to Approve – Email Manager, provide an internal deadline to approve hours prior to payroll deadline.
• Unsubmitted Hours – Email Employee and Manager, provide an internal deadline to submit and approve hours prior to payroll deadline.
• No Hours Listed for Employee – Email Employee and Manager, provide an internal deadline to submit and approve hours prior to payroll deadline (if Employee worked during current pay period). If Employee did not work, make a note so you don’t ask the manager again.

Possible Timekeeper Actions when Timesheets are Locked:

1. Timesheet submitted to Manager, no additions or corrections needed
   • Follow the steps outlined in the Manual or Mass Advance Job Aid to submit the timesheet.
     • View Worker History for Time Off Request Approval
     • View Worker History by Category > Personal Data > System User History for Timesheet Approval
2. Timesheet submitted to Manager, additions or corrections needed and/or Employee has Unsubmitted Hours
   • For additions and/or corrections follow the steps outlined in the Payroll FAQs under HR Professionals: A Manager is out and does not have a designated delegate to approve timesheets.
   • For Unsubmitted Hours, a Timekeeper can click the link by the Employee’s name in the live Time Summary Review report to go straight to the timesheet and approve the unsubmitted hours.

If unable to submit the timesheet, the Timekeeper should email payroll@tamu.edu immediately for assistance.

Tips and Best Practices:

• Payroll recommends running the report with retro start and end dates several days prior to the next upcoming retro deadline to help ensure Employees and Managers get missed hours paid.
• Employee and Manager email addresses are included within the report to assist with the notification process.
• Dual-employed workers only have their primary position’s supervisory organization and employee type listed, even though they may have hours on other positions. Further research on their timesheets may be needed.
• HUB HR Professionals have access to a Payroll SharePoint email template to use when notifying Managers they have approved time on their behalf.

Other Suggested Workday Reports to Assist with Biweekly and/or Monthly Payroll Processing

In conjunction with generating, reviewing and acting from the three primary payroll reports recommended to HR Professionals and Managers (Pay Calculation Results for a Period, Time Summary Review, & Review Time), Workday also offers a number of other valuable reports that may assist in meeting payroll deadlines and ensuring employees receive their expected pay results.

Currently, there are over 425 different reports available in Workday. The list can be access from your SSO Menu – Workday Help Link. From the Workday Help home page, click the Reporting tab on the maroon information bar to research available options. You can filter by Area or enter a keyword in the search section.

Additionally, the Workday Help home page has links to Learning Hubs. These hubs are grouped by topics, such as Time Tracking, Absence, etc. These hubs group content from across Workday Help into one central location.

Note: Not all security roles can run every report; if your role is not able to generate a particular report, you will need to request assistance from your manager or HR Professional.

Some of the other Workday reports Payroll is aware of that may be of benefit to HR Professionals and Managers include, and are not limited to:

• All Worker Time Off: Returns all time off entries for active and terminated employees in prompted organizations where the employee’s time off date falls on or within the specified date range. Use to ensure all time off requests are approved for the pay period in process.
• Business Process Transaction Of Type Awaiting Action: Used to identify bottlenecks in a business process transaction. Business Processes must be fully completed in Workday for the related actions to drop into current pay results.
• Compensation Spreadsheet: ** Temporary Replacement for the obsolete Employee Position Last Payment Date Report. Provides an overview of all compensation for a specific organization.
• Current Worker Detail Report: Used by personnel to view specific details about employees, including their hire date, job data, organization characteristics, compensation plan, and salary / hourly rate.
• Onboarding Status Summary: Personnel should run this report daily and reach out to individuals or departments holding up onboarding events.
• One-Time Payments: Returns employees approved one-time payment details in a specified date range and organization. Note: this report is the only place to view both payments and Emoluments (taxation on non-salary compensation). Payroll suggests reviewing in conjunction with your primary payroll reports.
• Positions and their FTE: View employees scheduled weekly hours, FTE (full-time equivalent percentage), and time type for all filled positions.
• Positions with No Time Entered in Date Range: This report can be used to identify biweekly employees that may need to be terminated or positions that may need to end. Note: All employees are considered “Active” until they are terminated in Workday. This means those who have not worked for some time, especially students and temp/casual staff, have empty/zero balance line items on the three critical recommended reports; using this report to review and initiate termination business processes can help reduce the volume of entries you review each payroll.
• Reported Time: Returns details of time entered and calculated for hourly paid employees, including what time entry code or project was selected by the employee.
• Time Tracking Details: Shows active employees’ period schedules, work schedules, time sheet type, and whether compensatory time was banked.
• Worker Directory by Location: Returns employees in Specified Location(s). Details include employee position, supervisory organization, phone, email, work address, work space facility and office, location county, and location attributes.

