Office of the Comptroller


PURPOSE: To obtain payment for time worked. OVERVIEW: All UTPA employees, whether salaried or waged (hourly), part time or full-time, must submit time records in order to get paid. For waged employees, Timecards are used. The Payroll Office processes over 3000 time records each month. If Timecards are filled out correctly, then employees get paid in a timely, reliable fashion. If there is a problem with a card, then it must be set aside and dealt with later on a supplemental payroll. There is a reason for this. State regulations do not allow Payroll personnel to alter your time record in any way. After all, this is the employee's money, so the Timecard needs to be completed only by the employee and acknowledged by the supervisor. Payroll concentrates on those Timecards which are turned in correctly to allow the maximum number of people to get paid on time. Otherwise, if they had to correct each timecard, then employees would not be paid on time. Timecards are the responsibility of both the employee and the supervisor.
				Procedure 1: Issue or Complete Timecard Procedure 2: Submit Timecard Procedure 3: Supplemental Payroll Procedure 4: Scan Timecard Procedure 5: Standard Payroll Procedure 6: Distribute Paychecks Flowchart


PROCEDURE 1: Issue or Complete Timecard			^ Top ^

	Purpose	To supply employees with proper Timecard.

	Before You Start	Make sure person is a UTPA waged employee, and not a volunteer, contractor, or other type of specialized worker.

	When to Start	Once approved Memorandum of Employment (MOE) has been received by department and employee is cleared to begin work.


	Step	Action

	IF	THEN
	Employee is salaried	Go to Process: Absence Reports (Salaried).

	Employee is Waged	Continue with this procedure.

	IF	THEN
	Employee has Timecard	Go to Procedure 2: Submit Timecard.

	Employee does not have Timecard	Give employee a blank Timecard. Point out which areas MUST be filled out. NOTE: Blank Timecards are available for purchase through the UTPA Bookstore. For an example of a completed Timecard, see the sample form at the end of this User Procedure.

	Step 1	Check employee Timecard to see if all required areas have been completed. Make sure both employee and their manager and/or supervisor have signed and dated the Timecard.

	End


PROCEDURE 2: Submit Timecard			^ Top ^

	Purpose	To submit Timecards (Waged) to Payroll Office for processing.

	Before You Start	Complete: Procedure 1: Issue Timecard

	When to Start	After employee receives pre-printed Timecard.


	Step	Action

	Step 1	Check employee Timecard to see if all required areas have been completed and that all information adds up correctly. Make sure both employee and supervisor have signed the Timecard.

	Step 2	Notify employee that Timecards are due in the Payroll Office by the first working day of each month.

	Step 3	Payroll Office will stamp date and time when received.

	Step 4	Payroll Office will manually audit the Timecard twice before processing it.

	IF	THEN
	Timecard is correct	Go to Procedure 4: Scan Timecard.

	Timecard is not correct	Go to Procedure 3: Supplemental Payroll.

	End


PROCEDURE 3: Supplemental Payroll			^ Top ^

	Purpose	To submit Timecards to Payroll Office for processing.

	Before You Start	Complete: Procedure 1: Issue Timecard Procedure 2: Submit Timecard

	When to Start	After manual audit of timecard identifies an error.

	Note	The department will be notified of error and will be responsible for notifying employee of need to correct errors. Supplemental Payroll is paid on the 17^th day of each month, or if it falls on a weekend, the following workday.


	Step	Action

	Step 1	Payroll completes audit sheet of Timecard identifying incorrect items.

	Step 2	Payroll notifies department that Timecard has errors which need to be corrected, and that card will go into the Supplemental Payroll, rather than regular Payroll. Payroll Office logs the date and time of notification.

	Step 3	Payroll will file Timecard and audit sheet in office. Payroll Office will not process it further until employee (or someone from the department) comes to pick up or correct these items. Payroll logs the name, date, and time when picked up on audit sheet.

	IF	THEN
	Timecard is correct and returned	Go to Procedure 4: Scan Timecard.

	Timecard is not correct and returned	Payroll will continue to remind department. They will log the time and date of each call and the person spoken with.

	End


PROCEDURE 4: Scan Timecard			^ Top ^

	Purpose	To electronically post Timecard onto payroll system.

	Before You Start	Complete: Procedure 1: Issue Timecard Procedure 2: Submit Timecard Procedure 3: Supplemental Payroll

	When to Start	After receiving an audited, correct Timecard.

	Note	This procedure requires no action on your part. It is performed by Division of Business Affairs personnel. If there is a question, you will be contacted.


	Step	Action

	Step 1	Send Timecard to Computer Center for scanning.

	IF	THEN
	Scanning shows Timecard is correct	Go to Step 2.

	Scanning shows Timecard is not correct	Determine if mistake is simply a scanning error. If so, go to Step 2. If mistake is not a scanning error, go to Procedure 3: Supplemental Payroll.

	Step 2	Data is electronically posted onto system.

	End


PROCEDURE 5: Standard Payroll			^ Top ^

	Purpose	To ensure paychecks are correct.

	Before You Start	Complete: Procedure 1: Issue Timecard Procedure 2: Submit Timecard Procedure 3: Supplemental Payroll Procedure 4: Scan Timecard

	When to Start	After Timecard data has been posted to the system.

	Note	This procedure requires no action on your part. It is performed by Division of Business Affairs personnel. If there is a question, you will be contacted.


	Step	Action

	Step 1	Manually verify Timecard data against check register.

	IF	THEN
	Check register is correct	Go to Step 2.

	Check register is not correct	Investigate the discrepancy and take appropriate action. Refer to supervisor if necessary.

	Step 2	Begin final payroll procedure.

	Step 3	Notify Accounts Payable to pick up checks the next day.

	End


PROCEDURE 6: Distribute Checks			^ Top ^

	Purpose	To facilitate employees' receipt of paychecks.

	Before You Start	Complete: Procedure 1: Issue Timecard Procedure 2: Submit Timecard Procedure 3: Supplemental Payroll Procedure 4: Scan Timecard Procedure 5: Standard Payroll

	When to Start	After being notified by Computer Center Operations Department that checks are ready for pick up.

	Note	This procedure requires no action on your part. It is performed by Division of Business Affairs personnel. If there is a question, you will be contacted.


	Step	Action

	Step 1	Accounts Payable picks up checks from Computer Center Operations Department.

	Step 2	Accounts Payable Manager signs and distributes paychecks to Office of the Comptroller personnel.

	Step 3	Departments pick up checks from the Office of the Comptroller.

	Step 4	If checks are not picked up from the department within one day, then those checks are returned to the Office of the Comptroller. Employees should pick up their checks at the Office of the Comptroller, AB 221. Checks are held at the Office of the Comptroller until employee picks up check in person.

	End