Up to 15 days of Military Reserve Duty Pay within a calendar year is available to eligible regular non-union employees (based on the linked standard practice guideline). For union employees refer to the appropriate collective bargaining agreement for details regarding military reserve duty pay.

Military reserve duty pay up to 15 days in a calendar year is reported using the MIL code on the employee’s timesheet in M-Pathways. 

When using MIL time, the employee’s compensation will be reduced by the amount of base military pay they received for those dates where MIL was reported. Employees have the option to use their vacation time (PTO) instead of MIL time resulting in no reduction of their university compensation. 

If an employee chooses to use MIL time they must provide a Leave and Earnings Statement (LES) from the military for the dates MIL was reported on their timesheet. The LES will be used to calculate the amount of reduced university compensation that is applicable based on the base military pay. 

Whenever MIL time is used, timekeepers should request the LES from the employee immediately upon their return to work or let the employee know before they go on leave that they should submit the LES on their first day back to reduce delays.

It is very important that the LES be sent to the pay analyst on the HR-Payroll Team as soon as possible so they can process and set up deductions in a timely manner.

Please note: Military Reserve Duty Pay is different from a Military Leave of Absence (unpaid). Unpaid Leaves of Absence Standard Practice Guide 

All departments must have a system in place that ensures an accurate payroll in accordance with the Payroll Controls Standard Practice Guide. This includes reviewing gross pay registers after every payroll is processed. The GPR is the final summary of what was paid out in each payroll. 

Review the GPRs as early as possible on the morning following each payroll cut-off day. This way errors are caught and taken care of quickly. Employees should be able to trust they will be paid correctly. Finding errors and resolving them first builds that trust. Even better follow all the “Steps to a Successful Payroll” and avoid errors altogether.

•  Steps for a Successful Payroll - Self-Service & Direct Entry.pdf
•  Steps for a Successful Payroll - Punch & WebClock.pdf

Also, remember there is a weekly correction payroll that runs every Thursday that will also have a GPR to check. This is an important step for many reasons including to make sure other departments do not accidentally charge your short code.

**Important to note:  Some reports in Finance BI will only show pay that was charged to the specific department ID being reviewed. This means if other pay was charged to a different short code or if an employee has two jobs it will not show all their pay on the department specific reports.

To review a complete picture of what was paid to each employee you must run your reports by Static Group in Finance BI or in M-Pathways (MTL_GROSS_PAY_BY_GROUP or MTL_GROSS_PAY_BY_EMPL). 

See the GPR Reconciliation Process for further details.