Payroll Services 

PR Employee Resources

• PeopleSoft Employee Self-Service

  The PeopleSoft Employee Self-Service system provides employees with various payroll-related tools. 

  Employee Self-Service

• KRONOS Website

  The KRONOS system is used to track employee time and attendance. 

  KRONOS Website

  KRONOS Training & FAQs

• IHOP: Policies and Procedures

  The University of Texas Medical Branch at Galveston (UTMB) Institutional Handbook of Operating Procedures (IHOP) contains official policies and procedures for the governance of UTMB and provides its guiding principles.

  IHOP: Policies and Procedures

• New / Rehired Employees

  Welcome to UTMB Health! Please visit our Human Resources website for additional information regarding employment and benefits. 

• Retirees/Retiring Employees

  To those employees retiring, congratulations and we appreciate your years of service and dedication in reaching this milestone. Please see the below links for more information:

  • Human Resources Website
  • Teacher Retirement System
  • Retiree Billing Direct Debit Form
• Separating Employees

  Human Resources website

  Biweekly Employees: Employees receiving their pay by direct deposit will receive their accrual pay out by direct deposit processed with the current Pay Period. Separating employees may expect their final pay stub via USPS to the current home address listed within the PeopleSoft HCM System. 

  Monthly Employees: Monthly employees separating may expect to receive their check including final pay for vacation accruals on the fist working day of the month. Employees receiving their pay by direct deposit will receive their accrual pay out by direct deposit processed with the current Pay period. Separating employees may expect their final pay stub via USPS to the current home address listed within the PeopleSoft HCM System.

• Prizes, Gifts, or Awards

  Prizes, gifts, or awards, when given to employees, are generally subject to Federal Income, Social Security, and Medicare tax withholding. The Internal Revenue Code states that when prizes, gifts, or awards are given to employees, the value of the item represents taxable income to the employee unless the item is considered "de minimis." Failure to comply with the intent of the Internal Revenue Code could result in UTMB incurring substantial tax and penalty assessments in the event of an IRS audit.

  The IRS defines "de minimis" as follows:

  • The value of the item is nominal; and
  • Accounting for the item would be administratively impracticable; and
  • The item is furnished for the purpose of promoting health, good will, contentment, or the efficiency of employees.

  To ensure institutional consistency and compliance with the intent of the Internal Revenue Code, the following are the guidelines that should be applied:

  • Cash and Gift Certificates: prizes, gifts, and awards in the form of cash or gift certificates, regardless of the dollar value, will be considered taxable income to the employee.
  • Tangible Property: prizes, gifts, and awards in the form of tangible property such as flowers, trophies, plaques, artwork, etc. will be considered taxable if the value of the item is greater than $100.

  Exception: Non-cash awards given to an employee for length of service or safety achievement are excluded from taxation up to $400 per calendar year. To be excluded from taxation the award must be given as part of a meaningful presentation and under circumstances indicating that it is not a disguised form of compensation. Length-of-service awards are not exempted from taxation if the employee has been with UTMB for less than five years or has received an award during the current or preceding four years. Safety achievement awards can apply only to jobs involving substantial safety risk and can be given to no more than 10% of employees.

  Exception: Non-cash tangible awards, such as plaques and trophies, that are presented at graduation and other special ceremonies recognizing academic achievement, will not be taxed if the value is less than or equal to $250.

  Please contact your Payroll Services representative if you have any questions in the application of the above guidelines and to receive guidance on how to submit request for payment if the item is taxable.

• Parking Resources

  For information on starting, changing, or cancelling a parking contract, please visit the UTMB Parking Facilities website.

  UTMB Parking Facilities

• Human Resources - myPTO Program

  More information on UTMB's myPTO Program.

PR Employee Resources

• Must a new employee to UTMB begin on the first day of a pay period?
  No, new employees may begin on any day. An employee who is transferring from another department is not considered a new employee and must begin on the first day of a pay period.
• How can an employee get shift differential pay?

  Shift differential eligibility is determined by job title. The department must meet certain criteria in order to be eligible to compensate employees for shift differential. Approval for a department to pay shift differential must be obtained from Human Resources. 

  • Contact HR for Assistance
  • IHOP: 03.04.06 Shift Differential
• How can an employee get on-call pay?

  If your department requires an employee to be on-call, an on call shift differential may be paid to them. Approval for a department to pay on-call must be obtained from Human Resources. 