Before submitting your timesheet to your Manager, you may realize you forgot to request unplanned or last-minute time off during the pay period. There are two different options to make the request before turning in your timesheet.

Option One – Add as a Time Block within the Timesheet

1. Click on the date in question to open the Enter Time box.
2. Select Absence in the Time Type field then the appropriate Absence type (accrued or unpaid time off)
3. The hours default to zero (0); enter the actual time off hours. Note:  If Time Type is sick, select the appropriate Time Off reason.
4. Complete the Comment field. If requesting less than a full workday, include the specific time not at work (e.g., sick child, 8:00am to 10:30am)
5. Click OK to add to the timesheet.
6. Enter the work hours for the date if the requested time off is less than a full work day.
7. Submit timesheet to your Manager as normal before payroll deadlines.

Option Two – Add as an Absence Request

1. Click the Actions button in the upper right corner of your timesheet then Request Absence from the drop-down menu to access your Absence Calendar.
2. Select the date then the blue 1-day – Request Absence button, and the Absence type from the drop-down menu.
3. Click Next and then the Edit Quantity per Day button on the far right.
4. In the Quantity per Day box – change from zero (o) to the number of hours you need to request.
5. Complete the Comments field. If requesting less than a full workday, include the specific time not at work (e.g., sick child, 8:00am to 10:30am). Note:  copy the comment to paste into the next section.
6. Click Done
7. You are now back to the original Request Absence screen where you can paste the comment previously copied into this section’s comment field.
8. Click Submit for Manager Approval.
9. You are now back at your timesheet. If less than a full day is requested off, you will need to enter the working hours for the date.
10. Submit timesheet to your Manager as normal before payroll deadlines.

IMPORTANT: Option Two requires the Manager to approve the time-off request from their Workday Inbox before they approve your timesheet. If the Manager doesn’t do this, the requested time off hours DO NOT drop to current pay results and your net pay will be lower than expected.

TAMU Payroll recommends the use of Option One for unplanned or last-minute time off requests during timesheet review. This method is easier for the Manager or Timekeeper to review and approve all requests at once, increasing the likelihood that you will receive all expected pay.

Holiday and Early Release paid time off refers to time when employees are paid but not required to work. 

Absence Partners, HR Contacts, and Timekeepers can access the Holiday Paid Time Off Reference Guide in Workday Help (Training > Reference Guides > Holiday Paid Time Off). This guide explains holiday and early release pay and provides instructions for managing timesheets.

Questions?

• Leave Administration: leave@tamu.edu
• HR Office: Contact your system member/agency HR office for holiday or early release policies.
• Payroll: payroll@tamu.edu for timesheets or pay results related to holiday or early release pay.

The Workday retro process is robust and often automatically pays missed hours on an upcoming biweekly payday.

• Timesheet Corrections: Corrections (positive/negative) can be made up to SIX prior pay periods. For example, if the current period is #25-17 (March 30, 2025 – April 12, 2025) corrections can be made back to #25-11 (January 5, 2025 – March 29, 2025).
• Submission & Approval:  Employees must submit corrected timesheets to their manager for approval before the Retro Time Sheets Due deadline, visible on the current Fiscal Year Biweekly Pay Schedule. Delay in approval will stall payment.
• Locked Timesheets:  Beyond SIX prior pay periods, timesheets lock and cannot be adjusted or approved. Additional steps are needed to pay hours that were missed beyond this timeframe.

Note: If corrections are made but not resubmitted for approval, Workday views this as an error and may recoup overpayments from the current pay period. This is resolved by submitting and approving the retro timesheet before the next retro deadline. This error impacts two pay periods.

Corrections Beyond Six Prior Pay Periods:  Missed hours should be submitted by an HR Professional to Payroll via a Payroll Payment Request (PPR) form, with separate forms for each affected period and backup documentation in .pdf format for audit purposes as follows:

• Hours entered in Workday but never submitted
  Workday timesheets signed by the manager
• Hours were not entered in Workday
  Manual timesheets or log signed by the manager or a detailed email from the manager outlining exact days and hours worked

For questions, contact the Customer Services Team or HR Office supporting your department or college.

Time blocks for early release, paid holidays, and inclement weather are created when time calculations run on the timesheet. These calculations run automatically when employees enter or update time.

