Departmental Payroll Vouchers

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Payroll Services

Revision Date: 16 June 2014

Errors or changes to: aim@uta.edu

Procedure Objective

This procedure provides information on what occasions a departmental payroll voucher must be prepared and the deadlines for preparing a departmental payroll voucher.

Scope

This procedure applies to all UT Arlington departments that have hourly employees.

Responsibilities

University Departments
  • Department Timekeeper must enter hours in UT Share to pay hourly employees who have worked during the semi-monthly pay period by the appropriate deadlines.

  • Prepare, approve and submit a paper Departmental Payroll Voucher to Payroll Services when unable or prevented from processing time in UT Share.

Procedures

 

Section I. General Information

When unusual circumstances prevent the Department Timekeeper from processing time in UT Share a 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.

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

    1. Cost Center - Budget Code

    2. Pay Type - Hourly, Overtime (For Vacation/Sick Leave payments, see Accrued Vacation, Sick Leave, Death Benefits, Excessive Absences and Mid-Month Terminations (Procedure 1-16)

    3. 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 UT Share.

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

  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 Records Management and Retention (HOP ADM 5-402).

  5. Submit the original Payroll Voucher to Payroll Services according to Payroll Processing Dates.

Forms and Tools/Online Processes

Definitions

None

Rationale

Departmental payroll vouchers are used by university departments for each semi-monthly payroll to pay hourly employees who have worked that pay period when unusual circumstances prevent the Department Timekeeper from entering time in UT Share. Departmental payroll vouchers must be processed by the payroll processing deadlines. See Payroll Processing Dates.

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther Policies and Standards
Accrued Vacation, Sick Leave, Death Benefits, Excessive Absences and Mid-Month Terminations (Procedure 1-16)
Records Management and Retention (HOP ADM 5-402)

Appendices

N/A

Contacts

If you have any questions about Procedure 1-15, Overtime Requests and Payments to Employees, please contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in ProcedurePayroll Services(817) 272-5426payroll@uta.edu
http://www.uta.edu/business-affairs/staff/accounting/payroll-services.php
Website accessAdministrative Information Management(817) 272-0222aim@uta.edu
http://www.uta.edu/aim

Website Address for This Procedure