Compensation/ Payroll

AST’s HR/Payroll team has established the following HR/Payroll ticket submission expectations:

All transaction requests for a given pay period must be submitted by 10:00 a.m. on the day preceding the HCM Transaction Unit Approval Deadline dates (denoted on Employee Workday Help (EWH) payroll calendar with the caution symbol <!>) to assure timely processing. Any transaction requests for a given pay period that are submitted to AST’s HR/Payroll team after the 10:00 a.m. deadline will be processed for the subsequent pay period.  Urgent requests that are submitted after the 10:00 a.m. deadline will be processed after all the requests submitted prior to the deadline are completed.

Compensation/ Payroll Request Checklist

Submitting a Compensation or Costing Allocation or Payroll Accounting Adjustment ?

Please refer to the CAS Administrative Gateway Personnel Section for the most up-to-date information regarding HR/Payroll processes for all employee types. Remember to submit all HR/Payroll requests through AST’s HR/Payroll intake forms.

Note: Transactions dated July 1, 2023, or later that are related to salary or benefits are corrected through Payroll Accounting Adjustments. These are handled by either your unit’s Payroll Accounting Adjustment specialist or by AST if our team supports your payroll. All other transactions with any effective date AND any salary and benefit transactions dated prior to July 1, 2023, are corrected through Accounting Adjustments, and are handled by AST.

For each of the following workflows, AST’s HR/Payroll team strives to enter transactions in accordance with AST’s best practice timelines. However, the time for overall completion of these processes varies greatly as they require approvals from several different offices, many outside the College.

Compensation/ Payroll Request Workflow

The image below links to a PDF where you can scale to your liking. 

Overpayment Workflow

The workflow image below links to a PDF where you can scale to your liking.

What are best practices in managing timesheet submission and approval? 

Please pay special attention to EWH deadline. AST’s HR/Payroll team also strongly encourages departments to submit data well ahead of these deadlines.  

Can I use my own spreadsheet for bulk payroll requests? 

Yes, except in the case of Rosters. Please ensure that your spreadsheet includes all the required information for the requested transaction type so that our team can complete your request (I.e., budget number, employee ID, etc.). Your spreadsheet should not be locked and should be sortable.

Which accounting adjustment should I use?

• Transactions dated July 1, 2023, or later that are related to salary or benefits are corrected through Payroll Accounting Adjustments. These are handled by either your unit’s Payroll Accounting Adjustment specialist or by AST if our team supports your payroll.
• All other transactions with any effective date AND any salary and benefit transactions dated prior to July 1, 2023, are corrected through Accounting Adjustments, and are handled by AST.

We’ve created a decision tree to illustrate the options for cross-era accounting adjustments:

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