Either a Departmental (manual) Payroll voucher or an Electronic Payroll voucher (OV1 or OV5) is required for the semi-monthly payroll, except for new monthly appointments and changes to monthly appointments that missed the monthly "pull"
The monthly payroll is on an automatic cycle. It requires only an appointment .
The purpose of the semi-monthly payroll is to pay wages to the following types of employees:
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hourly temporary employees (whose appointments are for not more than four and one-half months) |
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full-time hourly employees (when circumstances warrant - most full-time hourly employees are paid monthly) |
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occasional employees |
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on-call employees |
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work-study student employees |
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part-time hourly employees (who work less than 20 hours per week) |
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encumbered employees whose appointments were approved after the monthly payroll pull |
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lump-sum vacation pay to terminated employees |
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overtime pay to non-exempt employees |
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award winners |
Payroll vouchers can be processed one of two ways:
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electronically (OV1-straight time and OV5-overtime in DEFINE) |
| manually (paper payroll voucher entered by Payroll) |
What's below:
Manual Payroll Vouchers Electronic Payroll Vouchers Overtime Vouchers
Manual Payroll Vouchers (top of page)
A manual payroll voucher is used for the following:
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when an occasional employee is being paid |
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when lump-sum vacation payments are made (for terminated employees) |
| to pay out a compensatory time bank (for terminating employees) |
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when the electronic payroll voucher is not approved before the voucher cutoff date and time (this applies only to hourly employees) |
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when a department does not have access to DEFINE (extremely unusual) |
An occasional employee does not have an appointment, which is a requirement before any department is able to create an electronic payroll voucher for the employee. A database of eligible occasional employees is maintained by Human Resources, and it is checked by Payroll before payroll vouchers for those employees are posted into DEFINE. The fully approved, original, paper payroll voucher accompanied by the original time-sheet(s) must be delivered to the payroll department by the voucher cutoff date and time.
A manual payroll voucher is prepared for any vacation or floating holiday pay due an employee upon termination. This voucher must be approved by Human Resources before it is sent to Payroll. The voucher will be posted and paid no earlier than 30 days after the employee's termination date.
If the electronic payroll voucher was not approved before the voucher cutoff, a paper payroll voucher can be submitted to payroll for inclusion in the current payroll period (up to one day after the voucher cutoff date). The electronic voucher must be deleted before payroll will post the hours from the paper voucher.
If a department does not have access to DEFINE, manual payroll vouchers accompanied by the original time sheet(s) must be submitted to payroll by 10:00 a.m. on the semi-monthly voucher cut off date.
The manual voucher must include the following information:
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employee's social security number | ||||||||||||||
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employee's name | ||||||||||||||
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job code (if the employee is a work study student - indicate whether it is a federal or state work study program by writing an F or an S in this box. | ||||||||||||||
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type of pay - straight time or overtime (overtime is reported on a separate voucher) | ||||||||||||||
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number of hours | ||||||||||||||
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pay rate | ||||||||||||||
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total payment for each employee | ||||||||||||||
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The certification at the bottom of the voucher must be completed, and the voucher must be signed by the appropriate authority (someone authorized to sign on the account number being charged - see GB1 screen) | ||||||||||||||
| Only the following sub accounts may be used on manual payroll vouchers:
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The manual voucher must have the following documents attached (as applicable):
| the original time sheet (no additional copies are needed) signed by both the employee and the supervisor |
Time sheets are the responsibility of the employee and the supervisor, and it is the department's responsibility to ensure that the time reported on the time sheet is accurate. Payroll is NOT authorized to change time sheets. If the time sheet or payroll voucher is incorrect, it will NOT be posted. Only employees are authorized to change their time sheets, and any changes must be initialed by both the employee and the supervisor.
Electronic Payroll Vouchers -- OV1 Documents
Each department should complete the following steps when creating OV1 documents:
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Gather the time sheets from each employee.
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Verify the time sheet. |
Add the hours reported to ensure accurate totals.
Review the days worked for correct reporting.
Verify that the time sheet has been signed by the employee and the employee's supervisor.
