CONTRACTS FOR 12-MONTH PERSONNEL will be effective for the University's academic (fiscal) year, which is from July 1, 2014 through June 30, 2015.

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1 MEMO TO: FROM: All Faculty and Staff Dorene Spotts Fiscal Manager SUBJECT: Payroll Schedule for Fiscal Year 2015 DATE: August 5, 2014 The University's planned schedule of paycheck issuance is bi-weekly, with checks issued every other Friday (a holiday falling on a payday advances the paycheck issuance). It should be understood that the gross pay in each check probably will be equal, but net amounts may vary because of differences in various types of withholding. CONTRACTS FOR 12-MONTH PERSONNEL will be effective for the University's academic (fiscal) year, which is from July 1, 2014 through June 30, CONTRACTS FOR 9-MONTH FACULTY teaching under the semester system will extend from August 16, 2014 through May 8, Deadline to ensure employees receive a first pay on 8/22/2014 is to have all information submitted to HRTD for entry by August 12, 2014 at 5:00 p.m. Faculty members on 9-month contracts who wish to be paid on a 12-month basis should submit a 9- Month Faculty Pay Option Selection form to Payroll Department by July 31, This form can be found on the Payroll web site at Faculty members who signed up for this option previously are already set up and do not need to make a new request. Once this request has been processed, it will be an ongoing deduction year after year without having to process any future paperwork. This will remain in effect until employment terminates, a job position ends, or a new form is completed and submitted by July 31, 2014 indicating 9 months of pay. Upon termination, resignation, retirement, transfer, etc., there will be a final payout of the deferred balance. PART-TIME FACULTY (Summer or other terms) AND SUPERANNUATES teaching under the semester system will be processed based on the start dates and end dates provided on the personnel action form. Please see schedule below for due dates to Payroll. GRADUATE ASSISTANTS: All appropriate personnel actions should be submitted using the actual start date the student begins working for the department. Before the start of each semester COGS will be in communication with each department and Business Manager on actual deadline dates for

2 that semester. Please see the schedule below for due dates to HRTD and submit all appropriate personnel actions to COGS 2 to 3 days before the deadline listed. Summer: o Beginning of the session is May 3, o To ensure students receive either a first pay or continued, if assignment was extended, on May 16, 2014 information needs to be received in HRTD by 5:00 p.m. on May 6, Fall: o Beginning of the session is August 23, 2014 o To ensure students receive either first pay or continued, if assignment was extended, on September 5, 2014, information needs to be received in HRTD by 5:00 p.m. on August 25, Spring: o Beginning of the session is January 10, o To ensure students receive either first pay or continued, if assignment was extended, on January 23, 2015, information needs to be received in HRTD by 5:00 p.m. on January 5, STUDENT EMPLOYEES: All appropriate personnel actions should be submitted using the actual start date the student begins working for the department. Spring Semester Ends: o Work-study assignments, May 2, 2014 o Non work-study assignments, May 9, 2014 Summer Semester: o Assignment dates may extend between May 10, 2014 and August 15, 2014 o Use the actual begin date for all new hires Fall Semester: o Assignment dates may be extended beginning August 16, o Use the actual begin date for all new hires o Please be sure to submit new OPERS exemption form when changing a student back to an exempt student status. o To ensure students receive a first pay on September 5, 2014 personnel actions need to be received in Career Services by August 19, 2014 and then received in HRTD by 5:00 p.m. on August 25, NOTE: This payroll schedule applies only to employees for whom a valid social security number has been provided to the Payroll Department. If you have an employee who is waiting on their Social Security card please refer to the procedure for paying NRA students on the payroll web site,

3 If an employee requires access to the parking system 2 weeks prior to their start date, the PA needs to be in Payroll at least 3 weeks prior to the employee s start date. You may obtain an electronic version of this schedule on the payroll website at If you have any questions, please contact the Payroll Department at Payroll FAQ s: Who is eligible for direct deposit? Everyone is eligible for direct deposit. Signing up for direct deposit can be done through self-service under the Employee Tab. When are changes due to Payroll? The usual cutoff for submitting additions or changes to payroll is 5:00 PM on non-payroll Tuesday. withholding. This includes all changes for federal and state tax When are changes due to HRTD? The usual cutoff for submitting additions or changes is 5:00 PM on non-payroll Tuesday. What can I do to be sure that my area does not have rejected timecards? Timecards should be completed legibly in ink with the employee s name, Rocket number, department, in and out times, totaled and signed. Before approving the card, the authorized signer should verify the hours and provide a rate of pay, position number, index number, and account code to which the hours are to be charged. Failure to complete the lower portion of the timecard in its entirety will result in the time card being rejected. Please remember that an employee must have an active assignment on the account for hours to be assigned to it. Please assign someone in your area (and a back-up for them) to review the rejected timecard list on the payroll website, in accordance with the deadlines listed below. The normal day to review the list is on the Tuesday before pay day, however, there are times when this day is moved due to holidays. If you find that there is a rejected timecard for your area, please make sure it is corrected by 2:00 pm that day. It is the departments responsibility to check for rejects and make any necessary corrections to ensure the proper payment of their employees. Payroll has created this list in an effort to ensure the accurate and timely payment of all employees and we ask for your help. Please be sure to check it every pay cycle. Manual checks will not be cut if the department fails to review and correct the rejected timecards.

