Payroll - Timelines, Requirements, and Resources

Last Modified on 11/29/2024 1:00 pm PST
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.

Training Video and PPT

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.

  • All deadlines may be moved forward due to holidays and weekends.
  • Initial deadline: 1st or 16th  
  • All Personnel Action Forms (PAF) affecting the pay period must be submitted by this date. This includes terminations and Internal Relief Days for the pay period.
  • All corrections are due by 9am PST on the 3rd and 18th. 
    • Timecards must be fully approved for changes to be applied to the payroll. 
    • Please notify us at payroll@wellhaven.com or (360) 450-4624 of all changes that occur after the initial approval deadline. 
    • 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:

Introducing the Personnel Action Form (pdf)

The PAF is the primary tool for making para staff changes and corrections through Paycom.  Please speak to your Medical Operations Manager if you need to submit PM or DVM changes. 

Fields with a red star * must be completed. Otherwise, please complete only the fields that need to be changed on each form.  This may mean that you complete only one field for a submission and leave the rest blank.  For required fields, “N/A” may be used if there is no other information to be provided. 

The forms are grouped by type.  The following list shows how the forms are grouped in Paycom.  Each form has a hyperlink that will take you to a video walk-through of that form.  Similar forms may be grouped into one training video.  We will work on creating chapters to enable you skip to specific sections of the training. 

Please submit requests at your earliest opportunity to ensure that changes can be completed in the appropriate timeline. 


Compensation and/or Position Changes 

Employee Data Change/Correction 

This training contains:
    • Use this form for legal name changes.  Employees can change other personal data through Employee Self-Service™. 

  • Start Date Change/ Cancellation 

Employee Payout/Bonus

This training contains:

 

Hospital New Hire Activation 

Internal Relief Day Request 

Status/ Position Change 

    • Use this form for all terms unless your location is in OR, or CO. 

    • Use this form even if classification, position or wage changes apply. 



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 are automatically submitted to the Primary Supervisor for approval.  However, requests that are not denied before the payroll review will be reimbursed if they appear to be normal and reasonable. 

  • Requests submitted by the 15th of each month are processed for the following check date of the 25th.  

  • Requests submitted 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:


    Related Articles

    • None
    Was this article helpful?
    Thank you for your feedback!
    Copyright © 2019 WellHaven Pet Health. All rights reserved.