PAYROLL OFFICE

PAYROLL OFFICE PRESENTER: CHRISTY MARTINEZ PAYROLL SPECIALIST

PAYROLL OFFICE

-Ensure employees work the hours reported

-Better to UNDERestimate than to overestimate hours when unsure of schedule

BI-WEEKLY PAY SCHEDULE: PAY DATE PAY PERIOD # OF

DAYS TIMESHEETS

DUE ESTIMATION NECESSARY?

Aug. 31, 2012 Aug. 9 – Aug. 22 10 days August 16th Yes – 5 days

Sept. 14, 2012 Aug. 23 – Aug. 31 7 days August 23rd Yes – 7 days

Sept. 21, 2012 Sept. 1 – Sept. 12 8 days September 13th No

Sept. 28, 2012 Sept. 13 – Sept. 19 5 days September 20th No

Oct. 12, 2012 Sept. 20 – Oct. 3 10 days October 4th No

PAYROLL OFFICE

–If necessary, prior pay period adjustments should be reported in detail directly to the Human Resources Office via email – [email protected]

–Timesheets should be submitted to Payroll no later than 11:00 am on due dates. This is not the time employees/departments should begin completing or collecting them. If earlier departmental deadlines are necessary for compliance, please do!

•Remember to allot time for both Manager and Department Approver to review and submit timesheets to Payroll for processing.

TIMETRAQ REMINDERS:

mailto:[email protected]

PAYROLL OFFICE

-Please be sure to inform students of early pay dates and timesheet submission deadlines (highlighted) ahead of time.

-To view the entire BW Pay Schedule for FY 2013, go to https://inside.tamiu.edu/payroll/payroll/

OTHER DATES TO REMEMBER: PAY DATE DUE TO T/S DUE DATE

Wednesday, November 21, 2012 Thanksgiving Tuesday, November 13, 2012

Friday, December 21, 2012 Christmas Tuesday, December 11, 2012

Friday, January 4, 2013 New Year Tuesday, December 18, 2012

Thursday, March 14, 2013 Spring Break Wednesday, March 6, 2013

https://inside.tamiu.edu/payroll/payroll/

Electronic Personnel Action (EPA) Overview PAYROLL OFFICE

–Submitting an EPA for a prospective employee creates a record for him/her in the Payroll system (BPP).

–Payroll payments cannot be made and timesheets cannot be generated until the EPA is fully routed (in ‘Completed’ status).

–Permanent/Non-temporary position records (including student positions other than work- study) automatically roll over in BPP from one FY to the next during the budget process (no EPA necessary).

•Note: These position records will roll over August 20th and departments should ensure position information is correct in Canopy

Electronic Personnel Action (EPA) Overview PAYROLL OFFICE

–Federal, State, and Community work-study positions (as well as positions funded solely by a Grant) are considered “Temporary” positions, subject to funding.

•EPA is required to activate position in new FY •You may begin creating EPA’s for FY 2013 starting August 13th

Therefore, if EPA’s are not submitted timely as required, employees will not get paid on time!

Please check up on the routing status of your EPA’s to ensure

this does not happen to your students.

Tips for Creating EPA Documents for Students PAYROLL OFFICE

–When hiring a work study, verify the PIN assigned to you by Financial Aid already exists in your adloc in the current year (FY 2012).

–To view the PINs assigned to your department for the current or previous year(s):

•Sign in to Canopy (http://canopy.tamus.edu) •Select the EPA Module •Enter your departmental adloc next to Search for: •Click “Search” (Results may vary based on fiscal year, vacant status, position type, and document status)

http://canopy.tamus.edu/




– If PIN exists:

– If new position (PIN does not exist), and have active work study

PIN in dept. for FY 2013:


– If new position (PIN does not exist), and no active work study PIN in dept. for FY 2013:

– PIN must be left blank

– This option will not contain any pre-filled information, creators may want to print out EPA for position from prior year for guidance.

