Department Payroll Menu

The following links comprise the Department's Payroll sub-menu. These links are the most common source of payroll information for UTSA departments. Please select one of the following links to continue your selection.

Department Payroll Information

Emergency Checks

Payroll Office: Off-Cycle Checks

Situations may arise when an employee's assignment or timesheet did not meet Human Resources or Payroll Services Office's deadline to process the payroll payment.

If the employee experiences a financial hardship due to the missed payroll payment, they may be eligible for an Offcycle check.

For more information, including eligibility requirements and procedures, see operational guideline Off-Cycle Payroll Checks.

If eligible, the department must submit the Offcycle Check Request form to Payroll Services.

Refer to the Offcycle check FMOG for more details.

Fringe Benefits

Payroll Office: Fringe Benefit Information

Definition: Fringe Benefits are payroll Employer Paid Expenses while employing an employee above the employee's salary or wage compensation. Fringe Benefits are charged proportionally to the funding tied to the Combo Codes provided to Budget via the Department Budget Table funding process.

For budgeting purposes only, you may estimate your department's Fringe Benefit expense by the following categories.

Benefit Eligible Employees: Multiply Total Compensation by each row of benefit rates for Lines 1, 2, 3, 4, 5, and add product of $1,056.10 multiplied by the number of months of employment for the academic year for Line 6. Apply Line 7 if applicable, and sum all products.

Non-benefit Employees: Multiply Total Compensation by each row or benefit rates for Lines 1, 3, and 4, and sum all products.

Student Employees: Multiply Total Compensation by each row or benefit rates for Lines 1, and 4, and sum all products. Qualified students during an enrollment period month may be exempt from OASI, Line 1.

Line Benefit Rate Limits

1

OASI 6.20% (0.062) Social Security
1.45% (0.01450) Medicare
7.65% (0.0765) Total OASDI
Social Security Wage Base $132,900 (effective 01/01/19)
No Limit for Medicare tax

2

Retirement Regular Employees
  1. 7.5% (0.0775) TRS matching
  2. 8.5% (0.085) ORP matching
Working TRS Retirees (FTE >= 0.5)
  1. Pension Surcharge: 14.5% (0.145)*
  2. TRS Care Surcharge: Variable*
    1. Per TRS table by employee
    2. Call Benefits for amount
  3. *Employee will pay partial amount for surcharges.
Wage Base $275,000

3

Unemployment Compensation Insurance (UCI) .507% (0.00507) – Effective 09/01/2019

Rate is subject to change without notice to fund unemployment claims.
Wage Base $9,000

4

Workers Compensation Insurance (WCI) 0.181% (0.00181) – Effective 09/01/2019 No Limit

5

Vacation Sick Leave (VSL) 1.20% (0.012) – Effective Date 09/01/2019 No Limit

6

Premium Sharing Rates
Only for employees in Benefits' Eligible Positions
FTE = sum of Full Time Equivalent ratio of all job assignments
Insurance Coverage
Employee's FTE

Employee Only

Employee &
Spouse

Employee &
Child / Children

Employee &
Family

Effective 09/01/19
FTE: 0.75 to 1.0
$628.05 $957.27 $838.70 $1,169.89
Effective 09/01/19
FTE 0.5 to 0.749
$314.03 $478.64 $419.35 $584.95

7

University Salary Supplement* USS None $50.00 $75.00 $125.00
*University Salary Supplement (USS) only applies to selected grandfathered active employees with medical coverage premiums meeting Supplemental Premium Sharing allowance prior to 9/1/2003. Employee is no longer eligible for USS allowance, if employee reduces medical coverage level to Employee Only or receives a salary increase to $50,000 or above. Once employee becomes ineligible for USS allowance, employee is considered ineligible from date of first ineligibility.

Non-Employee Payments

Payroll Office: Non-Employee Compensation

Non-Employee Compensation is a payment for personal services. Personal services may be provided by an Independent Contractor, Honorarium for speaking, Participation Fees, and many other types of compensation other than payment for labor.

Non-Employee Compensation begins with an Agreement or Contract to pay the Non-Employee individual. To select the appropriate Agreement or Contract for services, visit the Business Contracts Office.

Foreign Nationals

Regardless of the classification of payment, all payments, both wages and non-employee compensation, to Foreign Nationals (all Non-US citizens) are processed through the Payroll Office to ensure proper and special reporting and possible tax withholding.

Purchase Order Restriction Foreign Nationals are not to be paid via PO or PB4s. An Agreement must be submitted with a corresponding VP2 document.

More Information View Foreign National Payments section for more detailed information.

Overtime

Payroll Office: Overtime Payout

Policy requires Non-Exempt employees that work in excess of 40 hours during a work week to be compensated for such Overtime by receiving Overtime Compensatory Time Earned time at a rate of 1.5.

Accrued Overtime Compensatory Time Earned
Overtime earned is calculated systematically by the Time Labor system via the Timesheet reporting process, and the Overtime earned is placed in the employee's Overtime Compensatory Time Earned (OTCE) balance. When the OTCE is updated the earned hours are available for use. The soonest eanred OTCE may be processed is when the previous work week (Monday through Sunday) is entered on the following Monday in Time Labor system.

Department have the authority to require the employees to take time off in order to reduce Overtime Compensatory Time Earned balances.

Departments may choose to pay Overtime Compensatory Time Earned at their discretion based on their divisional Vice-President or Provost's directions.

Advanced Approval Required & Payment
Advanced approval to payout out Overtime Compensatory Time Earned is required. Departments may submit an Overtime Authorization Request form to the Payroll Services Office. Payroll Services Office is not authorized to process for payment an Overtime request form for which advanced approval has not been obtained.

Other Information
An employee may accumulate up to a maximum of 240 hours, and 480 hours for certain emergency personnel as determined by the Human Resources Office. Any Overtime Compensatory Time Earned above the 240 or 480 hour limit are required to be paid out.

Overtime Compensatory Time Earned balance of the employee at termination is paid out to the employee.

Visit the Overtime Section of Handbook of Operation Procedures (HOP) for information about Accrued Overtime (banking), forced payout, and other department requirements.

Definitions
Non-Exempt Employees Non-Exempt employees are employees who do not fall under the Executive, Professional, or Administrative exemptions to the Overtime provision of the Fair Labor Standards Act.

Work-Week The standard work-week starts on Monday at 12:01 am and ends the following Sunday at midnight.

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