Institutional Changes Pay Frequency Change Web Time Entry (WTE)

Institutional ChangesPay Frequency ChangeWeb Time Entry (WTE)

Babar KhanDirector, Payroll [email protected]

Jeff DeitikerAssistant Director, Payroll [email protected] Tech

August 20th, 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 1st – 15th; Pay day – 25th

Pay period 16th – End of Month; Pay Day – 10th

If Pay day falls on a holiday or weekend, pay day

will be last working day before weekend or holiday


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


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


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 ServicesTexas 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


Default Approval

• Allows everyone in department to enter time into WTE

• Should be used for the most popular approval combination


Employee Specific Approval

• Used for employees who don’t follow the default approval sequence

• Specific to employee and his/her position


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


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


Approval Ques Set Up Template


Approval Queues Set Up Process (cont.)

• Payroll Services build approval queues

• TEAM application used by departments to adjust approval queues following initial set up


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


Banner Training Timeframes• WTE, WLR, ePAF+ - Odessa October 6th-9th (watch newsletter or F&A mtg for

details)

• WTE, WLR, ePAF+ - Amarillo October 13th-16th (watch newsletter or F&A mtg for details)

• WTE, WLR, ePAF+ - El Paso October 20th-23th (watch newsletter or F&A mtg for details)

• WTE, WLR, ePAF+ - El Paso/Lubbock October 27th-30th (watch newsletter or F&A mtg for details)

• WTE, WLR, ePAF+ - Lubbock November 3rd-6th & November 10th-13th (watch newsletter or F&A mtg for details)


Your responsibilities

• Ensure your nonexempt employees

Attend Web Time Entry trainingHave access to a computer to key timeHave an eRaider accountUnderstand the pay frequency change by attending

info sessions: Lubbock August 26-28th, Amarillo Sept 9, El Paso Sept 10, Odessa Sept 11


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 3rd business day of each month. The schedule of due dates are as follows:

• Pay Period August 1st – 31st due no later than September 4th

• Pay Period September 1st – 31st due no later than October 3rd

• Pay Period October 1st – October 31st due no later than November 5th

• Pay Period November 1st – November 30th due no later than December 3rd


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 3rd 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


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, 2008. 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.


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


Questions

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Forward Questions on Web Time and Pay Frequency to:

[email protected]

Institutional Changes Pay Frequency Change Web Time Entry (WTE)

Documents

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