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Updated General Payroll Form (GPF)

The General Payroll Form (GPF) is a multi-purpose form used to make requests to the Payroll Services office. It replaces many existing payroll forms used before 2012.

Update 5/15/2013: Many files on this page have been updated. Please download the new versions and replace any existing copies on your computer. As of March 2012, The GPF is no longer available as a single Excel file; instead, you can download a file for each specific request type you need, listed on this page.

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. Print out the completed form and attach any necessary supporting documentation.
  4. Have the form signed by the required approvers.
  5. Send the printed, signed form (and attached documentation if applicable) to the Payroll Services office.

Do not submit the General Payroll Form electronically.

Instructions by Type of Request

For General Use

  • Reimbursement: Request that an employee be reimbursed for work-related expenses.
  • Cost Center Adjustment: Transfer payroll charges between cost centers in a past pay period.
    • This process has changed for Fiscal Year 2012-2013. The General Payroll Form will no longer be used for this purpose. Please see the page on Cost Allocation Adjustments.
  • 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.

For Hourly Employees

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

Time Entry/Correction

  • Download file (updated 6/2013)
  • 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.

For Salaried Employees

  • 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.

Off-Cycle Payments

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.

For University Use

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

The General Payroll Form (GPF) is a multi-purpose form used to make requests to the Payroll Services office. It replaces many existing payroll forms used before 2012.

Update 3/9/2012: Version 3.0 of the General Payroll Form is now available. Please download the new version from this page and replace any existing copies on your computer.

This page is specifically about how to 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

Download the Form

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:

  • Start Deduction: Request a deduction from the employee's pay for a university service or fee.
  • Change Deduction: Make a change to an employee's existing deduction.
  • End Deduction: End a deduction that should no longer be assessed to an employee.
  • Refund Deduction: Refund all or part of a deduction that should not have been assessed in a previous pay period.

Complete and Submit the Form

To complete the form:

  1. Open the form in Excel.
  2. 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. To add more employees, you can copy and paste additional rows in Excel.
  4. Print out the completed form.
  5. Have the form signed by the authorized approver.
  6. Send or bring the printed, signed form to the Payroll Services office.

At this time, please do not submit the General Payroll Form electronically.

 

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Georgetown Management System37th and O Streets, N.W., Washington D.C. 20057Phone: (202) 687.0100gmsinfo@georgetown.edu