Payroll Procedures

Effective January 1, 2002, direct deposit to the banking institution of their choice became the only way new employees would be paid. The University recognizes that some employees are unable to obtain a bank account and thus are unable to participate in a traditional direct deposit arrangement. The University has contacted several local banks and obtained potential solutions for employees with this situation. For additional information regarding direct deposit service, please contact Jan Hudson in the Libraries' Human Resources Office or the University's Payroll Office.

When you complete and submit the direct deposit form, your paycheck will automatically be deposited into a bank account of your choosing. As an accompaniment to direct deposit, you are encouraged to sign up to receive your check stub electronically instead of by paper. Complete the Request to Receive Electronic Pay Stub form and you will receive an email advising you when your check stub has been posted on the UGA Self Service website.

Salaried biweekly staff: Salaried biweekly staff are paid every other Friday. Employee work schedules are entered into the My Time (Kronos) payroll system. If an employee does not approve his/her time record in the MyTime (Kronos) system by the payroll due date, then the employee's supervisor must print a paper copy of the MyTime record, obtain the employee's signature on the paper copy, sign the paper copy as the supervisor and forward the paper copy to Betty Mayweather.

Payroll deductions schedule for salaried biweekly staff:

Effective with the first paycheck in February 2010, health, dental, life, accidental death and dismemberment, long-term disability, short-term disability, long-term care critical illness, accident and cancer insurance all will be split to the nearest penny and taken out of the first and second check of each month. If there are more than two pay periods in a month, these deductions still will be split between the first two checks and will not be taken out of the third.

Additionally, the following deductions are made from the first check received in a month:

  • Annuities 
  • Dependent Care 
  • PayFlex*
The following deductions are made from the second check received in a month:
  • Parking fees 
  • Dependent Care 
  • PayFlex*
*In months where three paychecks are received, PayFlex is only deducted from the first two checks.

Monthly staff: monthly staff are paid once a month on the last working day of the month.

Checks/check advisement stubs are issued through the Payroll Department to the Libraries' Human Resources Offices where they are processed and distributed to each Libraries' department.   A note goes out on grapevine when the checks are ready to be picked-up.

SOURCE: Libraries' Human Resources Department, November 2000; updated January 2007; updated June 2008; October 2008; updated February 2010.