  • Contact HR for assistance
  • IHOP: 03.04.04 Pay for On Call Classified Employees
• If employees work 12-hour shifts, do they accrue 12-hour holidays?
  No, employees accrue holiday hours according to their appointed hours (8 hours for full time employees), regardless of the shift worked. When a holiday occurs, the appropriate number of hours will automatically accrue for each employee. Holiday hours may be used in any quarter hour increment.
• If employees work a holiday, how are they compensated?
  Holiday hours will accrue if the holiday is not taken when it occurs. Employees have one year from the date a holiday is accrued to use it. Whenever a holiday is used, the system will use the oldest holiday time accrued first.

PR Manager & Timekeeper Resources

• Off-Cycle Check Request

  Departments must complete and submit all historical edits on the timecard within KRONOS prior to the submission of the off-cycle check request form. Please enter a note within KRONOS that the historical edit is to be processed as an off-cycle check. 

  Off-Cycle Check Request Form

• Stop Payment and Re-Issuance of Payroll Check

  When Payroll Services is notified that a check has been lost, stolen, destroyed, or not received, an employee may initiate a stop payment request within 3 business days after the effective date of the original check. A "Stop Payment Form" is completed by the employee and submitted to Payroll Services. 

  Stop Payment and re-issuance of Payroll Check Policy and Form

• Pay Codes for Timekeepers

  For policy questions or clarification regarding employee leave, please consult the UTMB Institutional Handbook of Operating Procedures (IHOP) or your Human Resources Consultant.

  List and definitions of Pay Codes for Timekeepers

• KRONOS to HCM Errors Report

  The KRONOS to HCM Errors report was designed to present errors on hours recorded in KRONOS for which the system will not process payment. Managers/Timekeepers should review and resolve errors for their employees frequently to ensure that the hours processed for payment are accurate for each employee.

  KRONOS to HCM Errors Report Helpful Hints 

PR Emergency Operations & Timekeeping

• Emergency Operations

  To aid in the speed and efficiency of the institution to deal with adverse conditions, all benefit eligible UTMB employees will be designated as essential or non-essential personnel. This is necessary because several departments may require 24-hour staffing even during adverse conditions when routine operations are officially suspended and emergency status is declared. Under these circumstances, essential employees may be expected to report to, and/or remain at work to sustain services, and/or to protect the institutions assets. Please see the links below for more information.

  IHOP Policy: Staffing During Adverse Conditions

  UTMB Emergency Preparedness Homepage

  Tracking Labor During an Adverse Event: Overview

• Emergency Status Timekeeping

  UTMB has developed several documents needed for reimbursement of staff time spent performing work related to adverse conditions and/or emergencies. The requirement to track time begins with the official activation of the University's Incident Command. Please see the links below for more information:

  Emergency Labor Form (Instructions)

  Tracking Labor During an Adverse Event: KRONOS Instructions

  Time Log Form: Word Document or PDF

  Leave Request Form

  Time Adjustment Form

PR Schedules & Deadlines

• General Information
  • Biweekly payroll is created every other Tuesday and the pay date is 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 date of each month.
  • Employees with questions regarding timekeeping or payments should work with their manager or departmental timekeeper, who will contact Payroll Services, if required.
• Payday Schedules and Entry Deadlines

  FY2023 Payday Schedule and Deadlines

  FY2024 Payday Schedule and Deadlines

  FY2025 Payday Schedule and Deadlines

• Personnel Transactions for Active Employees

  All categories of PeopleSoft HCM transactions must be submitted and approved by the below deadlines for the next pay period.

  Biweekly payroll: Submitted and approved by Friday of pay period close
  Monthly payroll: Submitted and approved by approximately the 20th of the month

  These transactions include, but are not limited to:

  • Hire/Rehire
  • LOA Status Updates
  • Separations
  • Position Changes
  • Pay Changes
  • MSS Additional Pay Requests
• Holiday Schedule

  FY 2024 Holiday Schedule

  FY 2025 Holiday Schedule

• TRS Working Retirees Working Hours Schedule
  • FY2023 Allowable Working Hours for TRS Working Retirees

  • FY2024 Allowable Working Hours for TRS Working Retirees

PR Paycheck & Direct Deposit Information

• Viewing Paycheck Stub via Employee Self-Service

  Employee's may view and print their paycheck stub within the PeopleSoft Employee Self Service application. The information on the paystub includes how much was paid on your behalf in taxes, how much was deducted for benefits, and the total amount that was paid to you after taxes and deductions were taken out of your paycheck. Please see the link below for more information:

  Paycheck Stub View Explained

• Direct Deposit

  What is direct deposit? A Direct Deposit Authorization permits UTMB to send an electronic funds transfer of employee's pay to their checking or savings account in an easy, convenient, safe and secure way.

