Employee Address changes and Name Changes
Please tell employees in your department to inform Payroll of any changes of address or other personal information changes that
might affect their pay or the delivery of their check. This will reduce problems and ensure prompt receipt of W-2s and other
important information. Address changes must be sent to Payroll on a Personal Data Change Request form. The Payroll Office will
also accept changes sent by email to Payroll@ku.edu.
The Employee Data Form
form can be printed and sent to the Payroll department.
Please note the following important information:
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- Address changes made on the Student Records database do not update the Payroll system.
- Name changes must be accompanied by a Social Security card, or a copy of a processed application signed by the
social security office.
Electronic Funds Transfer (EFT)
All employees who have elected to participate in EFT for deposit of their paycheck will receive a payroll deposit advice rather
than a check. Employees are encouraged to enroll in the EFT program. Direct deposit of employee pay will be in effect with the
next regular pay date after completing the form and submitting to payroll. This would be dependent on the payroll cycle in that
new or changed EFT forms received after the regular payroll has been calculated (after the on-cycle Wed. final calc) will go
into effect for the next payroll pay date. Direct Deposit Enrollment Form can be
printed and sent to Payroll. A voided check or bank document with bank and account information is required along with the form.
Direct deposit for earnings will remain in effect until:
A) the Payroll Office receives employee notification of a cancellation or
B) until 6 months after he/she is no longer an employee.
For cancellation the employee will need to submit a Direct Deposit form completing
section B. For reactivation upon rehire after 6 months or for modifications to accounts, this same
Direct Deposit form is used. Failure to complete an EFT form will result in paper checks being issued.
The University of Kansas is not responsible for any overdraft charges if employees do not have valid and active direct deposit
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Leave without Pay
If leave without pay (LWP) is in excess of thirty consecutive days, a Payroll Form is required.
can be printed and sent through the appropriate channels.
When a classified employee will be on leave without pay for more than thirty consecutive calendar days, a Request for Leave of
Absence Without Pay (ER-26) must be submitted to Human Resources. Human Resources must approve the leave prior to the submission of
the Payroll Form and SR. Be sure that leave without pay dates, Payroll Form, ER-26, SR and time and leave submissions agree. Contact
Linda Fund at 864-7426, or email@example.com.
When an unclassified non faculty employee will be on leave without pay for more than thirty consecutive calendar days they must
receive prior approval from the Department of Human Resources. Contact Linda Fund at 864-7426, or firstname.lastname@example.org
A Payroll Form or a SR will not be required to place an unclassified employee on leave without pay if the leave is indicated
correctly in the Fiscal Year Working Budget. A Payroll Form or a SR will not be required to place an academic year faculty member
on leave without pay with benefits for summer if the faculty member is listed in the Working Budget. Faculty leaves of one semester
or less not correctly listed in the Fiscal Year Working Budget will require a Payroll Form only.
Record hours of leave without pay for EXEMPT employees who are on leave without pay for less than thirty consecutive days
by entering LWP (earnings code) into their Time and Leave panel. Hours entered may only be in their full day increments.
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Paper and On-line Timesheets
On-line time sheets are created the night of the first Thursday of the pay period. Any appointment and position paperwork that
reaches Payroll by the Payroll Form deadline the preceding week will be entered into the system before time sheet creation. This
will ensure that time sheets are created with correct information. Please check time sheets carefully and report any problems to
If an employee is missing from the on-line time sheets because the employee was not entered into the system when the on-line
time sheets were created, the department must submit a paper time sheet to payroll. If appointment or position changes are made
for an employee after time sheets are created, the on-line time sheet must be updated to reflect those changes.
Under no circumstances should an on-line department add an on-line time sheet prior to 8:00 a.m. on the Friday after the
system creates time sheets. Doing so will crash the program that creates time sheets and delay the receipt of time sheets for all
departments. Departments and hubs should verify that on-line time sheets have been created before manually adding one and should
not add an on-line time sheet for any pay period other than the current one.
Paper time documents must be returned to Payroll by 5:00 p.m. on the last Friday of the pay period. This deadline is generally
moved to 5:00 p.m. Thursday when the on-cycle processing is accelerated because of a holiday. On-line departments have until 5:00
p.m. on the Monday following the end of the pay period to enter initial time and leave data and check the OK to Process into HRSA.
On-line departments also have a window from 8:00 a.m. to 5:00 p.m. on the day following the data entry deadline (Tuesday during
normal on-cycles) to make corrections to existing time and leave panels. After this time, all changes must be made by Payroll.
Please read the Payroll Newsletter for changes to the dates and times.
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Hours Limit for Temporary Non-Student Employees
At the end of each pay period, the Payroll Office will monitor the 999 hours annual limit for temporary hours paid. If a temporary,
non-student employee approaches the limit, Payroll will contact your department's Personnel Related Staff member to notify them
that hours must be reduced or that the temporary appointment must be terminated.
Hours worked over 40 will count at straight time toward the 999-hour limit. The checks issued in the current calendar
year beginning January 1 (regardless of the year of the earnings) are used for the basis for tracking the 999-hour limit. Temporary
employees should only be appointed for one calendar year.
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Fair Labor Standards Requirements
The federal Fair Labor Standards Act requires that non-exempt (hourly) employees be paid overtime for any time worked in a week
over 40 hours. To comply with FLSA, it is essential that hours worked be recorded in the week in which they were worked. Any
attempt to circumvent FLSA overtime requirements is a serious violation of federal law that exposes both the University and any
departmental employees involved to criminal and civil sanctions. Violations of FLSA provisions should be reported to Human
Resources, Linda Fund at 864-4946 or Ola Faucher, 864-7411.
FLSA sets strict requirements for the types of positions that can be made overtime exempt. Human Resources is the designated
office to make this determination. If you would like for a position to be reviewed please submit an updated position description
or for further information contact Sarah Campbell in Human Resources at 864-7418 or Scampbell@ku.edu
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