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Payroll Procedures

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Budget Verification Document (BVD)

The Budget Verification Document is a computer printout containing all pertinent information needed for department heads to verify payments to be processed for monthly paid employees. Employees are listed on the BVD by ad loc, and include monthly salary amounts, paying accounts, pay periods, etc. This detail is the department head's official authorization to the Payroll Office to pay the listed employees for the month. Department heads are requested to verify the information, note any adjustments or discrepancies, sign the document, and return it to payroll by the due date.

In order for the Payroll Office to process the monthly payroll correctly, any pending action that might affect an employee's monthly payment should be noted on the BVD. If an employee is not listed and the required Personnel/Budget Action form has been approved and processed, please write them in on the BVD with all necessary information (i.e. name, SSN, PIN, title code, and paying account). Do not use whiteout to make corrections.

If a change occurs after the BVD has been returned to payroll, both the Payroll and Employee Services Offices should be notified as soon as possible. It is vital that information be shared so that employee payments can be processed accurately and corrections can be handled in a timely manner.

Please be aware that budgeted employees should not begin work until the hiring paperwork has been processed. Late submission could result in the employee not getting paid on time.

Supplemental Pay

Payment of anything other than regular monthly pay will be processed on biweekly payrolls. (i.e. overloads, professional services, pay due from prior pay periods, overtime, and lump sum vacation pay). Monthly communication allowances will be paid on the last biweekly payroll of each month. (Some supplemental payments issued will be printed checks, while others may be direct deposit.)

IRS procedures require a federal tax on some types of supplemental wages at a flat 25% rate, including but not limited to: additional compensation, bonuses, payments for accumulated sick leave, vacation pay-outs, severance pay, back pay, awards, and communication allowances.

Overtime

Tarleton State University requires employees being paid for worked overtime to submit to the payroll office a weekly overtime form. The form is similar to the form required by the employee services department for the banking of compensatory time earned. The payroll overtime form allows employees to submit their overtime hours at the end of the week in which the overtime is worked for payment on the next available biweekly pay date.

The university procedure requiring each department to obtain approval, in advance, for all overtime worked for their employees has not changed. This procedure requires a memo approved by the appropriate vice president or equivalent to be on file in the payroll office prior to overtime being worked.

Employees must process all overtime worked, using the new overtime form. After the overtime form has been approved by the employing department, with all necessary signatures, and received by the payroll office, overtime payment will be processed on the next available biweekly payroll.

Payment of overtime to students and non-budgeted temporary employees has not changed and will still be handled on the hourly preparation report (HPPR).

Time sheets

All hourly and non-budgeted hourly employees are required to fill out time sheets. Time sheets serve as permanent records of employment and are used to verify service for various government agencies. Time sheets are subject to audits performed periodically by the State Auditor's Office and auditors of The Texas A&M University System. The employing department should maintain time sheets as long as employees remain actively employed. When the employee has been terminated, all time sheets should be forwarded to the Employee Services Offices along with the terminating Personnel Action Form.

The official workweek for hourly and non-budgeted employees begins on Thursday and ends on Wednesday. A sample time sheet is available online.

Time Sheet Procedures

  1. Time sheets must be completed in ink or typed.
  2. Time sheets must be fully completed including employee name, SSN/UIN, paying account, hourly pay rate, week beginning dates, and the employee status section in the top left corner. (Week beginning dates should include month, day, and year.)
  3. Both the employee and the authorized supervisor/department head must sign time sheets in ink. (Authorized supervisor/department head must be on the account signature card maintained by Accounts Payable in the Business Services Office.)
  4. Employees may not work more than 40 hours per week (Thursday through Wednesday) even if employed by more than one department. The only exception will be with advance approval granted by the department's vice president. The original approved overtime request must be on file in the Payroll Office prior to the overtime being turned in on the HPPR.
  5. Employees who work for more than one department cannot submit overlapping work hours.
  6. A separate time sheet must be completed for each account the employee is paid from.
  7. Both the employee and the supervisor should initial changes to the time sheet. Do not use whiteout for corrections or changes.
  8. Hours worked are rounded to the nearest quarter hour and written as .25, .50, and .75. (i.e. student works from 8:15 to 9:52. 9:52 is rounded to 9:45. Total time worked is 1.5 hours.) Each week is totaled separately. If more than 40 hours have been worked in a one-week period, hours must be separated into regular hours and overtime hours. Totals for the two weeks on the time sheet are combined and written in the space for "Two Week Total Reported on HPPR". The two-week total is then written on the HPPR, which is forwarded to the Payroll Office for payment.
Payroll Process Changes

The Texas A&M University System recently announced two changes coming our way on September 1. The changes are necessary as the system unifies payroll processes at each System member in anticipation of the implementation of Workday in December.

First, the Texas A&M University System will shift the biweekly work week from Thursday through Wednesday to Sunday through Saturday. Sunday will become the first day of the work week for both staff and student non-exempt employees instead of Thursday. This change aligns our biweekly work week with normal trends across the nation and is necessary when calculating overtime.
The second big change is all non-exempt staff employees, both full-time and part-time, will move to a biweekly pay cycle and will begin recording work time in TimeTraq. A direct mailing will be distributed soon to employees who will be impacted by this change, as well as managers of employees impacted by the change.
Here’s what we know so far:

  • Employees making the transition from monthly to biweekly will receive their last monthly check for the month of August on September 1, their first biweekly paycheck on September 15 and the second biweekly paycheck on September 29.
  • Longevity, as earned, will be paid 12 times a year on the first biweekly check of the month.
  • Benefit deductions will be split over the first two bi-weekly pay days in a month and will not deduct from a third biweekly if a month has three pay days.
  • Because the annual salary is divided into 26 pay periods, the monthly pay will be less during months where there are only two paydays and more when there are three pay days in a month.
  • Non-exempt employees will use TimeTraq to record time, as well as continue using LeaveTraq to request leave.
  • Leave requested through LeaveTraq will appear in a weekly timesheet and overtime worked on a timesheet will automatically feed compensatory time in LeaveTraq.
  • TimeTraq and LeaveTraq training is being planned for the summer.


Why September 1 instead of with the Workday implementation in December?

September 1 begins a new pay period for both the monthly and biweekly pay cycles and begins a new fiscal year. There are 26 biweekly pay cycles in a fiscal year, so making the transition at a start of a fiscal year helps with budgeting salaries for the year. If you would like to learn whether your position is exempt or non-exempt, please refer to your position description in Tarleton Connection. If the FLSA code for your position title equals an N or an X, you are non-exempt. More detailed information will be disseminated over the next few months.

Learn more about this initiative.