25-P-024 Fiscal Year End Payroll Processing for FY 2025

This informational circular discusses key payroll processing concepts to aid in fiscal year end closing. 

Note: A separate information circular regarding the fiscal year 2025 payroll contribution rates will be issued as soon as the information becomes available. 

Off-Cycle C Payroll for Pay Period End 6/7/2025 has been cancelled.  The final opportunity to run payroll adjustments for fiscal year 2025 will be Off-Cycle B, which will run on 6/17/2025, with a paycheck date of 6/23/2025.

Regent Off-Cycle B Cutoff

Cutoff for Off-Cycle B for pay period end 6/7/2025 will be 9:00 A.M., 6/16/2025.  We will be unable to accept any Regent Off-Cycle B files received after this date and time. 

Budget End Date and Fiscal Year Changes

The Budget End Date and Fiscal Year on the Department Budget tables will be updated centrally at the beginning of the fiscal year. This process (BUD006) is scheduled to run during the nightly batch cycle on June 15, 2025. In that process, a new row will be added to the Department Budget tables with an effective date of June 8, 2025 (the beginning date of the first on-cycle payroll charged to FY2026). The Budget End Date will be June 6, 2026.

Agencies should not enter any rows in the Department Budget table with an effective date greater than or equal to June 8, 2025, until agencies have been notified that the BUD006 process ran successfully.

A special run of the KPAYGL5C (paycheck accounting transactions file) will be processed on Friday June 20, 2025, after the ‘B’ off-cycle process has been completed for the June 7, 2025, pay period end date. A SHARP Infolist message will be sent to agencies after the KPAYGL5C has finished processing on June 20, 2025.

Payroll Adjustments

Agencies need to complete all FY2025 payroll adjustments on or before the Off-Cycle B which processes on Tuesday night, June 17, 2025.  Off-Cycle B is the last payroll cycle for FY2025.  This includes clean-up of all Rejected by Payroll (RP) rows listed on the Reject by Payroll (Payable Time) Time and Labor Workcenter Query.  Any adjustments processed after Tuesday, June 17, 2025, will be included with FY2026 transactions and processed with Off-Cycle A on Monday, June 30, 2025, for the June 21, 2025, pay period end date.

Benefits Contribution Rates

Supplementals and adjustments use the benefit contribution rates effective for the pay period being adjusted. Supplementals and adjustments for pay period ending dates greater than June 7, 2025, will use fiscal year 2026 rates.

Fiscal Year Expenditure Impact

Supplementals, adjustments and reversals will be charged to expenditures in the fiscal year of the off-cycle paycheck date regardless of the pay period being adjusted.  Off-Cycle B (scheduled for June 17, 2025, paycheck date June 23, 2025) for the pay period ending June 7, 2025, will be the last opportunity to have a paycheck adjustment charged to FY2025. 

The fiscal year expenditure impact applies to both SHARP agencies and Regents institutions.

Regents Institutions Responsibilities

Regents institutions are responsible for ensuring the correct benefit and tax contribution rates are used when calculating payroll for employees of their agencies and for ensuring the SMART INF06 interface files impact the correct fiscal year.

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