Payroll Services (PAY)

POLICY 2

Effective Date: 07/01/2000

Last Modified Date: 05/12/2004

Initial Payrolling

HRIS (the Human Resources Information System) is a computer-based personnel system. It is now the campus standard, and departments whose Human Resource Facilitators have been trained in its use are expected to use it for personnel actions whenever possible (i.e., the actions available on HRIS are constantly being expanded; as new capabilities come online, HRFs should learn to use them). If you are an HRF and need to be added to and trained on HRIS, please contact Employee Records at 962-2894.

The HRIS system is used for SPA (Subject to the State Personnel Act) positions. These are usually staff members who are paid biweekly.

An electronic PD-7 EPA Personnel Action Form (PAY Appendix 1) is used for most persons in EPA (Exempt from the State Personnel Act) positions. These positions are usually academic in nature and incumbents are generally paid monthly. See also: PAY Procedure 13, EPA Salaries and Wages, Non-Service Post-Doctoral Awards, and Other Practices; and PAY Appendix 36A, Schedule of Cutoff Dates and Paydays for Permanent Full-Time or Part-Time EPA Appointments.

Routing and Approval

Whether you use HRIS, paper forms, or electronic forms access, these forms are just part of the entire employment process and must be initiated, routed, and approved as described in applicable University manuals.

Documentation

Whenever a new employee is added or the information on an existing employee is changed-whether through HRIS or through an electronic form-save a copy of the final result [Print Screen for a PD-7; Personnel Information Form (PIF) for HRIS] and file it with the employee's personnel information.

Time Sheets

Not all employees are required to submit an Employee Time Record, Form PR-7 (PAY Appendix 3). The list below details who must do so. For employees who fall into one of these categories, the white copy of the time sheet must be received by the Payroll Department by 12:00 noon on Monday after the pay period ends. Time sheets may be taken to Payroll; turned in by the HRF when paystubs are collected; or sent through campus mail (but Payroll cannot be responsible for delayed delivery, so this option is not recommended).

Employees in the following categories must submit time sheets. (Non-exempt employees are those subject to the University's Wage-Hour Policy. See Pay Systems/Wage-Hour Policies in the SPA Policy Index prepared by Human Resources.)

• Non-exempt employees paid on an hourly (not salaried) basis (temporary and student employees)
• Permanent part-time non-exempt employees whose Workweek 1 Grand Total or Workweek 2 Grand Total is more than or less than the number of hours regularly scheduled
• Permanent full-time non-exempt employees whose Workweek 1 Grand Total or Workweek 2 Grand Total is more than or less than 40 hours
• Eligible non-exempt employees who work any hours covered by shift premium pay. Details can be found in the Pay Systems/Salary Administration section in the SPA Policy Index prepared by Human Resources.

Full instructions regarding completion and distribution of the time sheet are printed on the reverse side of the form. PAY Procedure 3 explains how to process the time sheet.

Budget Changes

Funding source changes initiated by the employing department are submitted through HRIS.

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