Employee Workday Help

Payroll and Workday HCM Approval Deadline Calendar

Last updated Tuesday, April 30, 2024

View/Download the 2024 Calendar

Select the above button to view or download a print-friendly PDF of the 2024 Payroll and Workday Approval Deadline Calendars.

The information presented on the calendar is also available in an accessible, tabular format – expand the below menu to view/download.

The below table can be downloaded as an accessible and print-friendly PDF.

Pay Period Payroll Calculation Window Additional Pay Request Deadline (1pm) and
Campus Approval Deadline (5pm)
Timesheet Approval and Costing Allocation Deadlines (9pm) Payday Pay Period Hours
Dec 16-31, 2023 Dec 23, 2023 – Jan 4, 2024 Dec 31 2023 Jan 4, 2024 Jan 10, 2024 80
Jan 1-15 Jan 11 – 19 Jan 15 Jan 19 Jan 25 88
Jan 16-31 Jan 26 – Feb 5 Jan 31 Feb 5 Feb 9 96
Feb 1-15 Feb 10 -20 Feb 15 Feb 20 Feb 26 88
Feb 16-29 Feb 27 – Mar 5 Feb 29 Mar 5 Mar 11 80
Mar 1-15 Mar 12-19 Mar 15 Mar 19 Mar 25 88
Mar 16-31 Mar 26 – Apr 4 Mar 31 Apr  4 Apr 10 80
Apr 1-15 Apr 11-19 Apr 15 Apr 19 Apr 25 88
Apr 16-30 Apr 26 – May 6 Apr 30 May 6 May 10 88
May 1-15 May 11-20 May 15 May 20 May 24 88
May 16-31 May 25 – June 4 May 31 June 4 June 10 96
June 1-15 June 11-20 June 15 June 20 June 25 80
June 16-30 June 26 – July 3 June 30 July 3 July 10 80
July 1-15 July 11-19 July 15 July 19 July 25 88
July 16-31 July 26 – Aug 5 July 31 Aug 5 Aug 9 96
Aug 1-15 Aug 10-20 Aug 15 Aug 20 Aug 26 88
Aug 16-31 Aug 27 – Sept 4 Aug 31 Sept 4 Sept 10 88
Sept 1-15 Sept 11-19 Sept 15 Sept 19 Sept 25 80
Sept 16-30 Sept 26 – Oct 4 Sept 30 Oct 4 Oct 10 88
Oct 1-15 Oct 11-21 Oct 15 Oct 21 Oct 25 88
Oct 16-31 Oct 26 – Nov 4 Oct 31 Nov 4 Nov 8 96
Nov 1-15 Nov 9-19 Nov 15 Nov 19 Nov 25 88
Nov 16-30 Nov 26 – Dec 4 Nov 30 Dec 4 Dec 10 80
Dec 1-15 Dec 11-18 Dec 15 Dec 18 Dec 24 80
Dec 16-31, 2024 Dec 25, 2024– Jan 6, 2025 Dec 31 Jan 6, 2025 Jan 10, 2025 96

Calendar is in PDF format and opens in a new window.

Understanding Deadlines on the Calendar

Unit-Level Best Practices

The below menus provide some of the best advice we’ve heard from our campus partners about how best to plan for the deadlines and, in the process, help ensure that your employees are paid correctly and on time.

We’ve heard from several units who have successfully reduced pay-impacting errors and even sped up approval times by setting their own internal HCM and payroll deadlines – usually several days in advance of the HCM and payroll deadlines provided on the calendar – in order to confirm that all their HCM and payroll transactions are submitted and approved in a timely fashion.

If your unit doesn’t already have their own internal deadlines, you may wish to take a moment to look through your unit’s processes and workflows to calculate how long it takes for any given transaction to be entered and routed through your own department for approvals. For instance, if it regularly takes three business days for a Change Job to be entered and approved within your unit, you may wish to require that all Change Jobs are entered at least three days prior to the Campus Approval Deadline. Or, in order to give your unit administrators enough time to validate time and leave entries – and follow up with any employees as necessary – you may wish to require that certain reports (such as R0207, R0521, R0500 or R0365 to name a few) are run on a weekly or even daily basis.

Different transactions could take more or less time to enter and approve, so you may wish to set several internal deadlines as necessary.

Many units regularly send out reminder emails to employees and administrators about such time-sensitive requirements as:

  • Upcoming deadlines: For example, units often send “Submit Timesheets,” “Approve Timesheets” and “Did you Enter Your Holiday Taken Time Off?” reminder emails several days before the Timesheet Approval Deadline, to help ensure all timesheets and approvals are accurate and completed in time for payroll processing.
  • Which reports they should run to determine if any outstanding actions might be pending: For example, units can send “Start Running R0321 and End/Extend End Dates as Necessary” reminder emails several days before the Payroll Calculation Window opens to identify which fixed-term or temporary employees have upcoming Employment End Dates and need to be extended or terminated. Fun Fact: Encouraging administrators to run R0321 each pay period and taking the corresponding action in Workday can reduce approximately 65% of all payroll errors alone!

Of course, each unit is unique in how they wish to send reminders, and which communication channels work best – in addition to email reminders, we’ve also heard that some departments add tasks and reminders to Outlook calendars, post reminders on Teams or Slack or other messaging platforms, and many also regularly include payroll-impacting reminders in their weekly team huddles.

In addition to running R0321 prior to the Payroll Calculation Window each pay period, one of the most important times to be running audit reports to help prevent payroll errors and ensure your employees are paid correctly and on time is the period between the Campus Approval Deadline and the Timesheet Approval Deadline. For a comprehensive list of the reports your unit should be running each pay period, who should be running them, and when, make sure to see our Payroll-Impacting Reports by Deadline page. During the Payroll Calculation Window, we especially recommend units incorporate the following reports into their workflows:

Deadline Meanings

Deadline Calendar Icon Meaning
Paydays Dollar sign The days on which employees receive their paychecks. More information
UW/Bank Holidays Fully-shaded (yellow) square Payroll-impacting deadlines may occasionally fall on a holiday. More information
Additional Pay Request Deadline
Campus Approval Deadline
Triangle/Exclamation point
  • All underpayment, overpayment, and payroll deduction requests, as well as any paperwork for Foreign National employees, must be submitted to the Payroll Office no later than 1:00 pm PST. More information
  • All review/approval steps in Workday that take place before UWHR HCM Operations’ review step(s) should be completed by this day. The transaction must be in HCM Operations’ queue no later than 5:00 pm PST. More information
Timesheet Approval Deadline
Costing Allocation Deadline
  • All employee timesheets and absence requests must be submitted AND approved in Workday no later than 9:00 pm PST on this day in order to be processed and paid on the next payday. More information
  • All costing allocation changes should be entered and approved by 9:00 pm PST on this day.
Payroll Calculation Window Partially-shaded (green) squares/bar Payroll calculations are performed by the Payroll Office. Units should run Earnings and Actuals reports and other payroll-impacting reports during this time. More information