Institutional Changes Pay Frequency Change Web Time Entry (WTE) Babar Khan Director, Payroll Services Jeff Deitiker Assistant Director, Payroll Services Texas Tech August 20 th, 2008

Pay Frequency Definitions Exempt – Paid for worked performed  Faculty/Researchers  Executives/Administrators  No change in pay frequency  Use Web Leave Reporting (WLR) Non-exempt – Paid for hours worked  Clerical  Technical/Trades  Licensed Vocational Nurses (LVN’s) and Correctional Nurses  Use Web Time Entry (WTE) Texas Tech Payroll Services

Semi-monthly – Non Exempt Employees Pay Days Pay period 1 st – 15 th ; Pay day – 25 th Pay period 16 th – End of Month; Pay Day – 10 th If Pay day falls on a holiday or weekend, pay day will be last working day before weekend or holiday

Texas Tech Payroll Services Non-exempt Employees  Hours worked and leave taken entered by employee & approved by supervisor through Web Time Entry (WTE)  Departments currently using timeclocks would continue to record hours in timeclocks external systems  Pay based on actual hours reported through WTE  Overtime paid with hours worked

Texas Tech Payroll Services

New Process: Web Time Entry Non Exempt Employees  Logon to Web Time Entry via portal  My Employment Information tab  Timesheet  Select Pay Period  Enter Hours  Submit for Approval

Web Time Entry Non Exempt Employees  Automated Process  Employees enter time via world wide web  Access to Web Time Entry via portal  Employee electronically submits timesheet for approval  Timesheets can be approved, sent back to employee for correction, or corrected on the spot electronically  Approved timesheets electronically route to payroll Texas Tech Payroll Services Portal: webraider.ttuhsc.edu

Timesheet Approvals WTE  Allows Flexibility to departmental management  Departments can have up to 2 approvals for each Timesheets  Departments approve time within 2 business days of pay period ends (1-15 or 16 – end of month)  Select Pay Period  Approve Time  Ready for Payroll to process payroll for pay period Payroll Services Texas Tech

Timesheet Approvals Each timesheet is allowed two approvals Departments may choose to have one approval, but maximum approvals for any one timesheet is two Two types of timesheet routing Queues  Default – departmental wide unless have override for an employee  Employee specific – for those employees who do not follow the default

Payroll Services Texas Tech Default Approval Allows everyone in department to enter time into WTE Should be used for the most popular approval combination

Payroll Services Texas Tech Employee Specific Approval Used for employees who don’t follow the default approval sequence Specific to employee and his/her position

Payroll Services Texas Tech Proxy Any approver may proxy someone else within the department to approve timesheets Used when approver will not be available to approve timesheets (vacation, etc.) Approvers responsible to set and unset proxy

Payroll Services Texas Tech Approval Que Set Up Process Template given to departments populated with current employees Department completes Default Approvers and Employee specific approvers Submit completed spreadsheet to Payroll Services

Payroll Services Texas Tech Approval Ques Set Up Template

Payroll Services Texas Tech Approval Queues Set Up Process (cont.) Payroll Services build approval queues TEAM application used by departments to adjust approval queues following initial set up

Payroll Services Texas Tech Implementation and Training WTE/WRL  Phased Implementation beginning October 2008 for monthly non exempt employees  Monthly non exempt selected departments  Payroll Services will contact departments to establish Approval queues  Bi-weekly/hourly employees stays same until 12/1/2008  All non exempt employees on WTE 12/1/2008

Payroll Services Texas Tech Banner Training Timeframes WTE, WLR, ePAF+ - Odessa October 6 th -9 th (watch newsletter or F&A mtg for details) WTE, WLR, ePAF+ - Amarillo October 13 th -16 th (watch newsletter or F&A mtg for details) WTE, WLR, ePAF+ - El Paso October 20 th -23 th (watch newsletter or F&A mtg for details) WTE, WLR, ePAF+ - El Paso/Lubbock October 27 th -30 th (watch newsletter or F&A mtg for details) WTE, WLR, ePAF+ - Lubbock November 3 rd -6 th & November 10 th -13 th (watch newsletter or F&A mtg for details)

Payroll Services Texas Tech Your responsibilities Ensure your nonexempt employees  Attend Web Time Entry training  Have access to a computer to key time  Have an eRaider account  Understand the pay frequency change by attending info sessions: Lubbock August th, Amarillo Sept 9, El Paso Sept 10, Odessa Sept 11

Payroll Services Texas Tech Important Dates – Comp Time and Overtime Payments To ensure all reports are as accurate as possible and overtime is paid to employees timely, it is imperative that all timesheets for monthly non-exempt employees are submitted to Human Resource Services no later than the 3 rd business day of each month. The schedule of due dates are as follows: Pay Period August 1 st – 31 st due no later than September 4 th Pay Period September 1 st – 31 st due no later than October 3 rd Pay Period October 1 st – October 31 st due no later than November 5 th Pay Period November 1 st – November 30 th due no later than December 3 rd

Payroll Services Texas Tech Important Dates – Comp Time and Overtime Payments Continue The following is a schedule of when overtime is earned by monthly non-exempt employees and in what pay check the time will be paid. All payment of overtime is contingent on receiving timesheets by the 3 rd business day of each month. Overtime earned in the month of September will be paid on the November 3, 2008 check Overtime earned in the month of October will be paid on the December 1, 2008 check Overtime earned in the month of November will be paid on the January 23, 2008 check

Payroll Services Texas Tech Important Reminder Effective September 1, 2008 all non-exempt employees (monthly and bi-weekly) will be paid for time they work in excess of 40 hours per work week. Accumulation of comp time for monthly non-exempt employees will end and balances of comp time will be frozen on August 31, Departments have until October 31, 2008 to reduce or eliminate comp time balances for their employees. On November 1, 2008 all remaining balances will be paid to employees on their December 1, 2008 pay check.

Payroll Services Texas Tech HR ConnecTech Implementation Watch for training schedules, information, online demos, and new forms on the ConnecTech page in the HR website (coming soon). THANKS FOR YOUR SUPPORT OF THE GO-LIVE on THE HR MODULE OF CONNECTECH Project

Payroll Services Texas Tech Questions ????????? Forward Questions on Web Time and Pay Frequency to: