4.6.6 Payroll Payments and Payday

A. Purpose

The purpose of this policy/procedure is to explain the basic pay requirements for all employees for the University.

B. Persons Affected

All employees

C. Definitions

  1. Salaried Employees. Those employees, both exempt and non-exempt, who are paid a fixed monthly salary.
  2. Hourly Employees. Those employees including student employees who are paid a fixed hourly rate and whose paycheck varies according to the number of hours worked.
  3. Time Sheets. An official certification of time worked.

D. Policy and Procedures

  1. Processing Time Records
    1. Hourly employees are required to complete time sheets which must be turned in to the appropriate administrative assistant at the end of each semi-monthly pay period for payroll voucher processing. Accurate accounting of time to the nearest one-quarter (1/4) hour is required.
    2. Non-exempt classified employees are required to complete time sheets which must be turned in to the appropriate supervisor for review and approval and then submitted to the appropriate administrative assistant at the end of each semi-monthly pay period for overtime or compensatory time payroll voucher processing. Payroll payment or accrual of leave for overtime or compensatory time is at the discretion of the employee’s Department Budget Authority.
    3. See related Human Resource policies.
  2. Payday
    1. Salaried Employees. Payday for salaried employees of Texas state agencies is the 1st business day of the month following the month in which the employee worked unless the first day is a holiday or falls on a weekend. (Texas Government Code 659.083)
    2. Hourly Employees. Payday for hourly employees is approximately five working days after the 15th day of each month or the last day of each month in which the employee worked and shows reportable hours on his or her time sheet. Payday schedules are available to University departments and may be found on the Financial Services Payroll website: http://www.uttyler.edu/finserv/payrollservices.php.
  3. Payroll Distribution

    Payroll payments are distributed at the employee’s election by either direct deposit or by paper check. An electronic statement of payroll earnings and deductions is generated for each employee and is available via the Internet on the University’s accounting system. The University strongly encourages employees to use direct deposit. The University has established stringent controls to ensure employees are paid accurately and on a timely basis. The employee, however, shares the responsibility of checking his or her paycheck carefully and regularly and for calling to the attention of the Payroll Office any errors which are discovered.

  4. Final Payroll Payment at Termination of Employment

    An employee's final paycheck will be processed on the first regular payroll following termination of the employee.

  5. Settlements of Unused Vacation Balances, Accrued Overtime or Accrued Compensatory Time

    Refer to HOP Sections 4.18.3 and 4.15.8.

  6. Settlement of Sick Leave Balance

    Refer to HOP Section 4.18.4

E. Responsibilities

It is the responsibility of Financial Services to ensure that employees are paid on a timely basis and to ensure that all payroll deductions are timely remitted as instructed.

F. Review

This document shall be reviewed by Financial Services every five years or as legislation requires.

LAST AMENDED:  04/15/2016