4 July 4, 2014 September 1, 2014 November 11, 2014 November 27, 2014 November 28, 2014 December 25, 2014 December 26, 2014 January 1, 2015 January 19, 2015 May 25, 2015 Paid Holidays 4th of July Labor Day Veterans Day Thanksgiving Day after Thanksgiving (President s Day FLEX) Christmas Day Observance Day After Christmas (Columbus Day FLEX) New Years Day Observance Martin Luther King Day Memorial Day When are Personnel Action forms and timecards/api due? The normal schedule is PA s are due completed with all the required approvals and signatures to HRTD by 5:00 pm on non-payroll Tuesday. Timecards are due by 5:00 pm on non-payroll Friday with rejects being available for review and correction Tuesday of pay week. The API close time is normally 11:00 am on non-payroll Thursday. Holidays that may cause a change to the normal schedule for PA s and timecards/api are noted below. ***Deadlines for Online Time Sheets in Banner Self-Service** Students: 12:00 Midnight Sunday of pay week Approvers: 2:00 PM Monday of pay week

5 Pay No. Pay Day PA's Due Main Campus Timecards Due Main Campus Rejected Timecard Review & Correction API Close Online Time Sheet Submission Online Supervisor Approval Special Notes 14 07/11/14 06/30/14 07/03/14 07/08/14 07/02/14 07/06/14 07/07/14 Holiday Change 15 07/25/14 07/15/14 07/18/14 07/22/14 07/17/14 07/20/14 07/21/ /08/14 07/29/14 08/01/14 08/05/14 07/31/14 08/03/14 08/04/ /22/14 08/12/14 08/15/14 08/19/14 08/14/14 08/17/14 08/18/ /05/14 08/25/14 08/28/14 09/02/14 08/27/14 08/28/14 08/29/14 Holiday Change 19 09/19/14 09/09/14 09/12/14 09/16/14 09/11/14 09/14/14 09/15/ /03/14 09/23/14 09/26/14 09/30/14 09/25/14 09/28/14 09/29/ /17/14 10/07/14 10/10/14 10/14/14 10/09/14 10/12/14 10/13/ /31/14 10/21/14 10/24/14 10/28/14 10/23/14 10/26/14 10/27/ /14/14 11/03/14 11/06/14 11/10/14 11/05/14 11/06/14 11/07/14 Holiday Change 24 11/28/14 11/14/14 11/19/14 11/21/14 11/18/14 11/20/14 11/21/14 Holiday Change 25 12/12/14 12/02/14 12/05/14 12/09/14 12/04/14 12/07/14 12/08/ /26/14 12/12/14 12/17/14 12/19/14 12/16/14 12/17/14 12/18/14 Holiday Change 1 01/09/15 12/29/14 01/02/15 01/06/15 12/31/14 01/04/15 01/05/15 Holiday Change 2 01/23/15 01/12/15 01/15/15 01/20/15 01/14/15 01/15/15 01/16/15 Holiday Change 3 02/06/15 01/27/15 01/30/15 02/03/15 01/29/15 02/01/15 02/02/ /20/15 02/10/15 02/13/15 02/17/15 02/12/15 02/15/15 02/16/ /06/15 02/24/15 02/27/15 03/03/15 02/26/15 03/01/15 03/02/ /20/15 03/10/15 03/13/15 03/17/15 03/12/15 03/15/15 03/16/ /03/15 03/24/15 03/27/15 03/31/15 03/26/15 03/29/15 03/30/ /17/15 04/07/15 04/10/15 04/14/15 04/09/15 04/12/15 04/13/ /01/15 04/21/15 04/24/15 04/28/15 04/23/15 04/26/15 04/27/ /15/15 05/05/15 05/08/15 05/12/15 05/07/15 05/10/15 05/11/ /29/15 05/18/15 05/21/15 05/26/15 05/20/15 05/21/15 05/22/15 Holiday Change 12 06/12/15 06/02/15 06/05/15 06/09/15 06/04/15 06/07/15 06/08/ /26/15 06/16/15 06/19/15 06/23/15 06/18/15 06/21/15 06/22/ /10/15 06/29/15 07/02/15 07/07/15 07/01/15 07/05/15 07/06/15 Holiday Change 15 07/24/15 07/14/15 07/17/15 07/21/15 07/16/15 07/19/15 07/20/15

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