Transcript Welcome to the Payroll Workshop

Welcome to the Payroll
Workshop
Office of Financial Services
Objectives
• Information for Employees
• Information for Processors
• Services offered by Payroll
• Where to get more information
When are Employees Paid?
• UTEP has 3 payrolls during the month
– 1st Working Day (Monthly Payroll)
– 5th Working Day (1st Semi-monthly Payroll)
– 15th Working Day (2nd Semi-monthly Payroll)
• Which day depends on the employee’s
electronic appointment
When are Employees Paid?
• Salaried assignments pay out on the
Monthly payroll
• Hourly assignments pay out two times per
month on the Semi-monthly payrolls
• Salaried assignments approved late will
pay out on the next available payroll
How Are Employees Paid?
• All employees must have an electronic
assignment in HRMS.
• New employees must complete all HR
paperwork before an assignment can be
created.
• Departments are responsible for the
creation and termination of assignment.
How Are Employees Paid?
• Salaried (Monthly) Employees
– Once the electronic assignment has been approved,
the paycheck is automatically generated once a
month for the length of the appointment
– All budgeted positions are considered monthly
assignment
– Examples: faculty, administrative and professional
staff, classified staff, teaching assistants, and
research assistants
How Are Employees Paid?
• Helpful Hints for Salaried Employees
– Funds for monthly assignment are encumbered for
the length of the appointment
– The AL4 command can help determine who is
assigned on an account
– When an employee is terminated, the department is
responsible for ending the assignment.
– Process any assignment change as soon as possible.
How Are Employees Paid?
• Hourly Employees
– Once an electronic assignment is created,
departments must process an electronic timesheet
(OV1) for each employee.
– OV1s must be generated twice a month
– The 1st through the 15th of the month is paid on the
2nd semi-monthly payroll
– The 16th through the 30th of the month is paid on
the 1st semi-monthly payroll of the following month.
Example of OV1
Enter account to create new OV1
Processor must enter
hours worked.
EID, Name, Job Class automatically
populate with employees appointed
on account.
How Are Employees Paid?
• Helpful Hints for Hourly Employees
– Create the OV1 the day after the pay period
ends.
– Process an assignment change to end an
assignment when an employee leaves
department.
– Use the Administrative Calendar on the
Financial Services website for important
dates. (http://admin.utep.edu/finsvcs)
– Sign up for the Payroll listserv to receive email notifications.
Other Payroll Payments
• Casual Labor
• Overtime
• Contracted Services Payments
• Vacation Payments
Other Payroll Payments
• Casual Labor
– No appointment is necessary
– HRS must have completed paperwork for the
payee
– Used for a one-time, flat rate lump sum
payment
– Paid on an OV2, processed by the
department
– Include explanation for payment on OV2.
– Examples: event ticket takers, parking
attendants
Example of OV2
Enter account number to create OV2
Enter EID, Job Class, and Flat Rate
amount
Other Payroll Payments
• Overtime
– The supervisor’s approval is required
BEFORE overtime can be worked.
– Departments are responsible for maintaining
back up for the payment
– Departments process an OV5
– Include explanation for payment on OV5
– OV5 requires the hours, rather than the rate,
to be entered at 1.5 times
Example of OV5
Enter account to create OV5
Enter HOURS at time and a half
Enter EID and Job Class
Other Payroll Payments
• Contracted Services
– External contracted services are paid
through Accounts Payable
– Internal contracted services are paid
through Payroll
– Internal contracted services include current
employees and former employees who have
been gone less than one year.
– Must have an APS form on file in Payroll
– Departments process payment on OV7
Example of OV7
Enter account to create OV7
Enter EID, flat rate amount,
and service dates
Other Payroll Payments
• Vacation Payments
– Paid to departing or terminated employees
who are eligible for vacation pay.
– Electronic separation document must be
processed by the department listing the
vacation hours and sick leave hours for the
employee.
– Clearance form must be received from HR.
– The process can take up to 6 weeks.
A Note on Salary Spread
• Faculty have the choice of being paid over
9 or 12 months.
• Appointments funded from grant sources
cannot be paid out over 12 months.
• Please notify faculty members of a change
in the funding of their appointments.
Services Offered by Payroll
• Distribution of Payroll
– Earning statements will be delivered by Mail Services
between 8 and 12 to all departments.
– Mail codes are corrected in HRS
Services Offered by Payroll
• Direct Deposit
– Forms available online, at Payroll, and on UTDirect
– Voided check is recommended
Services Offered by Payroll
• Emergency Checks
– Can be requested for situations such as late
approved assignment or OV1 documents
– Are not regular payroll checks but best estimates of
net pay.
– Funds are recouped on the next scheduled payroll
run.
– Checks requested by 10:00 am are ready by 3:00
pm the same day.
– Checks requested after 10:00 am are ready by 3:00
pm the following day.
Services Offered by Payroll
• Emergency checks continued
– To request an emergency check, an e-mail
from the account administrator requesting
the check must be forwarded to:
• Payroll for hourly appointments at
[email protected].
• Budget Office for monthly appointments at
[email protected].
– No emergency checks are issued for OV2s,
OV5s, OV7s, or vacation checks.
Services Offered by Payroll
• UT-Direct (requires a high assurance EID)
– Online earnings statements
– Online W-2 for each year since 2001
– Change W-4 on line
– Change direct deposit information online
– Change mail code
Other Payroll Functions
• W-2 and 1042s processing
• Garnishment processing
• Payments to TRS and ORP companies
• Payments for Insurances
• Non resident alien tax questions
• Retiree insurance payment billing
Contact Information
• The Payroll Office is in University Towers
Suite 100 (1900 N. Oregon). Our number
is 747-5171.
• The Payroll staff is:
– Bertha Garay – Payroll Tech II
– Mike Gonzalez – Accountant I
– Marcos Armendariz – Accountant I
– Cris Lopez – Accountant III
– Olaya Hernandez – Payroll/Tax Manager
Questions?