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Payroll Office

Salary & Wage Transfers

Salary and Wage transfers require changes to both the Payroll and Accounting DEFINE systems. It is a two step process to ensure the employee's pay records are charged respectively to the department correctly. Common reasons that necessitate a transfer are: retroactive appointment modification to an account(s) and incorrect account(s) on a Manual or Overtime voucher.

Salary Transfers  A salary transfer is required when an employee's appointment has been modified in respect to the funding source and retroactive dates.  DEFINE automatically notifies the Payroll Office that an accounting transfer is required when the modified appointment is final approved by Human Resources.

Wage Transfers Wage Transfers are the transfer of payroll payments not generated by a salary appointment. Wages are Hourly Wages, Overtime Wages, and wages based on submitted Manual vouchers. When an error is found in the posting of wages, the department must notify the Payroll Office to initiate the transfer of the wage expense.

Hourly Wage Transfer In addition to the required information listed in the table below, the employee's owning department must first correct the employee's Hourly appointment. The modified Hourly appointment must be final approved by Human Resources prior to the Wage Transfers processed.

Occasional Employee Wage Transfer In addition to the required information listed in the table below, the employee's owning department must submit a corrected Manual Voucher to the Payroll Office, and notify Human Resources Compensation of the account change.

Required Information to Payroll

1  Name and EID of each employee
2  Payroll Period(s) effected
3  Gross Wages to be transferred per payroll period
4  Account number being transferred from
5  Account number being transferred to

Notes

1. Overtime Wages cannot be transferred to an account without an approved Overtime Authorization. See Overtime. 

2. Wages expenses from a prior year cannot be transferred. 

 

 

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