The University of Texas at Arlington

Contents

1. General Information
2. Types of Departmental Payroll Vouchers

1. General Information

   For each semi-monthly payroll, an electronic or paper Departmental Payroll Voucher (Form 1-1) must be prepared, approved and submitted to Payroll Services to pay hourly employees who have worked that pay period.

2. Types of Departmental Payroll Vouchers

   1. Electronic Departmental Payroll Vouchers are processed through *DEFINE.

      1. Department enters the hours and payment information in *DEFINE on OV1.

      2. An individual with signature authority must approve the electronic voucher.

      3. Electronic documents must have final approval by 3:00 p.m. on the second work day following the last day of the pay period. See Payroll Processing Dates.

      4. For information on processing and routing electronic Payroll Vouchers, see *DEFINE Training Manual, Hourly Payment Voucher or contact *DEFINE Education at 22138 for training sessions

   2. Paper Departmental Payroll Voucher (Form 1-1) is prepared by the department when unusual circumstances prevent the processing of an electronic voucher.

      1. A separate Departmental Payroll Voucher must be prepared for each of the following:

         • Account - Budget Code

         • Pay Type - Hourly, Overtime, Vacation/Sick Leave (For Vacation/Sick Leave payments, see Accrued Vacation, Sick Leave and Death Benefits (Procedure 1-16))

         • Pay Period

      2. List employees alphabetically with Last Name, First Name. Name must be exactly as it appears on the employee’s Master Record in *DEFINE.

      3. The paper voucher must be signed by an individual who has signature authority on electronic vouchers.

      4. The employing department will make a copy of the completed Payroll Voucher, attach the original time cards and keep in the department for departmental records according to Research (HOP ADM 5-700).

      5. Submit the original Payroll Voucher to Payroll Services by Noon on the second work day following the last day of the pay period. See Payroll Processing Dates.