If an employee:

• Has no worked time to enter (e.g., on paid leave or holidays all week), or
• Entered all time before the event was added to the calendar,

they should manually run calculations on their timesheet.

To do this:

• Go to the Actions menu (top right of the timesheet) and select Run Calculations.
• Submit the timesheet to your Manager; it must be approved before payroll deadlines for the time to be paid.
• Employees, Timekeepers, and Managers all have access to this option.

Timekeepers can also run calculations for multiple employees using the Run Time Calculations for a Date Range report:

1. Search for the report in Workday.
2. Select workers then click Next.
3. Set Run Frequency to Run Now.
4. Enter a Request Name.
5. Choose Start and End Dates.
6. Click OK to process.

For more details, consult the Holiday Paid Time Off Reference Guide available in Workday Help on your SSO Menu.

Welcome to Workday @ Texas A&M

Workday combines human resources, benefits and payroll applications for Texas A&M University System employees into one secure cloud-based portal.

See Employees and Workday for a variety of resources for new employees or those who need a “how to” refresher including Onboarding, eLearning, and Employee Common Tasks (including link to Enter Time Job Aid).

See Managers and Workday for a range of resources for managers (supervisors) who are new to their role or need to review their duties. These include Manage Delegations in Workday, eLearning, and Manager Common Tasks (including link to Enter Time for Your Employee Job Aid).

Requesting Emolument One-Time Payments in Workday

To collect taxes on non-salary compensation, initiate and submit a Request One-Time Payment business process in Workday. Include an active 13-digit FAMIS account number (e.g., 02-123456-00000) to ensure accurate and timely posting of payroll expenses and fringe benefits.  Attach a PDF screenshot of the Workday payroll submission to the Concur expense report or AggieBuy document. You can find this screenshot in your Workday Inbox > Archive.

Emolument One-Time Payment Plan Options

Select a plan beginning with “Emolument”, which includes categories like:

• Cash awards
• Complimentary Sports Tickets
• Gifts
• Travel Reimbursements  >90 days

Keep supporting documents in the employee’s departmental file for audit purposes.

Note: Emolument payments are taxes on the current gross pay, reducing the net pay. The employee will not be paid the amount of the one-time payment.

Emolument Exceptions

Do not use the Request One-Time Payment process for the following. These exceptions must be managed by Payroll:

• Terminated employees
• Retired employees
• Gross-up payments (department pays taxes)
• Employees outside your supervisory org

Submit an Emolument Exception Request (available on the Payroll website), include the reason number, a detailed explanation, and send the signed form to payroll@tamu.edu.

Emolument Processing Reminder

Taxes on non-salary compensation cannot be processed if the employee has no gross pay in Workday – typically due to no hours worked, being outside their work period, or termination. 

If Payroll identifies this error before payroll deadlines, our office will ask Classification & Compensation to rescind the One-Time Payment. The Department will then have two options to tax their employee:

1. Resubmit the One-Time Payment in Workday after the employee returns to work.
2. Submit an Emolument Exception Request form to cover the taxes on the employee’s behalf.

Do Not Process in Workday

• TAMU / TAMUG / TAMHSC Faculty Honors and Awards – any faculty honors and awards that result in a payroll payment are sent directly to Payroll from Faculty Affairs. Our office will enter these honors and awards internally in Workday to ensure they are coded the same and that all recipients are taxed correctly.

Do Process in Workday

• Departmental Awards – all departmental awards for faculty, staff, student, or temp/casual employees should be entered by an HR Professional directly in Workday using the Request One-Time Payment business process.

Workday Services Learning Hubs bring all of a Workday area’s content into one place so you can easily find the answers you need.  Payroll recommends the Time Tracking Learning Hub to review FAQs, Job Aids, News, Webinars, Release Notes and Reports related to this topic.

Workday’s retro pay process automatically includes missed salary (monthly) and missed regular hours (biweekly) in the employee’s next on-cycle paycheck.

If waiting for the next cycle causes financial hardship, the HR Professional should contact Payroll before making any payment commitments. Any related Workday business processes must be fully completed.  Requests for off-cycle payments are reviewed case-by-case; approval is not guaranteed.

If the request comes after biweekly payroll has started, Payroll may ask for a Payroll Payment Request form to add missed pay to the upcoming cycle (usually via direct deposit). If an emergency check is warranted, Payroll will provide the Off-Cycle Emergency Check Request form (not available on the website) to the HR Professional.

Important: Missed extra pay or one-time payments do not qualify as financial hardship. New hires cannot receive an emergency check before their first regular paycheck.

