University Payroll & Benefits has updated and improved the procedures for the submission and approval of payloans. The new procedure took effect November 1, 2020.
Requesting a Pay Loan
A pay loan may be requested for eligible employees who will not get paid on the current scheduled pay date and a payroll adjustment cannot be submitted due to:
- Delayed new hire processing and job set-up, or
- Job changes not completed in Banner
Pay loans will not be approved for:
- Terminal vacation and sick leave payouts
- Payroll for future pay periods
Eligible employees are:
- Civil Service, Academic Professional, and Faculty
- Eligible nonresident alien employees with a TCN or SSN
NOTE: Extra Help and Student Employees are not eligible for a pay loan due to the length of appointments and sporadic schedules. Exceptions must be approved by the Senior Director/designee of University Payroll & Benefits.
Requirements
- Units may request a pay loan for their employee equaling 60% of the gross wages or earnings that are delayed.
- HR Front End (HRFE) transaction must be started but not yet applied to Banner.
- Employee must be eligible (see requirements above).
- Unit will submit a Prior Underpayment Adjustment (PUA) in PARIS once the job is available.
- The pay loan amount will be deducted in full from the payroll adjustment for missed pay and any future salary or wage payments, if necessary.
- If the amount cannot be re-captured from the employee’s future salary or wages, UPB will charge the unit/department the loaned amount plus taxes or other required withholding.
Process
To request a pay loan, the unit must complete the steps below:
1. Acquire the Required Documents
- Complete the Request for Pay Loan Form and obtain signatures from both the department and the employee. Electronic signatures are acceptable. Save the signed form for upload into the Travel & Expense Management application (TEM).
- Supply HRFE support documentation. Take a screen print of the HRFE transaction including job details for each position you are requesting a payloan for. Save as a file(s) for upload into TEM.
2. Submit an Expedited Payment Request (EPR) in the Travel & Expense Management application (TEM)
- A Power User must create the EPR on behalf of the employee
- Documentation must be uploaded and attached to the TEM transaction:
- Request for Pay Loan Form with signatures
- Screen print of HRFE Transaction Page including Job Details
- Approved pay loans (EPRs) will be issued at 3:30 p.m. the following business day
Contact:
Questions or concerns regarding this change in process can be referred to University Payroll & Benefits Customer Service at payinq@uillinois.edu, Chicago (312) 996-7200, Urbana (217) 265-6363, Springfield (217) 206-7144.
