The University of Texas at Arlington

General Information

For each semi-monthly payroll, an electronic or paper Departmental Payroll Voucher must be prepared to pay hourly employees who have worked that pay period.

Types Of Departmental Payroll Vouchers

1. Electronic Departmental Payroll Vouchers must have final approval by 3:00 p.m. on the second work day following the last workday in the pay period.

   For training and DEFINE routing on Electronic Payroll Vouchers, call the DEFINE Training desk at 22138.

2. Paper Departmental Payroll Vouchers (Exhibit 1-1)

   1. Must be submitted to Payroll Services by 8:00 a.m. on the second work day following the last workday in the pay period.
      
      

   2. 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 Procedure 1-16.)
      • Pay Period
      
      
3. List employees alphabetically, last name first. Name must be exactly as it appears on the employee's Master Record in DEFINE.
   
   

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

   Note: Due to unusual circumstances, if the paper voucher is prepared rather than the electronic voucher it must be signed by an individual who has signature authority on electronic vouchers.

5. Make a copy of the completed Departmental Voucher and attach the time cards for departmental records.
   
   
6. Time cards and vouchers must be retained in the employing department for three years after the fiscal year end per UTA retention schedule. (Handbook of Operating Procedures, Sec 5-700)