  All categories of employees should enroll in Direct Deposit using Employee Self-Service.

  • New Hires
    

  • Rehires: If you are returning to UTMB, you must re-enroll in direct deposit. Your previous direct deposit record was inactivated upon your prior separation.
    

  • Student/Employee: If you are enrolled in MyStar for direct deposit, you should also enroll in direct deposit with Payroll Services.
    

  • Working Retirees: UTMB Healthcare Systems will need to enroll you in direct deposit with Payroll Services.

  Please see the links below for more information:

  Direct Deposit Request via Employee Self Service (ESS)

  Direct Deposit Request Instructions and Helpful Hints

  Direct Deposit FAQs

• Paper Paychecks
  Employees choosing to have a printed check will receive their check via US Mail. Paper paychecks are mailed approximately two working days prior to the pay date. Using Employee Self-Service, please validate that UTMB has your correct home address used for the purposes of mailing checks. Payroll Services cannot guarantee the delivery date of paychecks distributed via US Mail. All employees may view and print their check stub online using Employee Self-Service. 

PR Paycheck & Direct Deposit Information

• Paycheck Deductions: What is the difference between an insurance check, an optional check and a mandatory check?

  The payroll schedule determines the deductions taken for the Bi-Weekly Employees

  Example - August 2013, 3 Bi-Weekly pay periods

  • Check #1) Biweekly Pay period 7/20 - 8/02 - Insurance
  • Check #2) Biweekly Pay period 8/03 - 8/16 - Optional
  • Check #3) Biweekly Pay period 8/17 - 8/30 - Mandatory

  Insurance check - The pay period which includes the first day of the month is called the insurance check.

  Deductions from this paycheck include:

  • Insurance deductions
  • Retirement deductions (TRS, ERS, ORP)
  • TSA, Deferred Compensation deductions
  • Tax deductions OASDI/EE (social security tax) and MED/EE (medicare tax), Withholding (federal tax)
  • Garnishments

  Optional check - The second pay period of the month is called the optional check.

  Deductions from this paycheck include:

  • FLXMED, (Flexible Heath Care Spending Account), FLXDEP (Dependent Care Spending Account)
  • Optional deductions including, but not limited to Parking, Field House, Charitable contributions, etc.
  • Retirement deductions (TRS, ERS, ORP)
  • TSA, Deferred Compensation deductions
  • Tax deductions OASDI/EE (social security tax) and MED/EE (medicare tax), Withholding (federal tax)
  • Garnishments

  Mandatory check - The third pay period of the month is called a mandatory check.

  Deductions from this paycheck include:

  • Retirement deductions (TRS, ERS, ORP)
  • Tax deductions OASDI/EE (social security tax) and MED/EE (Medicare tax), Withholding (federal tax)
  • Garnishments

  The deduction type of each paycheck is listed on the payday Schedule and Deadlines.

• How does the third paycheck of the month affect net pay?

  Depending on your normal payroll deductions for the first and second checks you may see a difference in the amount of your Federal withholding deduction thereby increasing or decreasing the amount of net pay. As there are no insurance taken and no optional deductions taken usually the mandatory check net (take home pay) is slightly higher.

  Note: Employees owing insurance premiums for prior pay periods, may incur a back deduction on the optional or mandatory check.

• I have received a pay increase. Why do I not see a difference in my net pay?
  When reviewing your pay checks be sure to compare the first pay period of the month to another check that is also the first pay period of the month. This comparison insures you are reviewing the pay checks with the same deductions (example: insurance checks) and see the difference in tax calculations because the before tax deductions for insurance will be the same. In other words, do not compare the second pay period of the month to the first. The difference in the before tax deductions will make it difficult to compare net pays.
• What if payday falls on a holiday?
  The pay date for each pay period is listed on the Payday Schedules and Entry Deadlines.