Payroll (cont'd)

Purpose: This document sets forth requirements for maintaining and updating employee personal information.
References: Human Resources Procedures
PT. I: Change of Address, Phone, Name; Directory Services PT. IX: Terminating Employees
PT. II: Hiring Employees PT. X: Routing Approvals for PAR's and Position Requests
PT. III: Leave Accountability PT. XI: Time & Labor and Effort Reporting
PT. IV: Payroll Filing Procedures PT. XII: Work Study Earnings Procedures
PT. V: Payroll Verification PT. XIII: PeopleSoft HRMS Reports
PT. VI: Payroll Checks PT. XIV: Appendix/References
PT. VII: Payroll Reallocations PT. XV: Pending Time and Labor Process for Monthly Employees
PT. VIII: Personnel and Payroll Changes    
Review and Responsibility:
  • Responsible Party: Director, NSM Business Operations
  • Review: Every two years, on or before August 31
  • Director, NSM Business Operations - Fred McGhee
  • Dean, NSM - John Bear
  • Date of Dean's Approval: 09/01/2008

Time & Labor and Effort Reporting


  • Biweekly (non-exempt) employees must complete, sign and date a Biweekly Time & Effort Report. The report is due by the date specified on the university payroll calendar.
  • Benefits-eligible monthly (exempt) employees must submit any leave time taken in P.A.S.S.
  • Supervisor's signature (or designee, in supervisor's absence) must be provided on all biweekly time sheets.
  • Departmental certifying signatory must sign biweekly time sheets.
  • All overtime work must be approved in advance by the supervisor.
  • Time & Labor reports are to be reconciled to check registers to ensure that employees are paid accurately.
  • All staff employees paid on a full-time basis are required to work a minimum of 40 hours per week unless on approved leave status.
  • Effort reporting is required on all federal awards, federal-flow through awards, awards with cost shared effort, and as required, any state and other awards. The effort reports are provided by the Division of Research (DOR) on a quarterly basis for completion by the departments.

Biweekly (Non-Exempt) Employees

  1. Biweekly time sheets are distributed to employees every two weeks
  2. The employee must verify the accuracy of the personal data at the top of the time sheet and report and discrepancies to the Payroll Coordinator.
  3. The employee must complete the time sheet with hours worked and leave taken.
  4. The employee returns the time sheet to either the supervisor or the departmental Payroll Coordinator. Once submitted to and signed by the supervisor, the time sheet must not be returned to the employee. It should be submitted to the departmental payroll coordinator.
  5. The supervisor must verify the hours worked and leave taken, sign the time sheet, and return it to the departmental payroll coordinator. If the supervisor is absent, an authorized designee may sign in the "OTHER APPROVAL" section of the time sheet. A copy of a memo giving signature authority to the designee must be provided to the DBA. the designee must be someone with knowledge of 100% of the employee's activities.
  6. Corrections to Time sheets:
    1. Obtain a copy of the signed time sheet.
    2. Make a single slash through the incorrect information and initial each correction. Never white-out the incorrect information.
    3. Complete a Time sheet Correction/Adjustment form. This form must be submitted for each time sheet with corrections.
    4. Obtain signatures of individuals who originally signed the time sheet.
    5. Submit to Payroll the corrected Time Sheet and the completed time Sheet Correction/Adjustment form.

Monthly (Exempt) Employees

  1. Time Reporter (Employee) - reports elapsed leave time to time and labor on P.A.S.S. for approval. Employee submits paper leave request to supervisor for approval.
  2. Time Approver (Supervisor) - approves reported elapsed leave time only in PS HR 8.9 Manager self service. Supervisors can not sign time sheets unless elapsed leave time has been entered. Nothing to approve if no elapsed leave time has been entered. Supervisors can make adjustments to elapsed time reported or can report elapsed time for absent employees. Supervisors give all approved leave requests to the PA for final reconciliation for the period.
  3. Payroll builds pay sheets for the pay period.
  4. Payroll runs Time Administration process. This process takes approved elapsed reported time and converts it to elapsed payable time.
  5. Payroll Approver (payroll processor in the department) approves all elapsed payable time which makes the time eligible to transfer to pay sheets in payroll. This is the actual elapsed leave time that will be paid. PA should have leave requests for all exception time reported and approved. Reconcile leave requests to payable elapsed time.
  6. Payroll Loads Time and Labor elapsed payable time into the actual pay sheets.
  7. Payroll is calculated and errors reconciled.
  8. Trial payroll is released to the department for review of ALL payable time.
  9. Corrections are made by Time Approvers or Payroll Approvers to fix time in error and approve.
  10. Payroll re-runs Time and Labor time administration processes to the payroll and recalculates the payroll.
  11. Payroll confirmation and distribution.

Additional Information

  1. Time reporters will not enter any regular time - only elapsed leave time.
  2. Time approvers can only approve elapsed leave time.
  3. Employees are not allowed by the system to take more elapsed leave time than the amount in their leave bank.
  4. Employees can not approve their own elapsed time.
  5. Emails will be generated to notify TA's and PA's of reported or payable time that needs to be approved.
  6. The system has the ability to load mass elapsed time for all employees in certain situations (i.e. when the university was closed due to hurricane Ike).
  7. The system can generate a complete audit history for all approval/change transactions.

Effort Reporting

Effort reporting will be administered in accordance with Division of Research procedures as outlined below:

  1. Effort Reports will be provided by the Division of Research (DOR) on a quarterly basis to each department. The report will be emailed to the DBA of the employee's home department.
  2. The Department will designate an Effort Coordinator which can be the DBA or a designee.
  3. The principal investigators and other project personnel will record their effort on the report, sign it and provide it to the Effort Coordinator or DBA.
  4. The effort Coordinator or DBA will retain signed documents as back-up for audits.
  5. The information on the Effort Report must be data entered in RD2K. Each department will determine who will data enter the information. It can be the Effort Coordinator or the project personnel (PI's, research assistants, etc).
  6. The process must be completed within 30 days of the end of the quarter.

Continue to PT. XII: Work Study Earnings Procedures…