If the time sheet is not correct or is not signed, return it to the employee to correct. (have the employee and supervisor initial all changes)
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Post the employees' hours into the OV1 screen in DEFINE.
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Example of OV1 Screen in DEFINE
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>>
PLEASE ENTER A VALID ACTION OR MARK A SECTION TO VIEW <<
*DEFINE
HOURLY PAYMENT DOCUMENT - OV1
Year: 99 00 Command: OV1
Account: 14XXXXXXXX
Misc: _____________
Month:OCT
Status: --
COVER SHEET --
Document ID: _______________
Action: NEW
Summary:
____________________________________________
Created:
by
-
Phone:
Pay Period: 10012000 Thru
10152000 Category:
Account Number:
Name:
Budget
Group:
Sections: X 1.
Payment Request Worksheet
_ 2. Coding of
Transactions (Optional)
_ 3. Detailed
Description
(Optional)
Document Total Amount :
Number of Transactions:
-- 3 UT San An ------ PF1=OPTIONS ------ PF8=EXIT ------ 10/17/00 10:18 AM
-- |
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Make sure document is final approved by the department head. If you are not sure who the final electronic document approver is, go the GBS command, enter the account number being charged for wages. Select the option at the bottom of the screen - Electronic Signers. On the next screen, select Payroll Vouchers. |
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The electronic voucher does not require approval of the payroll department. Once it is final approved by your department, it is included in payroll processing. It cannot be retrieved or deleted after final approval. If an incorrect document has been erroneously approved, contact payroll immediately. Payroll can delete the payment before the final payroll processes. |
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If hours for a prior payroll period need to be entered, it is important that the pay period reflect the pay period in which the hours were worked. To change the pay period on the cover sheet of the OV1 document, the pay period must be corrected BEFORE typing NEW in the Action field. |
Overtime Vouchers - OV5 documents (top of page)
Follow the same verification procedures on the time sheets as you would follow before posting hours to OV1. There is one additional verification for overtime: a Request for Overtime Authorization must be on file in Payroll. If the employee has not been approved to work overtime, he or she will not get paid overtime. Payroll is the final approver on ALL overtime vouchers, whether they are electronic or manual vouchers.
If a Request for Overtime Authorization is not on file in the payroll department, overtime will not be approved. This form is available in Public Folders in Microsoft Outlook under UTSA Forms.
For a more detail explanation on how to calculate overtime, see Overtime.
Electronic Overtime vouchers are entered in OV5.
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The first screen of OV5 functions the same as the first screen of OV1. |
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After selecting the OV5 command, follow instructions 2 through 5 above. |
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The next page is reproduced below. |
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>>
FINAL PAGE OF TRANSACTION(S). ENTER ADDITIONAL PAYMENTS HERE <<
Action: _____
1. Overtime Pay
Worksheet
Section: 1 of 3
----------------------------------------------------------------------------------------------------------------------------------
Account Number: 14XXXXXXXX
Total Document Amount:
Next Page Starting From: ______________
B
SSN Job Pay Hourly
LG R Calc
Hr From Thru
Name Class Typ Hours Rate Time
HZ P
Rate Date Date
Gross
____________ ____ OT
_____ _____ _1.0__ _
1001 1015
____________ ____ OT
_____ _____ _1.0__ _ 1001 1015
____________ ____ OT
_____ _____ _1.0__ _ 1001 1015
----------------------------------------------------------------------------------------------------------------------------------+ 3
UT San An ------ PF1=OPTIONS ------ PF8=EXIT ------ 10/17/00 11:06 AM
-- |
You will need to enter the following data:
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SSN of employee |
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Job Class of employee (must agree with the appointment on AL1) |
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Number of overtime hours |
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The hourly rate is inserted by the system |
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Time is entered as straight time only. The department is responsible for converting worked time into overtime hours by multiplying FLSA overtime hours worked by 1.5 before entering hours on the OV5 document. |
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The overtime rate is adjusted for longevity/hazardous duty |
Make sure document is final approved by the department head. The OV5 document then routes to payroll for final approval.