Processing Timeline

• Complete all form fields, including Justification and Actions Implemented, and obtain co-signature from a Department Head, Dean, or Director.
• Submit the form and required attachments to Payroll by 10:00am to guarantee next-business-day emergency check processing. Late or incomplete forms may delay processing by at least one day.
• Upon receipt, a Payroll Administrator will prepare an estimated net amount for the check. This estimated net is confirmed when the next on-cycle biweekly finalizes. The HR Professional will be contacted if there are any discrepancies.
• Requests are reviewed by Payroll management, then processed in AggieBuy. If needed, vendor setup in FAMIS must occur before we can initiate the check request.

Estimated Check Receipt

• Next Business Day: If the request is submitted on time, accurate and complete, vendor setup in FAMIS is confirmed, and AggieBuy entry and approval occur before end of business day.
• Second Business Day or Later: If submitted late, requires corrections, vendor setup is delayed, or other factors outside Payroll’s control.
• State Hold: Adds an extra business day since FMO must override the hold overnight.

Once FMO confirms checks are ready, Payroll prepares them for pick-up and notifies the requestor. Checks can also be mailed to the employee’s Workday home address. Notification may occur later in the day—please be patient. 

Note: Off-Cycle Emergency Check Requests are logged and monitored. Frequent requestors may be contacted by Payroll Executive Director or HROE Management.

Overpayments and Cancellations

Understanding Retro and Current payroll deadlines is critical to ensure employees are paid accurately and on time. Communicating these deadlines to employees, managers, and business process approvers helps prevent missed pay, which can cause financial hardship and negatively impact the organization.

Workday is used by all 12 universities and 8 state agencies in the TAMU System.  Workday Services sets Retro and Current deadlines each fiscal year to comply with Federal and State Payday Laws and ensure timely payroll processing.

• Retro Deadlines: Apply to any business process, time-off request, or timesheet correction with an effective date before the current pay period. These must be fully completed and approved by the retro deadline to be included in the next on-cycle payday. Retro processing is static—once the deadline passes, changes cannot be included until the next cycle.
• Current Deadlines: Apply to actions with an effective date within the current pay period. These must be completed and approved by the current deadline for payment on the next on-cycle payday. Current processing is real-time; pay results update continuously as business processes are completed and timesheets approved. Payroll refreshes pay results as noted on published calendars.

For questions about payroll deadlines, contact payroll@tamu.edu.

Workday provides a detailed view of your pay, deductions, and accruals through your pay slip, accessible from the Menu on your Workday Home Page via the Benefits and Pay Hub.

To learn more, visit Workday Help through the Single Sign-On (SSO) menu:

• Click Training → Reference Guides
• Select Reading Your Workday Pay Slip

This guide explains each component of your pay slip to help you make informed decisions about payroll, insurance, and benefits.

Per System Regulation 31.04.01 and TAMU HROE University Holiday Calendar:
Employees on leave without pay for the entire workday immediately before and/or after a scheduled holiday are not eligible for holiday pay. Workday does not automatically adjust pay, so HR professionals should ensure managers promptly report unpaid leave around holidays.

Refer to the Workday Services FAQ “My Employee is being paid for a holiday(s) but they do not meet eligibility requirements” for steps to remove holiday pay for monthly and biweekly employees.  The Workday Services Reference Guide Holiday Paid Time Off is another resource for information on this topic.

The same rules and correction steps apply for Early Release; early release is 4.00 for full-time; prorated amount for those 50% to 99% FTE.

Your Total Rewards
Your rewards from the Texas A&M University System include more than your paycheck—they also cover insurance, retirement plans, and other programs. The System pays the full cost for many benefits, shares costs for others, and some programs may be employee-paid.

This statement estimates your total rewards for a 12-month period (or as noted), based on your base pay, other pay items, and benefits. Federal limits for Flexible Spending Accounts and Retirement Programs are not reflected. Actual amounts can be viewed in your Benefits and Pay Hub. Workers’ Compensation and Unemployment Insurance are not shown. 

This statement is not a contract or guarantee of pay, benefits, or employment. Benefits are provided according to coverage records and applicable policies. In addition, the A&M System provides paid holidays and sick leave. You may earn vacation time depending on your position

For questions, contact the HR office of the A&M System member where you work or from which you retired.

To view your statement:

1. From your Workday Home page, click Menu in the upper left corner.
2. Under Personal, select Pay.
3. Under View, click Total Rewards.
4. Below each Reward type, click View Details for more information.

