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Payroll Services: Payroll Information

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Payroll Processing

General Information

Distribution of Payroll

Income Tax Withholding Forms

Direct Deposit Changes

Payroll Deductions

Disbursements to Various Agencies

Timekeeper Pay Codes

PAYROLL DEADLINES

Personnel Transactions for Active Employees

Biweekly Time and Attendance Schedule

Time Card Corrections for Biweekly Employees

Separations for Biweekly Employees

Separations for Monthly Employees

Check Cancellations

 

PAYROLL PROCESSING

  • We pay approximately 12,000 employees each month and over 95% participate in direct deposit.
  • Biweekly payroll is created every other Tuesday and paid every other Friday.
  • Monthly payroll is created ten to fifteen days prior to the end of the month depending on how the days fall in the month and is paid on the first working day of each month.
  • There is a Finance - Payroll Services Representative assigned to each department and they are available for consultations regarding payroll and Kronos transactions.
  • Employees with questions regarding recorded and paid time should work with thier manager, who will contact Payroll Services if required.
  • Finance - Payroll Services - Processing Center is located at 1902 Harborside Drive.

Distribution of Payroll

  • The safest, fastest and most convenient way to receive your payroll check is to sign up for direct deposit.
  • Employees choosing to have a printed check will receive their check via the US Mail. Biweekly paid employees' checks will be mailed on Wednesday of Pay Week and monthly paid employees will receive checks in the mail prior to the first day of the month. Using Employee Self Service, please validate that we have your correct home address, as this is the address used for the purpose of mailing checks.
  • All employees may view their check on line using Employee Self Service and may print out the PDF version of the check(s) from this page.

Direct Deposit Changes

  • Why Direct Deposit?:
    • CONTROL - Using Employee Self Service employees may make on line changes to their own direct deposit forms. No paper work involved!
    • MULTIPLE ACCOUNTS - Employees are allowed to establish up to 4 different accounts in which to deposit their paycheck.
    • CONVENIENCE - No more long bank lines on payday.
    • SECURITY - During disaster situations, employees would be assured their money is deposited safely into their account(s). There is no need to worry about lost, stolen, forged, or damaged checks.
    • SPEED - Your pay is deposited on the actual payday. All financial institutions differ in deposit procedures. Please check with your financial institution to confirm their process.
    • EXPANDED RANGE - Direct Deposit is also available for out of state financial institutions.

If an employee wishes to submit a paper direct deposit form, they may visit the Payroll Services Forms page to print the form, sign it and attach a voided check (not a deposit slip) and mail via campus mail to:

  • Payroll Services RT 0921

or via US Mail to:

  • UTMB Payroll Services
  • Route 0921
  • 301 University Boulevard
  • Galveston TX 77555-0921

Income Tax Withholding Forms

  • Using Employee Self Service employees may make changes to their own W-4 form on line.
  • W-4 Changes must be completed prior to the payroll run date in order to take effect on the next check.
  • If an employee wishes to submit an original W-4 via paper, the form is located on the Payroll Services Forms Page. Please complete and sign the form, then mail via campus mail to:
    • Payroll Services RT 0921

or via US Mail to:

    • UTMB Payroll Services
    • Route 0921
    • 301 University Boulevard
    • Galveston TX 77555-0921

NOTE: The Payroll Services staff is not permitted to give tax advice, please consult with your personal tax advisor or the Internal Revenue Service.

  • A form W-4 indicating the employee is claiming EXEMPT may be forwarded to the IRS for verification according to IRS guidelines.

Payroll Deductions

There are many types of payroll deductions that Finance - Payroll Services can help you with.

  • Federal Income Tax
  • FICA
  • All insurances
  • Retirement
  • Annuities
  • Deferred Compensation
  • UT FLEX
  • Union Dues
  • Charitable Contributions
  • Tax Levies
  • Child Support
  • Chapter 13
  • Student Loan Repayment
  • Parking

Disbursements to Various Agencies

Once the deductions mentioned above are completed, disbursements must be made to the various agencies. For example:

  • Internal Revenue Service
  • Insurance Companies
  • Annuity Companies
  • Unions
  • Various Garnishments:
    • Taxes
    • Child Support
    • Student Loans
    • Chapter 13

PAYROLL DEADLINES

Personnel Transactions for Active Employees

Appointments and any change transactions for new or active employees must be in Finance - Payroll Services by Friday of pay period close for biweekly pay cycles and by approximately the 20th of the month for Monthly pay cycles (the monthly payrolls vary according to how the days fall in the month but this is a good general rule). Watch for the reminder on the email broadcast for the monthly deadline. Personnel transactions and leave reporting in Kronos must be complete by this deadline.

Biweekly Time and Attendance Schedule

Monday of pay week:

  • Kronos time forms must be signed off by 5pm (unless notified by Payroll of change in schedule)
  • Historical Edits will not be allowed after 5pm and will not be available until Tuesday after payroll completes

Tuesday of pay week:

  • Changes to an employees pay will require timekeepers to notify payroll by 10am and will be limited to only significant changes in pay
  • Payroll will begin generation noon on Pay Tuesdays with no changes allowed

Wednesday of pay week:

  • Payroll direct deposits are transmitted to the banks
  • Payroll checks are printed and mailed

If you have an unusual situation which would call for canceling a check or direct deposit and reissuing the pay, please contact your Finance - Payroll Services Representative.

Time Card Corrections for Biweekly Employees

  • Corrections to time reported in a previous pay period must be completed no later than Thursday of the current pay in order to be included with the current pay period paycheck
  • Corrections to time reported in the current pay period must be completed no later than pay-week Tuesday at 11 am with entity leadership contact payroll to administer pay
  • Corrections received later than the above deadlines will not be processed until the next scheduled payday

Separations for Biweekly Employees

  • Separations must be entered into the system with the effective date of the separation the DAY AFTER the employee resigns.
  • Separating employees may expect to receive their check or direct deposit pay stub including their pay for vacation and holiday balances on the next regularly scheduled payroll after date of separation.

Separations for Monthly Employees

  • Separations must be in Finance - Payroll Services by approximately the 15th of the month (the monthly payrolls vary according to how the days fall in the month but this is a good general rule).
  • Those separating employees may expect to receive their check including final pay for their vacation and holiday balance on the next regularly scheduled payroll after date of separation.
  • If a separating employee's form did not make this deadline, the regular pay for hours worked will be available to the employee on payday morning as normal and the vacation and holiday pay will be paid on the next regularly scheduled monthly payday.
  • Please speak to your Finance - Payroll Services Representative if you were unable to submit your monthly employee separation by the deadline.

Check Cancellations

  • When an employee receives a check (is not on direct deposit) but it is incorrect and must be cancelled, the original check must be returned to the Employee Service Center by 11 AM on payday before a replacement check will be distributed.
  • If the original check is not returned by the above deadline, a replacement check will not be issued and the additional pay due will be included with the next regular paycheck.
  • Please refer to the Finance - Payroll Services Representative Contact List in the appendix to see who your contact is regarding the processing of personnel transactions and payroll.
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