Payroll and University Payment System (PAY)
Contents
Tasks and deadlines
Payroll transactions feed into the GL and Grants module in CUFS. It is essential that adjustments to pay are processed in the correct period, paying particular attention to staffing movements to minimise overpayments.
Tasks required | Final date for completion |
|---|---|
Check all new staff contractshave been sent toHR | Fri 3 Jul |
| Review the final institution monthly payroll for established staff (stipends, wages, and research salaries). Refer to the CHRIS Burst Report to ensure all payroll account codes are correct | Fri 3 Jul |
Final date for overtime claims input to Payroll | Fri 10 Jul |
Cambridge Casual Workers System (CCWS) - deadline to approve timesheets | Thu 30 Jul |
Final date for input of weekly payments for the 2025/26 financial year (12pm) | Mon 3 Aug |
Final date for making UPS* payments on the 2025/26 financial year | Thu 6 Aug |
Accrue for any payroll costs that should be included in the 2025/26 financial year that will miss the deadline. If required, advice on accruals is available from Central and Research Accounting(CRA). Refer to Appendix A for journal example. | Fri 28 Aug |
*University Payments System (UPS) - visiting lecturers, research participants
Key dates
Payroll accruals
Overtime and UPS costs for the 2025/26 year should be accrued if the institution is aware of them and know they will not make the deadline dates. If the accrual relates to Grants, contact Central and Research Accounting (CRA).
In the GL module, there are specific transaction codes that should be used for payroll expenses (refer to finance training documents for specifics). The credit transaction code for an accrual is VBAK.
| All Payroll payments for the July period will be charged to the financial year 2025/26 |
| In case of queries contact the Payroll helpdesk |