To print your statement while viewing Total Rewards:

1. Click Print Total Rewards under the Suggested Links menu.
2. Enter your UIN Number in the Employee field then click OK.
3. Click the PDF icon in the upper right corner to print. 

Direct Deposit Rejection Process

After payday, the TAMU System Bank notifies Payroll if an employee’s direct deposit is rejected by their receiving financial institution. Common reasons include:

• No Account
• Invalid Account
• Account Closed

When a deposit is returned to TAMU, Payroll begins processing a duplicate paper check for the affected employee.

Notification to HR Professionals
A Payroll staff member will email the HR Professional who supports the employing department to inform them of the rejection. We ask that they reply by email within one business day if there is any reason a duplicate check should not be issued (e.g., incorrect wage payment, check cancellation in progress, communication from the employee’s manager).

Employee Communication
Upon receiving the notification email, HR Professional should inform the employee of the situation; ask the employee if they want the duplicate check mailed to their home address in Workday or if they want to pick the check at Payroll’s office in College Station. Do not immediately send employees to the Payroll office. We will notify you when the check is ready. At that time, please confirm whether the employee will pick up the check or if it should be mailed.

A Payroll Administrator will also email the affected employee regarding the need to verify routing and account information with their financial institution before updating Workday; we will also provide them with a guide about the self-service process.

Note that if Payroll does not receive a response from the HR Professional, the check will be mailed to the address listed in Workday.

Employment Verifications and Public Service Loan Forgiveness forms

Employees who have not set up Payment Elections (Direct Deposit) in Workday will receive paper payroll and expense checks by default.

Payroll Checks:
Paper payroll checks are mailed by Payroll via USPS to the home address listed in Workday. Checks are sent one business day before payday. If payday falls on a Monday or immediately after a holiday, checks are mailed on payday. USPS delivery may take up to five business days from the mailing date, and occasionally longer. If a paycheck is issued with a blank or invalid address, Payroll will email both the employee and their HR Professional to request an address update in Workday.

Expense Checks:
Paper expense (reimbursement) checks, if applicable, are mailed by Financial Management Operations (FMO) when generated.

Address Requirements:
Employees must enter a valid and complete home mailing address in Workday, including Apartment/Unit number (if applicable) and Zip Code. Do not include the apartment complex name. This ensures timely delivery of checks.

Examples:
✅ USPS can deliver:
8085 Atlas Pear Drive Apt. #1213
College Station TX 77845
United States of America

❌ USPS cannot deliver:
The Enclave Student Housing
1800 Holleman Drive
College Station TX 77840
United States of America

Note: PO Boxes may be used as the primary home mailing address. A street address should still be listed as the Home Residence Additional Address.

Payment Elections are a self-service function within Workday and are generally established during the onboarding process. If this set-up is skipped, instructions are available from your SSO Menu. On the Workday Help homepage, click Training in the maroon toolbar, then select Job Aids. You can search for or browse the list to view or print; here are two we recommend:

• From Paycheck to Payment Elections ( Direct Deposit)
  This job aid outlines the process for an Employee to add payment elections after electing to receive a check rather than direct deposit during the onboarding process.

• Managing Your Bank Accounts and Payment Elections
  This job aid outlines the activities for an Employee to manage bank accounts and their payment elections, or how they receive their paycheck outside of Workday.

Explore Your Pay with Model My Pay

Active employees with at least one pay result can now run simulations to see the estimated impact on their payslip by adjusting their earnings, deductions, and tax elections. Model My Pay provides approximation only and does not impact your actual pay.

Access Model My Pay in Workday via the search box, the Pay app on your home page, or directly from your payslip.

For a quick overview about using this feature, you can check out this video and/or reference the Job Aid titled Model My Pay available in SSO > Workday Help > Training > Job Aids.

1. Email payroll@tamu.edu to request an affidavit form
2. Once the form is received, the employee completes the affidavit, indicating if they want:
   • a) To pick up the replacement check at the Payroll Office in the General Services Complex (GSC). A picture ID is required.
     Or
   • b) Payroll to send to the mailing address they list on the form
3. The employee signs the completed form acknowledging the lost or destroyed paper check
4. The employee returns the affidavit form by one of these methods:
   • Email to payroll@tamu.edu
   • Fax to 979.845.4134
   • Hand-deliver to Payroll’s Office in the General Services Complex (GSC), Suite 2201
5. Payroll confirms the original check has not been cashed, then prepares a replacement paper check, either mailing it or contacting the employee directly for pick-up