frequently asked questionspayroll.tamucc.edu/assets/payroll faqs.pdf · frequently asked questions...

FREQUENTLY ASKED QUESTIONS

PAYROLL DEPARTMENT

2009

T AMU ‐ C C

2 Frequently Asked Questions

INDEX

General Payroll Questions ………………………………………………………. Pg. 3 6

1.1 Monthly Employees…………………………………………………….. pg. 3

1.2 Biweekly Employees…………………………………………………… pg. 3 & 4

1.3 Direct Deposit ……………………………………………………………. pg. 4

1.4 Paperless Payroll ………………………………………………………. pg. 5 & 6

EPA’s Questions ……………………………………………………………………… Pg. 6 7

Time Traq Questions ……………………………………………………………… Pg. 7 10

Payroll Assistance…. …………………………………………………………….… Pg. 11


General Payroll Questions

1.1 Monthly Employees Q1. Is our December pay that pays on January 1st included in our W-2 for the past FY? A1. No, IRS goes by our check dates not pay periods that we are getting paid for so January 1st check will be on our next year W-2. Q2. How does faculty get paid for the Summer Sessions I & II? A2. Summer I is divided by 1.5 months so the first check will be July 1st (06/01/08- 06/30/08) one full months pay. The second check for Summer I is paid August 1st (07/01/08-07/15/08) half a months’ pay. Summer II is also divided by 1.5 months so the first check will be August 1st (07/16/08-07/31/08) half a months’ pay and the second check for Summer II is paid on September 1st (08/01/08-08/31/08) one full months pay. So if they are working both summer sessions their August 1st check will be a combination of both semesters. Q3. When will I get my first pay check for the Fall semester? A3. Your first pay check for the Fall will be on October 1st (for the month of September). Q4. Now that I don’t receive a pay stub, where do I see my pay information? A4.Go into SSO https://sso.tamus.edu (Single Sign On) then HRConnect then to the payroll tab, scroll down and choose the pay date you want to view and click on the View Pay Stub button. Q5. What is OASI? A5. Social Security Tax Q6. What is OAHI? A6. Medicare Q7. What is FIT? A7. Federal Income tax

1.2 Biweekly Employees Q1. If a student does not take classes can they still be classified as a student? A1. Only during the summer if she/he intends to enroll in the following Fall Semester. Otherwise you will need to change the title to a non-student title. Q2. How many hours is a student allowed to work? A2. Work study programs allow 20 hours per week. Institutional student employees can work as many hours as the department wants. Any hours worked on campus over 40 in a week is subject to overtime. Q3. Is a student exempt from paying taxes? A3. No, as long as a student is enrolled half time or more, they will be exempt from OASI and OAHI, but is subject to FIT according to the W-4 on file.

https://sso.tamus.edu/


Q4. Why are taxes being deducted from my pay check now when they weren’t before? A5. Your student status must have changed.

1.3 Direct Deposit Q1: How do I sign up for Direct Deposit?

A1. To sign up for direct deposit an employee can do one of two things: a. Complete Direct Deposit form and submit to payroll

Or b. Login to Single Sign On (https://sso.tamus.edu) and follow the steps listed below:

Login to Single Sign On: Enter your UIN (Universal Identification Number) Enter your password Click on the SUBMIT button

(NOTE: If this is the first time signing on, enter your UIN and click on the “New Employee-Set up your password” located below the SUBMIT button and follow the prompts)

From the SSO Menu click: HR Connect

Select: Payroll Data Tab

Scroll down to: Direct Payroll Deposit Information Click: “Click to Edit” button

Your options are:

o Enroll in Direct Deposit to my checking account o Enroll in Direct Deposit to my savings account

Select: checking or savings

Enter: Bank Routing Number and Bank Account Number

Click: SUBMIT button

You will be asked to verify information

Click: DATA IS CORRECT-SUBMIT button

Q2. If I sign up for direct deposit online (option “a” above), how long does it take to process? A2. We process direct deposit forms as we get them, so the next time payroll processes, your check will go direct deposit. Q3. If I sign up for direct deposit online (option “b” above), how long does it take to process? A3. It’s automatic, so the next time payroll processes, your check will go direct deposit.



1.4 Paperless Payroll Q1. What does “paperless payroll” mean? A1. Paperless simply means that instead of receiving a paper copy of your earning statement (paystub), you can view/print your statement online (through SSO). Q2. How do I sign up for paperless payroll? A2. Login to Single Sign On (https://sso.tamus.edu) and follow the steps listed below:

1. Enter your UIN (Universal Identification Number) 2. Enter your password 3. Click on the SUBMIT button


4. From the SSO Menu click: HR Connect

5. Select: Payroll Data Tab

6. Scroll down to: On-line Payroll Earnings Information 7. Click: “Click to Edit” button 8. Enter e-mail address: You will receive an email notification to the email you

provide every time you are paid. 9. Select: “On-line Payroll Notification via email (No paper earning

statement)”. 10. Click: SUBMIT button

Q3. Does the paperless option only apply to my earning statement? A3. No. You can also sign up for paperless W-2. Q4. How do I sign up for paperless W-2? A2. Login to Single Sign On (https://sso.tamus.edu) and follow the steps listed below:

1. Enter your UIN (Universal Identification Number) 2. Enter your password 3. Click on the SUBMIT button


4. From the SSO Menu click: HR Connect

5. Select: Payroll Data Tab

6. Scroll down to: On-line W-2 7. Click: “Click to Edit” button




8. Provide a valid e-mail address: You will receive an email notification when your W-2 is ready.

EPA Questions: Q1. Where do I go to create or start an EPA document? A1. Proceed to the Create New Doc tab in the EPA main Menu. Q2. What does “New Iteration” mean? A2. “New Iteration” simply means a new change to the position. Q3. How do I correct the error message “Invalid Effective Date”? A3. Verify the effective date entered on the EPA document and if it is the same effective date used on the previous iteration, proceed by clicking on the “Replace Prior Iteration” box in the EPA Document Information Section. Q4. Can the Funding Source Dates section reflect any date? A4. No. The Funding Source Dates must cover the dates of the Annual Term. If the funding is being split between several accounts, the “From Date” should be the 1st or the 16th of the month. The “To Date” is always the 15th or the last day of the month. Q5. If an EPA document has been canceled, can it be re-opened or edited? A5. No. Once a document has been cancelled, it cannot be modified. Q6. How do I correct the error message “Doc xxxxxxx cannot be closed until Doc xxxxxxx is completed or cancelled”? A6. More than likely you have two active documents for the same PIN and the EPA system only allows one active document per PIN. Identify the active documents in error and either 1) edit and complete or, 2) cancel and void. Q7. Can I create an EPA document by selecting the name, a UIN or a document number? A7. No. The BPP system is organized by positions in PINS and people occupy PINS. You must select a PIN in order to create an EPA document. Q8. How can I reactivate a PIN that has not been occupied in more than two years? A8. You can reactivate this pin by selecting the following document types and action buttons:


Q9. The dept hired someone on 07/11/2008 but when I try to put that date in the funding source line it rejects it, why? A9. The funding source line dates have to match the annual dates and can only be with the date beginning with the 1st of that month or can be the 16th of that month and the ending dates can be either 15th or the end date of that month.

Q10. What are the pay dates for Fall semester, Spring Semester and Summer I and Summer II? A10. Fall pay period dates are 09/01/2008-01/15/2009 Spring dates are 01/16/2009- 5/31/2009 Summer I dates are 06/01/2009-07/15/2009 Summer II dates are 07/16/2009-08/31/2009 Q11.What are the object codes for Graduate Students? A11. Graduate Teaching = 1415 Graduate Research = 1325 Graduate Non-Teaching = 1525 Q12. What are the Title Codes for Graduate Students? A12. Graduate Teaching = 7700 Graduate Research = 9121 Graduate Non-Teaching = 9120 Q13. We just hired someone but will be getting paid out of two or three accounts, but at different source amounts, how can I apply the correct amounts differently to each account in the funding source lines? A13. Go to the section of your EPA that has the Rate Information section on the right side where it says Source Control and click on the drop down arrow and select Locked Amts (L) and then save, then you can edit the Funding Source lines and on the section where the Bud. Salary box is type in dollar amount with no cents and then save and it will update the line number. Then do the same thing for each account. Then make sure you validate and close EPA for routing.

Time Traq Questions: Q1. Do we still send in the time cards to Financial Aid Office? A1. No, they are able to go into TimeTraq and get the information they need. Q2. Where do I go to see a list of students with overtime in my department? A2. Time Traq has a list of reports that are available to all department administrators and approvers by following the steps below:

1. Log in to Time Traq


2. Click on “Reports” tab. (*Note: Only those with a department administrator/approver role will see this tab).

3. To generate a report, select the report from the "Select" dropdown.

4. After you select your report you will need to complete the rest of the report criteria.

Click the 55. Submit button to run the report. The report will be generated and displayed in PDF form, usually in a new browser window or in Adobe Acrobat.

Note: Report criteria will vary from report to report.

Q3. How do I enter 4 and -a- half hours on Time Traq? A3. You need to input 4.50


Q4. If a student works over 40 hours in a pay period will he get overtime? A4. No, only if he works 40 hours in one week Q5. What do I do if I forgot my password for SSO? A5. You can contact payroll or HR at ext. 2630, 2627, 3231, 5792, or 5884, so they can reset your password Q6. When are my hours due? A6.Payroll has deadlines that are posted on the Payroll website at http://falcon.tamucc.edu/~finserv/payroll/pdf/Schedule%20of%202008- 2009%20Biweekly%20Pay%20Period-%20Time%20Traq.pdf. It is up to your dept to let biweekly employees know the deadline for submitting hours. Q7. How do I login to Time Traq?

