Calculation of Pay

Biweekly employees

If an employee who is paid bi-weekly is to receive partial pay for the pay period, the calculation formula for the gross partial pay is: the number of hours worked, or benefits hours used in each pay period multiplied by the authorized hourly rate.

Monthly staff and nine/twelve pay academic employees

If an employee is paid in a monthly pay cycle and is to receive partial pay for the pay period, the calculation formula for the gross partial pay is: the daily rate is the monthly salary rate divided by the number of work days in the month (including holidays). The daily rate is multiplied by the number of days actually worked in the month to obtain the partial pay amount for the month.

Nine month pay employees including staff (academic) employees

If an employee is paid on a nine month basis and is to receive partial pay for the period, the calculation formula for the gross partial pay is: a daily rate will be determined by the semester salary rate divided by the number of semester days.

Overpays/Underpays

  • Accurate use of the Wage and Hour Report will reduce the number of overpays/underpays.
  • At the time that a Department determines that an employee has been overpaid or underpaid, the department must contact the Payroll office immediately. The Department is responsible to make the necessary corrections. ie. PAF processing, posting time. If an overpay has occurred, it will be a cooperative effort between the department and the Payroll Office to collect the net overpayment from the employee. The department shall make the initial contact with the employee to inform him/her that an overpaid has been paid. The Payroll Office will send a letter to the employee and copy the department. The letter will indicate the details of the overpay and the manner of collection. The department will not receive credit until the employee has paid back the total net pay.
  • If an employee has been underpaid, it is the responsibility of the department to notify the Payroll Office. If the underpay is due to an error in time input, the Department must enter the time and provide the detailed information and any supporting documentation that is requested to the Payroll Office. If the underpay is due to the lack of a Personnel Action Form (PAF) being processed, the Department must process a PAF immediately and notify Data Entry that there has been an underpayment.