Payroll - Timelines, Requirements, and Resources

Please reach out by phone: (360) 450-4624, or by email: payroll@wellhaven.com if there is anything we can do to support you with Paycom or payroll.

Pay Periods

  • First Pay Period: 1st – 15th, paid on the 25th or earlier
  • Second Pay Period: 16th – End Of Month, paid on the 10th or earlier

Weekends or holidays within the payroll timeline move deadlines/check dates to the previous business day (sooner).

Approval/Processing Timelines

Initial approvals are due on the first business day after the period ends.

  • This may be moved forward due to holidays and weekends.
  • Earliest dates: 1st or 16th  
  • All Personnel Action Forms (PAF) should be submitted by this day.
    • This includes terminations and Internal Relief Days for the pay period.

Final corrections/approvals are due before 8am PST, two business days before payroll is processed.

  • The latest this would occur is the 6th or 21st
  • Timecards must be fully approved for changes to be applied to the payroll.
  • Please notify payroll@wellhaven.com of any changes that occur after the initial approval due date.
  • Direct deposit changes made after payroll processing will not be applied.

Expected Payroll Approvals:

Note: Resources below that are direct links to Paycom require you to be logged in to view the content. 

Time-Off and Punch Change Requests should be approved at the earliest opportunity.

  • Expenses (Paycom)
    • See the Expenses & Travel Reimbursement tab above if you need more details on the process.

Timecard Approval TIPS:

Review the WellHaven Pet Health Travel and Expense Policy

Deadline to Submit for Reimbursement After Expense Incurs

The IRS, stated in Treasury Regulation Section 1.62-2(g), requires expense reimbursements to be submitted no later than 60 days past the expense being incurred. To ensure timely reimbursement, WellHaven encourages expenses to be submitted within 30 days of the expense being incurred.

Reimbursement Time Frames:

  • Requests submitted & approved by the 15th of each month are processed for the following check date of the 25th
  • Requests submitted & approved from the 16th to the end of the month are processed for the following check date of the 10th.

Quicklinks for all Employees 

Paycom login required for the following...

  • Expenses 101 for Employees
  • Employee Self-Service: Add Expenses

Quicklinks for Hospital Leaders

How Reimbursements Display on Pay Stubs:

Expense Reimbursements are added to your paycheck as a negative deduction.  These deductions increase net Pay but have no effect on your earnings.  Each reimbursement category has its own deduction code, so you may have more than one item listed for each reimbursement request: