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Winter recess deadlines for payroll processing

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<br>Due to the limited time available to write payroll and allow for
<br>the winter recess, all deadlines are firm. Unfortunately, no exceptions
<br>can be made. Please review the deadlines carefully.
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<br>On December 17, a Business@Purdue News announcement will be sent
<br>as soon as monthly payroll is complete. Once received, the Business Offices can
<br>run validation reports to determine if anyone will need to be paid on the
<br>off-cycle which will be run on December 21 (to pay on December 28).  The validation reports need to be run as soon
<br>as possible after receiving the payroll completion announcement.  Please note that the Off-Cycle form
<br>deadline is 5:00 PM on December 18. 
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<br>Human Resources Compensation has already released pay
<br>practices and frequently asked
<br>questions for the winter recess.
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<br>Important Payroll items of note:
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<br> Quota payouts should be sent to timeadmin@purdue.edu by the deadlines outlined in the Monthly
<br>&nbsp;&nbsp;&nbsp;&nbsp; Payroll Calendars
<br>&nbsp;&nbsp;&nbsp;&nbsp; to allow payments to employees and the offset of any overpayments, if
<br>&nbsp;&nbsp;&nbsp;&nbsp; needed, in the 2018 tax year.
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<br> Due to the early BW payroll time entry deadlines,
<br>&nbsp;&nbsp;&nbsp;&nbsp; working time for employees from December 10 through December 23 must be
<br>&nbsp;&nbsp;&nbsp;&nbsp; estimated.  Employees who record
<br>&nbsp;&nbsp;&nbsp;&nbsp; their time on a timecard or enter duration hours in Kronos should complete
<br>&nbsp;&nbsp;&nbsp;&nbsp; the entire timecard for the BW 27 pay period (12/10 – 12/23) using
<br>&nbsp;&nbsp;&nbsp;&nbsp; estimates/their best guess of their hours through the end of the pay
<br>&nbsp;&nbsp;&nbsp;&nbsp; period.  This estimated time will
<br>&nbsp;&nbsp;&nbsp;&nbsp; need to be recorded by 6 PM on December 18, or by the deadline set by
<br>&nbsp;&nbsp;&nbsp;&nbsp; the department. Business Offices who have employees recording time using
<br>&nbsp;&nbsp;&nbsp;&nbsp; timestamp in the Kronos system will need to have estimated hours entered
<br>&nbsp;&nbsp;&nbsp;&nbsp; into the Kronos system by Business Office Time Administrator by 6 PM on December
<br>&nbsp;&nbsp;&nbsp;&nbsp; 18. 
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<br> Kronos
<br>&nbsp;&nbsp;&nbsp;&nbsp; time entry will be closed on December 19. 
<br>&nbsp;&nbsp;&nbsp;&nbsp; In addition, Kronos will be signed off on December 19 for the BW 27
<br>&nbsp;&nbsp;&nbsp;&nbsp; Pay Period. Employees who record timestamps in the Kronos system
<br>&nbsp;&nbsp;&nbsp;&nbsp; should use the exception log or exception process in their department to
<br>&nbsp;&nbsp;&nbsp;&nbsp; capture true worked hours during the pay period. 
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<br> If
<br>&nbsp;&nbsp;&nbsp;&nbsp; any modifications need to be made to the estimated time for any employees
<br>&nbsp;&nbsp;&nbsp;&nbsp; in a situation where actual hours worked are different than the hours that
<br>&nbsp;&nbsp;&nbsp;&nbsp; were paid, adjustments will need to be entered into a Time Adjustments
<br>&nbsp;&nbsp;&nbsp;&nbsp; 2018 spreadsheet.  Completed
<br>&nbsp;&nbsp;&nbsp;&nbsp; spreadsheets are due to TimeAdmin by 5:00 PM on January 4, 2019.
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<br> The
<br>&nbsp;&nbsp;&nbsp;&nbsp; BW 27 payroll will be written on December 20 and will pay on December 28.
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<br> Overpayment
<br>&nbsp;&nbsp;&nbsp;&nbsp; repayments received in the subsequent tax year are to be repaid at the
<br>&nbsp;&nbsp;&nbsp;&nbsp; gross amount of the overpayment per IRS Tax Law. Repayments of
<br>&nbsp;&nbsp;&nbsp;&nbsp; overpayments that are in the possession of the departments first thing in
<br>&nbsp;&nbsp;&nbsp;&nbsp; the morning on January 2 will be considered received in 2018. Business
<br>&nbsp;&nbsp;&nbsp;&nbsp; Offices are asked to check their mail first thing in the morning on January
<br>&nbsp;&nbsp;&nbsp;&nbsp; 2 to ensure any payments received over the winter recess are credited as
<br>&nbsp;&nbsp;&nbsp;&nbsp; received in 2018. Repayment checks are due to Central Payroll by 5 PM
<br>&nbsp;&nbsp;&nbsp;&nbsp; on January 2.  Any repayments
<br>&nbsp;&nbsp;&nbsp;&nbsp; received on or after January 2 will be considered received in 2019. Due to
<br>&nbsp;&nbsp;&nbsp;&nbsp; the winter recess, overpayments that are discovered after December 21,
<br>&nbsp;&nbsp;&nbsp;&nbsp; will need to be repaid at the gross pay. Employees will be able to
<br>&nbsp;&nbsp;&nbsp;&nbsp; seek tax relief through their 2019 tax return. 
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<br>Monthly quotas (time off
<br>balances) for January 2019 can be found in SuccessFactors under My Profile,
<br>Time Off.  January quotas will be
<br>available for use on January 2.</div>
 
Contact Information:   TimeAdmin, , Payroll Services,