Faculty Payroll Deadlines

Payroll Process

Below is a brief outline of the payroll process as it exists between the Payroll Office, Academic Affairs, and the division secretaries. 

  1. Academic Affairs (A.A.) receives the LACOE Payroll Calendar from the Payroll Department.
  2. A.A. reviews the Payroll Calendar dates to determine our staggered schedule. A.A. dates are adjusted to allow one to two days after receiving the Positive Pay payroll and for the TA-based payroll to be submitted. This allows time to input the necessary information.
  3. Once generated, the Overload & Part-Time Payroll Calendar is sent to all of the secretaries who submit Payroll information to Academic Affairs.
    • These staggered deadlines provide A.A. the time it needs to properly input the information, run the Preliminary Payroll Report, proof it, and submit it to the Payroll Office.
  4. The preliminary report must be submitted on the date requested by the Payroll Department so they may begin processing the payroll.
  5. After A.A. has submitted the Preliminary Report to Payroll, the corrected Payroll Reports are sent to their respective divisions to proofread (our second set of eyes).
    • Divisions return the reports to A.A. with any corrections or changes that may be needed by the date established on the A.A. timeline.
    • If no corrections or changes are needed, the division should send an email stating that none are needed, which indicates that they have proofread their report.
  6. A “Correction Sheet” is generated from any corrections submitted and each adjustment is input in the system.
    • The “Correction Sheet” is submitted to the Payroll Office the morning of the date specified on their timeline.
    • Any changes provided to A.A. after the “Correction Sheet” has been submitted to the Payroll Office, will be forwarded to Payroll via a memo. It may result in the instructor being paid late.

 

2024-25 LACOE & Payroll DeadLines

 

CONTACTS

Contact the following offices for assistance or information regarding payroll issues.

Human Resources

  • Personal information on the Teaching Assignments such as name, address, phone numbers, etc.
  • Employment Status (especially if the Teaching Assignment has “n/a” where “Full” or “Part” should be

Academic Affairs

  • Teaching Assignments
  • Hour Calculations
  • Schedule Changes
  • Release Time
  • Deadlines

Payroll Office

  • Pay check deadlines
  • Hours into pay

IT  

(Cc Dean of Academic Affairs)

  • PeopleSoft CS access
  • System troubleshooting

 

Additional Resources

The following attachments are from the Payroll Collaboration Workshop held on June 14, 2024.