A7. To access Time Traq you must first login to Single Sign On (https://sso.tamus.edu/). Once you have successfully logged in the Time Traq Button should appear in the SSO Menu Time Traq. (*Note: If Time Traq button does not appear contact the Payroll Department x3231).

Q8. How do I add hours from a previous pay period to an employee’s timesheet in Time Traq? A8. Adding or subtracting hours from an employee’s timesheet is referred to in Time Traq as timesheet “adjustments”.

Q9. I’m not receiving the email notifications that timesheets have been submitted in Time Traq. Why?

A9. While in email is in general a reliable service delivery of messages is not guaranteed. This means that TimeTraq can send an email message successfully but the message still may not be delivered for any number of reasons, including but not limited to:

1. failures on the TAMU mainframe email server 2. failures on a system member's email server 3. local spam filters 4. Preferences have not been setup to receive email notifications.

TimeTraq managers are more likely than any other group to have this problem because they are often choosing to rely on an email notification to instruct them to approve their employees' timesheets. TimeTraq administrators should ensure that managers are trained to realize that they need to approve their employees' timesheets at the end of every reporting period whether they get an email from TimeTraq or not.

Q10. An employee has no hours to report on her current timesheet, but I need to make an adjustment to a previous period. Can I do that on this timesheet?

http://falcon.tamucc.edu/%7Efinserv/payroll/pdf/Schedule%20of%202008-%092009%20Biweekly%20Pay%20Period-%20Time%20Traq.pdf

http://falcon.tamucc.edu/%7Efinserv/payroll/pdf/Schedule%20of%202008-%092009%20Biweekly%20Pay%20Period-%20Time%20Traq.pdf



A10. Yes, normally a timesheet with no work hours cannot be submitted. However, if one or more timesheet adjustment records for positive hours exist, this rule is not enforced. Q11. An employee's EPA was just approved. Why don't I see his/her new pay rate in TimeTraq?

A11. TimeTraq processes EPA changes overnight, so the new rate of pay will be automatically imported into TimeTraq the day after the EPA is approved. (*Note for Department Administrators: If you cannot wait overnight, you can manually update budget by using the “Recalc button” in the employee’s timesheet).

Q12: A new employee has no timesheet for the current period. How does the administrator create one? (*Note: A Department Administrator role is required to create timesheets. Please contact Rachel Flores ext. 5792 or Maria Alaffa ext. 3231 for Time Traq assistance).

A12. In order to add a new employee into TimeTraq a few steps are required, please see below: (1) Complete & submit New Employee Packet to the HR Office.

(*Note: Employment Packets are now available on line on the HR website http://falcon.tamucc.edu/~hrweb/)

2. Create EPA (Only after EPA’s have been through the approval process & item 1 has been completed can you move on to item). 3. Activate Employee Pin in Time Traq

(This can only be done by someone with a Dept Admin role). (A) Log on to Time Traq as a Dept. Admin (B) Click on the Activation Tab at the top of the screen. (C) Enter the employee's UIN and PIN to create a TimeTraq job for the new position.

4. Create Timesheet (A) Click on “RP Review” tab (B) Change Match from “All Timesheets” to “All Jobs”. -Your new employee should now appear on your employee list. - Click on the “Create” button.

Q13. A submitted timesheet didn't show up in the manager's inbox. Where is it? A13. Employees whose jobs have more than one approver will have their timesheets routed to these approvers in sequence. If the manager isn't the first approver in the list, he/she must wait until the first assigned manager approves the timesheet before it will arrive in his/her Inbox. Q14. How does a manager reject a timesheet? A manager rejects a timesheet by selecting it from his/her Inbox and running the Reject command from the Timesheet Overview screen.

http://falcon.tamucc.edu/%7Ehrweb/


Payroll Assistance:

Melissa Wright Payroll Manager Office: USC 116 Unit # 5739 Phone: 825-2408 Email: [email protected] For any questions/assistance regarding: Foreign Nationals Sylvia Garcia Payroll Specialist II Office: USC 126D Unit # 5739 Phone: 825-5884 Email: [email protected] For any questions/assistance regarding: Biweekly Supplemental, Monthly EPA's & Monthly Payroll.

Terry Hidalgo Assistant Payroll Manager Office: USC 112 Unit # 5739 Phone: 825-2411 Email:[email protected] For any questions/assistance regarding: EPA training & Corrections Payroll. Rachel Flores Payroll Specialist I Office: USC 126C Unit # 5739 Phone: 825-5792 Email: [email protected] For any questions/assistance regarding: Time Traq and Biweekly Payroll Maria Alaffa Payroll Specialist I Office: USC 117 Unit # 5739 Phone: 825-3231 Email: [email protected] For any questions/assistance regarding: W-2's, Payroll training signups, Time Traq, Direct Deposits, Employment Verifications.

E-mail Us: [email protected]

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