Welcome to the Payroll Workshop

1. Welcome to the Payroll Workshop Office of Financial Services

2. Objectives • Information for Employees • Information for Processors • Services offered by Payroll • Where to get more information

3. 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

4. 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

5. 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.

6. 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

7. 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.

8. 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.

9. 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.

10. 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 e-mail notifications.

11. Other Payroll Payments • Casual Labor • Overtime • Contracted Services Payments • Vacation Payments

12. 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

13. Example of OV2 Enter account number to create OV2 Enter EID, Job Class, and Flat Rate amount

14. 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

15. Example of OV5 Enter account to create OV5 Enter HOURS at time and a half Enter EID and Job Class

16. 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

17. Example of OV7 Enter account to create OV7 Enter EID, flat rate amount, and service dates

18. 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.

19. 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.

20. 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

21. Services Offered by Payroll • Direct Deposit • Forms available online, at Payroll, and on UT-Direct • Voided check is recommended

22. 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.

23. 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 Payroll@utep.edu. • Budget Office for monthly appointments at budgetoffice@utep.edu. • No emergency checks are issued for OV2s, OV5s, OV7s, or vacation checks.

24. 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

25. 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

26. 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

27. Questions?