Payroll - Timelines, Requirements, and Resources

Pay Periods

• First Pay Period: 1^st – 15^th, paid on the 25^th or earlier
• Second Pay Period: 16^th – End Of Month, paid on the 10^th 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: 1^st or 16^th  
• 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 6^th or 21^st
• 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 requests
  • Batch-Approve Time-Off Requests (Paycom)
  • Time-Off Calendar (Paycom)
• Punch Change requests
  • Punch Change Requests (Paycom)

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:

• Missing Punches can be identified through the Missing Punch Report 
• Filter your employee list by using the Timecard Search

Note: Resources below that are direct links to Paycom require you to be logged in before it will take you to the content.

• Calendar
  • HR & Payroll Dates Calendar
• General/Login
  • You can assist your team with Employee Self-Service (ESS®) login issues through Login Management (paycomonline.net) (Paycom)
  • Paycom Help Menu (Paycom)
• Managing Time-Off Requests
  
  • Managing Employee Time-Off Requests (Guide)
  • Batch-Approve Time-Off Requests (Paycom)
  • Time-Off Calendar (Paycom)
  • Timecard Search (Paycom)
  • Paycom - PTO Reports for Managers (Guide)
  • PTO Overview (Benefits Guide)
• Managing Punch Change Requests
  • Punch Change Requests (Paycom)
  • Missing Punch Report  (Paycom)
• Managing Expenses (Paycom)
  
  • How to Approve or Deny Expenses (Job aid)
• Creating Schedules in Paycom
  • Paycom Scheduler for Managers (Guide & Job aids)
• Onboarding Employees in Paycom
  • Onboarding - Paycom (Guide)

Note: Resources below that are direct links to Paycom require you to be logged in before it will take you to the content.

• General/Login
  • Employee Self-Service (ESS®) login (Paycom)
• Schedules
  • Time Clock Kiosk to Punch In/Out (Guide & links to time clock for your region)
  • View my Timesheet (Paycom)
  • Paycom Scheduler for Employees (Job aid)
• Time-off Requests
  • PTO Requests and Accruals (Guide)
    • Submit a Time-off Request(Paycom)
    • View my Accrual Details (Paycom)
  • PTO Overview (Benefits Guide)
• Punch Change Requests (Guide)
• Expenses (Paycom)
  • How to add expenses (Job aid)
  • Add/view my expenses (Paycom)

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

Quicklinks for all Employees 

• Job aid: Show Me How to Add Expenses

Paycom login required for the following...

• Paycom Add and Manage My Expenses 
• How-To's in Paycom Learning (open link and type "Expense" in the search box)

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

Quicklinks for Hospital Leaders

• Job aid: Show Me How to Approve or Deny Expenses
• If you are a hospital leader and need additional assistance, please email Payroll.
  • payroll@wellhaven.com 

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: