Pay Group Descriptions in HRS

Overview

In HRS, an employee's Pay Group gathers a set of employees for payroll processing. It is a 3-character code that is associated with a particular UW Payroll Calendar, with specific pay period begin and end dates, and paycheck issue dates. An employee's Pay Group is established in each job record. Within HRS, you can find the Pay Group for an employee's current job on their HR Job Data record, Payroll tab.

Process Considerations:

  • Pay Group values default based on the combination of Business Unit, Empl Class, Pay Basis, Income Code, FLSA status, and Compensation Frequency.
  • Many changes were made to Pay Groups as part of the HRS 9.2 Upgrade.  Pay Groups that ended in a number (to designate a foreign national income code) have been deactivated and are no longer used.  Pay Groups that ended in '5' were deactivated and new, equivalent Pay Groups ending in 'F' were created as replacements.  Pay Groups that ended in '8' or '9' were also deactivated, and the employees who were in those groups were moved to the existing non-numeric, regular Pay Group equivalent.  See the attached documents below for a complete listing of all active and inactive Pay Groups in HRS.
  • As part of the FLSA project, several new H-basis pay groups were created to pay FAASLI annual, academic, summer session and summer service employees on a biweekly basis.  See the attached documents below for a complete listing of all active Pay Groups.
  • EXCEPTION:  A Pay Group code of NON represents an employee's non-paid, zero dollar appointment which is not paid in HRS.

Pay Group Coding

There are six main types of Pay Group codes which are described in the table below:

 If Pay Group begins with:

Applicable Payroll Calendar

  Example

 A

 Monthly Pay Schedule with 12 pay periods; paid monthly; Pay Period Begin Date is first day of month; Pay Period End Date is last day of month; (also known as A-Basis).

ARG

 C

 Academic Pay Schedule with 9 pay periods is specific for each campus; pay period begin and end dates differ based on the campus's academic year dates; paid monthly; (also known as C-Basis).
Note: The second letter of the Academic Pay Group code (e.g. CAR) is the campus identifier, see KB Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS

CAR

H

 Biweekly Pay Schedule with 26 pay periods; paid hourly every 2 weeks for total hours worked; (also known as H-Basis).
Note: This population now includes FAASLI employees who are FLSA nonexempt, including hourly summer session and summer service employees.

HPR

N

A Pay Group code of NON represents a non-paid, zero dollar appointment which is not paid through HRS. Note: Non-paid appointments do not need payroll funding entered in HRS. (See screenshot example below for an employee with a non-paid appointment).

 NON

S

 Summer Session (e.g. Teaching) calendar is specific to each campus; pay period begin and end dates differ; paid monthly (exception: the last S-basis pay period of the summer is paid on the next biweekly payroll paid after the 8M payroll (usually the 8B or 9A). (Summer Session is also known as S-Basis).
Note: The second letter of the Summer Session Pay Group code (e.g. SAR) is the campus identifier, see KB Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS

SAR

V

 Summer Service (e.g. Research or Administrative) calendar is specific to each campus; pay period begin and end dates differ; paid monthly; (Summer Service is also known as V-Basis).
Note: The second letter of the Summer Service Pay Group code (e.g. VAR) is the campus identifier, see KB Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS

VAR


Screenshot Example of Pay Group for Employee's Current Job (Paid Appointment)

You can find the Pay Group code for an employee's current job by navigating to: Workforce Administration > Job Information > Job Data; search for employee; click on the Payroll tab.

Screenshot Example of Pay Group for Employee's Current Job (Non-Paid Appointment)

An example of the Pay Group code NON for an employee's Non-Paid current job is shown below. Employees with non-paid, zero dollar appointments are not paid in HRS; consequently, they do not need payroll funding entered in HRS.

Listing of All Pay Groups

Click the links below to find listings of all active and inactive pay groups in HRS.  Note that the "active" list includes all active pay groups that exist, but there may not be employees assigned to them.


Additional Resources

Related KBs:

Related Links:

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    Keywords:A-Basis C-Basis H-Basis S-Basis V-Basis NON payroll calendar hourly biweekly bi-weekly summer session summer service pay group code nonpaid non-paid zero dollar $0 training reporting paygroup PY, Payroll PY, Payroll PY, Payroll   Doc ID:29890
    Owner:kate i.Group:UW–Shared Services
    Created:2013-04-26 15:00 CDTUpdated:2020-08-04 15:26 CDT
    Sites:Human Resource System (HRS), UW-La Crosse, UW–Shared Services
    Feedback:  8   1