Calendars and Forms

Calendars

Employees of Georgetown University are paid on a bi-weekly or monthly schedule.  The Payroll Calendar indicates when important information is due to Payroll Services (such as timesheets) to ensure that employees are paid accurately and on time.

Forms

General Payroll Form (GPF)

The General Payroll Form (GPF) is a multi-purpose form used to make requests to the Payroll Services office.

General Instructions

  1. Download one of the Excel files listed on this page.
  2. Open the file in Excel and fill in the fields with a white background, or select a value from the list in fields with a blue background. Fields with a red background are prefilled for you.
  3. Save the completed form and attach any necessary supporting documentation.
  4. Have the form signed by the required approvers.
  5. Send the signed form (and attached documentation if applicable) to payrollservices@georgetown.edu

Instructions by Type of Request

  • ProCard Repayment: For processing a ProCard repayment via payroll deduction
  • Reimbursement: Request that an employee be reimbursed for work-related expenses.
  • Exception One-Time Payment: Request a one-time payment for an employee who is not in your department, or a one-time payment charged to a cost center other than the employee’s default cost center(s), or both. Payment may be requested for a past, current, or future pay period.

Call Pay & Meals: Request call pay for an employee in the current pay period or a past pay period.

Time Entry/Correction

Correction to Hours in Prior Pay Period: Correct only hours that were improperly recorded on a timesheet in a prior pay period.

Timesheet Override: Report hours that an employee worked in the current pay period in a department where the employee does not have a position.

Correction to Prior Pay Period Timesheet Override: Correct hours or rates that were improperly recorded on a Timesheet Override in a prior pay period.

Involuntary Termination – Hourly: Request all the payments that should be part of a terminated hourly employee’s final paycheck.

  • Download file   (updated 5/2013)
  • Retroactive Pay for Salaried Employee: Request retroactive pay for a salaried employee who should have received pay in a past pay period. Use only for off-cycle changes that cannot be accomplished in GMS.
  • Repayment of Overpayment – Dock Pay: Dock an employee’s pay in order to repay a previous overpayment.
  • Involuntary Termination – Salaried: Request all the payments that should be part of a terminated employee’s final paycheck.
  • Voluntary Termination – Salaried: Request leave payout, if the automatic payment was not processed.

If it is urgent that the employee receive payment before their next regular paycheck, complete a GPF Off Cycle Payment Request Form  and attach it to one of the following GPF forms:

  • GPF Correction to Hours in Prior Pay Period
  • GPF Correction to Prior Pay Period Timesheet Override
  • GPF Retroactive Pay for Salaried Employees

If you are requesting an off-cycle payment for retroactive pay that is pending in GMS, in order to avoid paying the amount again on the employee’s next regular paycheck, please also attach:

  • GPF Repayment of Overpayment – Dock Pay

See the previous sections for the instructions and Excel files for these forms.

Using the GPF, an authorized department can start a deduction, change an existing deduction, end a deduction, or refund a deduction that was overcharged.

More on General Payroll Form: Deductions

You can use the GPF to submit voluntary deductions. Voluntary deductions are submitted by specific university offices that offer services that employee can pay for with a payroll deduction.

Using the GPF, an authorized department can start a deduction, change an existing deduction, end a deduction, or refund a deduction that was overcharged. The following types of deductions can be processed:

  • Campaign Fund
  • Child Care – Hoya Kids
  • Child Care – Law Center
  • Fitness Center – Yates
  • Fitness Center – Law Center
  • GOCard
  • Parking – Pre Tax
  • Parking – After Tax
  • Parking Citation
  • Smart Benefits – Transit
  • Smart Benefits – Parking
  • United Giver

To use the General Payroll Form for deductions, depending on the type of change you want to request, download one of the following Excel files:

SmartBenefits Payroll Deduction Form

Georgetown employees who use Metrobus and Metrorail can receive pre-tax transit benefits by enrolling in SmartBenefits. Visit the Transportation webpage to learn more.

SmartBenefits Payroll Deduction Form