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Payroll information

Update | Friday, March 27, 2020

The following information is for the pay period ending March 31, 2020. Please pay close attention to the dates. Some are one day earlier than the regular payroll schedule.

Communication will be sent out for each pay period by email and posted on the website indicating processing deadlines and other updates until normal operations resume.

Employee time entry is due by 5 p.m. on Tuesday, March 31.

Full-time employees should enter hours for time worked as they would normally. For hours within each day that a full-time employee is unable to work (whether that is due to the COVID-19 illness, limited ability to telework, or other reasons), those hours should be entered under the new category: COVID-19.

Part-time employees should enter total hours for each day according to their regular schedule. For time worked – whether on campus or teleworking – hours should be entered as they are normally entered. For the hours a part-time employee is unable to work as part of their regular schedule (whether that is due to the COVID-19 illness, limited ability to telework, or other reasons), hours should be entered under the new category: COVID-19. 

Part-time employees should discuss with their supervisors what their regularly scheduled hours are for time entry if their weekly hours fluctuate and they are unsure what hours should be entered. 

For example, if an employee works an average of 25 hours per week, time entry for next week might look like the following:

Monday, March 23, Regular hours: 9 a.m.-2 p.m.

Tuesday, March 24, Regular hours: 9 a.m.-12 p.m.    COVID-19: 12 p.m.-2 p.m.

Wednesday, March 25, Regular hours: 9 a.m.-2 p.m.

Thursday, March 26, Regular hours:                           COVID-19: 9 a.m.-2 p.m.

Friday, March 27, Regular hours: 9 a.m.-2 p.m.

(There is a screen shot with an example of the new entry form at the bottom of this screen.)

The supervisor approvals are due by 5 p.m. on Thursday, April 2. NOTE: If time entry is not completed by employees, the supervisor MUST enter the hours on behalf of the employee to avoid the employee not being paid. This is absolutely necessary as the Payroll Department will not have the ability to enter any hours for these employees.

Due to the limitations of working in a telework environment, we ask that any payroll actions, changes, or other paperwork be submitted electronically to or be held until normal operations resume. Leave requests can continue to be submitted to

Checks will be mailed on Monday, March 30 for employees who receive paper pay checks.

Those employees are encouraged to sign up for direct deposit. This can be done by logging into CougarWeb for Employees and going to Banking Information under Employee Profile.  All checks will be mailed. Checks will not be available for in-person pick-up.

General reminders for best practices for approving and submitting employee time entries:

o   Make sure that the employee has electronically signed the time entry by marking the complete box.

o   Review time entry detail page to verify appropriate detail for start time, stop time, and lunch periods have been logged.

o   Review that the employee has logged the appropriate leave usage on the time entry form for any leave taken.

o   Time entries needing corrections should be rejected back for the employee to correct and resubmit, if possible. If necessary, the supervisor can keep track of such corrections; adjustments will be made when normal operations resume.

If you have questions, contact the Payroll Department at or Becky Ribble, assistant director of Payroll, at extension 5791.

An example of a timecard.    

Go to 2020 Update Archive Go to Employee Update


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