PAYROLL PROCESSING
- We pay approximately 13,600 employees each month and over 80%
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. They
are available for consultations regarding personnel transaction
processing (see Finance - Payroll Services Representative contact list)
- Finance - Payroll Services - Processing Center is located at 1902 Harborside Drive.
Distribution of Payroll
- Employees choosing to have a printed check will receive their
check via the US Mail. Checks will be mailed on Wednesday of Pay
Week. Please validate that we have your correct home mailing address.
- All employees may view their check on line using Employee Self
Service in the People soft module.
- Vacation and personal leave accruals are paid to separating
employees on the final paycheck that follows the pay period during
which the separation is effective. It is available as follows:
- If the employee is set up for direct deposit, it is
available in the account one business day after the regular
pay day.
- If the employee is set up to receive a check, it will be
available for pick-up after 4:30 p.m. on the regular pay day.
Income Tax Withholding Forms
- W-4 Changes – must be completed by Friday, the last day of the
biweekly pay period or the 15th of the month for monthly
pay period.
- Obtain a W-4 form from the Employee Service Center, Rm. 232 Admin.
Bldg.
or from the Finance - Payroll Services Web Site.
- Complete, sign and return this W-4 form to the Employee Service
Center.
NOTE: The Employee Service Center 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.
NOTE: Faxed Copies of the W-4 Forms cannot be accepted
Direct Deposit Changes
CONVENIENCE – No more long bank lines on payday.
SECURITY – Knowing that your money is deposited safely in
your account – even if absent from work on payday. 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.
E-STUB-- Programming is in place to enable employees to have
their direct deposit pay stubs e-mailed to their UTMB Exchange
E-mail address.
- Direct Deposit changes must be completed by Friday, one week prior
to pay day for biweekly paid employees or by the fifteenth of the
month for monthly paid employees.
- Employee completes a Limited Power of Attorney form and attaches a
voided deposit slip or check.
- The Direct Deposit form is available at the Employee Service
Center or on our website.
- When an employee is paid incorrectly and has direct deposit, the
original direct deposit must be retrieved from the bank before a
replacement direct deposit may be completed.
- A direct deposit cancellation agreement must be read, signed by
the employee, and returned to the appropriate Finance - Payroll Services
Representative in
order to cancel and reissue a deposit.
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
- Texas Tomorrow
- Savings Bonds
- Parking
Disbursements to Various
Agencies
Once the deductions mentioned above are completed, disbursements
must be made to the various agencies. For example:
- 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 pay
- 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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