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Mailing Address:
U.Va. Human Resources
914 Emmet Street
P.O. Box 400127
Charlottesville, VA
22904
Phone: (434) 924-4598
Email: hrdept@virginia.edu
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| Timeline for Direct Deposit and Tax Information Rollover when Adding New Assignments |
Automatic processes are utilized to ensure that new assignments will have the same direct deposit and tax information as the preceding assignments. This is convenient for the employee as it prevents having to fill out the same forms every time a new assignment is created. These processes utilize the current system date as the effective date for updating the new assignment, and so in order for these processes to function successfully new assignments must be added within the payroll period begin and end dates, even when there is additional time to continue adding assignments before the payroll is processed.
Example:
Pay Period
Begin Date | Pay Period
End Date | Last Day Dept Enter
Assignments, Hires, Schedules | Payroll Processing |
|---|
| 12/20 | 01/02 | 01/07 | 01/08 |
Using this period as an example, it is possible to continue create new assignments for the 12/20 to 01/02 period until 01/07, provided the assignments are created retroactively. However, the processes that copy direct deposit and tax information will use an effective date outside of the 12/20 and 01/02 period. In these cases, a paper check will be generated and the employee may be taxed incorrectly. To prevent this, always create new assignments as soon as the employee begins working, and if that is impossible, make sure that the assignment is created prior to the end of the first pay period they work in.
In those rare cases where new assignments have to be created after the pay period end date but prior to payroll processing, please contact the Payroll Department to ensure that direct deposit and tax withholding are correct.
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