Procedures and Policies
Payroll Standard Operating Procedures
PSOP 1.0: Fiscal Officer Responsibility
Outlines the Fiscal Officer's responsibility to ensure accurate and timely payroll processing within their department(s).
PSOP 2.0: Overpayment
Outlines the procedures for departments to follow when collecting and processing payroll overpayments.
Outlines the procedures for departments to follow concerning the death of an employee.
Describes how to compute an estimate of overtime pay for situations in which multiple rates or bonus-type payments that will inflate the overtime rate are involved.
Describes how to process a one-time exact NET payment amount for an employee.
PSOP 6.0: Holidays - Recording Hours Worked
Outlines procedures for holiday processing for staff in BW1 and BWP Paygroups.
PSOP 7.0: Paycard Information
Describes how to provide an alternate method of payment for those individuals who do not/cannot receive their pay via direct deposit.
PSOP 8.0: Paycheck Reissue Process
Outlines the process for replacing a paper payroll check that is lost, stolen, or mutilated.
Outlines the procedures for departments in the issuance of additional pay for an employee who uses a personal mobile plan and/or device for departmental business.
Explains how a Payroll Processor must adjust a payroll voucher when a monthly staff employee records a NO PAY earn code in ePTO.
PSOP 11.0: Overtime Policy - Special Exceptions
Describes compensation for overtime work for BW1 and BWP Staff.
Describes how to process IU employee leave plans and benefits at time of termination or retirement.
Outlines procedures for processing military time off, leaves, and FMLA processing procedures.
Clarifies the appropriate use of injury earn codes on the monthly payroll voucher.
PSOP 15.0: Off-Cycle Processing Fees
Sets the fees associated with processing off-cycle payments and online checks.
Defines requirements for the retention of certain payroll, deduction, and reporting records by units responsible for payroll functions.
PSOP 17.0: Establishing New Payroll Deductions
Defines the criteria which must be met to establish a new, voluntary payroll deduction.
Establishes guidelines for refunding employee non-tax payroll deductions.
Establishes guidelines for the release of public payroll information and for the conduct of employment verifications.
PSOP 20.0: Changing Work Area Timekeeping Methods
Establishes a process for changing the timekeeping method of a work area.
PSOP 21.0: Calculating Partial Pay
Establishes a process for calculating partial pay.
PSOP 22.0: Automatic Meal Periods
Establishes a process for creating automatic meal periods with the timekeeping system.
PSOP 23.0: Paycheck and Paycard Pick-Up
Establishes a procedure for picking up printed paychecks and paycards.
University Payroll and UHRS joint SOP: Managing Employees Working Outside of Indiana
Provides the protocol for managing employees that are based outside of Indiana.
Policies Related to Payroll
University-wide policies related to payroll and general finances are listed on the Indiana University Policies page.
FIN-PAY-001: Payroll Compliance
Requires compliance with payroll laws.
FIN-PAY-010: Segregation of Duties for Payroll Processing
Requires payroll processing staff not to be in a position to audit or verify payroll, or pick up paychecks.
Requires non-exempt employees to accurately record their own time worked daily, at the end of the work day, and requires supervisors & payroll processors to review & approve time records before the records are submitted for payment.
FIN-PAY-030: Timing of Payments and Off-Cycle Payroll
Requires payments that missed the on-cycle payroll to be paid on the next available off-cycle payroll.
FIN-PAY-040: Payment Methods and Pay Advices
Requires employees to use direct deposit for payroll except in limited circumstances.
FIN-PAY-050: Payroll Overpayment Processing
Requires departments to attempt collection of all overpayments regardless of circumstance.
Requires providing employment and payroll information in response to requests for payroll information & employment verifications.