The Payroll Deadlines document is designed to assist administrators in understanding and navigating the various deadlines for submitting HR related transaction requests to Shared Services. 

As the HR Services team receives thousands of different HR related requests each month, working together to understand why there are deadlines not only provides their team with reasonable timelines to vet and process your requests, it also helps you plan accordingly to minimize disruption to your staff or faculty pay and ensures the University is compliant with Collective Agreements, regulations, and federal and provincial legislation.

The current Printable Payroll Deadlines schedule can be found on the right side of the Pay Period Schedules + Definitions webpage. A google calendar integration is also available.

The Printable Payroll Deadlines document and Payroll Dates Calendar will both include information for the semi-monthly and monthly pay periods. 

When viewing the Printable Payroll Deadlines document, locate the semi-monthly or monthly payroll chart and look to the relevant Pay Period. The columns displayed to the right of the pay period will confirm the submission deadlines, pay confirm date, and pay date for that pay period.

The payroll deadlines document and calendar both include the following dates:

Pay Period:

This is the period of time employees work and are being paid for.

APS Deadline:

Alfresco Process Services (APS) is the application used to submit requests for employee appointments and reappointments. APS submissions made before 6:30pm on the date indicated will be processed for payment on the corresponding Pay Date. Submissions made after this date will be paid in the following pay period.

eForm/Pay Action Form (PAF) Deadline:

eForms and Pay Action Forms (PAFs) are fillable request forms (electronic or PDF) that are approved and sent to Shared Services for new hires, re-hires, appointment extensions, re-appointments, status changes, promotions, resignations, retirements, etc. eForm and PAF submissions made before 6:30 pm on the date indicated will be processed for payment as of the Pay Date noted.

Time Entry Deadline:

Time worked (hourly employees) and exception time (salaried employees) should be entered daily; however the time entry deadline date is the last day that time entry for the current pay period can be entered. Time must be entered by 6:30 pm to ensure it is captured on the corresponding Pay Date. Time entered after this deadline will be processed on the following Pay Date.

Time Approval Deadline:

This is the last day in the current pay period for employees time worked to be approved by Supervisors. For salaried employees, time not approved by this 6:30 pm deadline will not be processed for payment on the noted Pay Date.

Payroll Confirm Date:

This is the date payroll is finalized for the current pay period and sent to the financial intuition for processing payments. This ensures employees receive their net pay on the Pay Date. 

Pay Date:

This identifies the date employees are paid and can view their pay statement in Beartracks. Typically the Semi-monthly pay date is 10 days after the end of the pay period, and the Monthly pay date is the second last banking day of the month. 

Example: For a new casual employee starting February 3 (February 1-15 semi-monthly pay period), the department must submit the APS hiring request by the January 17 APS deadline. This allows Shared Services time to process the appointment before the February 12 time entry deadline, ensuring the employee can enter their time and receive their first semi-monthly payment on the February 25 pay date.

If you have questions about the dates or deadlines found in the payroll deadline document please contact the Staff Service Centre for assistance.