PA Y RO L L & TA X S E RV I C E S
TTUS/TTU/TTUHSC/TTUHSC EL PASO
May / June 2016
Volume 3, Issue III
Reporting Leave Time
In this issue:
All employees who are leave eligible must report all their leave time taken.
Exempt employees need to submit their leave time taken on their Web Leave
Reports by the deadline of the 15th of the following month.
Reporting Leave Time 1
For example: the leave time that is taken and reported on employee’s May 2016
Fringe Projection
Application
2-5
EOPS
NMV, MOV, OTB,
6-7
Leave Report needs to be reviewed, submitted, and approved by June 15th. If an
exempt employee misses the deadline or omits leave time by mistake, the
department for that employee must submit an exempt employee Manual Leave
Adjustment Form signed by both the employee and supervisor/manager of the
department.
NTP Payments
Holiday Schedule
Payroll Calendar
8
Reporting leave time taken in a timely manner will ensure that employees
leave balances are correct at all times. Reporting leave time late, or using the
incorrect leave code, could cause overpayments for employees.
Non-Exempt employees are to report their leave time on their Web Time Entry
Timesheets or Time Clock Plus, if applicable. Any non-exempt employee who
does not submit their leave time on the semi-monthly payroll or did not enter
the correct leave code or hours taken should report the adjustment on a
non-exempt employee Manual Leave Adjustment Form signed by both the
employee and supervisor/manager of the department. Reporting leave time
taken in a timely manner will ensure that employees leave balances are correct
at all times. Reporting leave time late or using the incorrect leave code, could
cause overpayments for employees.
Contact Information
webmaster.payroll@ttu.edu
Doak Hall: 806-742-3211
HSC Office: 806-743-2998
Fringe Projection Application
The information to follow is a more extensive look at the Fringe Projection application that was
originally presented in the January/February 2016 newsletter.
AFISM has developed an application program that allows departments to obtain estimates on salary
fringes for their current and new employees. This Fringe Projection Application can be found on
the AFISM website, or the link can be found on the A&F Works Tool tab in Raiderlink/Webraider.
Employees within the department with the correct security are able to access this application, and
obtain an estimate for salary and fringes to assist the department in budgeting for their employees.
This has been a great tool for departments. The application has been updated to include a tool to
assist departments in calculating fringes on one-time payments for submission through EOPS.
When employees log into this application and accept the disclaimer, you will now see this screen
with the additional feature to obtain an estimate on a One Time Payment:
For departments who used this Fringe Projection Application in the past, once you have selected
the choice of “Fringes based on Annual Salary” or “Fringes based on One Time Payment”, the
second screen will need to have the same information selected based on the employee’s
information, but the portions highlighted in green have been added when selecting “Fringes
based on One Time Payment”.
The department must enter the correct earn code that will be submitted for their employee. The
department will use the drop down box in the “Select the Earn Code for EOPs Payment” and pick
the correct earn code for the payment and fringe estimate. (Do not enter the payment amount
until you select the correction deduction type in the area highlighted on the bottom of the form.)
Once the correct earn code has been selected, departments will now have two options to select in
the “Select the Deduction Type” area that has been highlighted. The first choice in this highlighted
area, will pay the employee the gross amount that will be entered in the “Enter the Payment
Amount” box. When this form has been completely filled out, you will click on the “Submit” button
on the bottom of the page. When this has been done, the department will see the gross amount
entered in the payment amount box, plus all the additional fringes associated with this one-time
payment. For example, let’s say I wanted to pay an Exempt full-time benefits eligible employee a
lump sum payment (LSP) in the gross amount of $1000.00. I entered this information, and this is
the result I would get:
The department will get an estimate of $147.00 in fringes for the $1000.00 gross LSP paid to this
employee. The department will need to budget for the amount of $1147.00 gross.
The second choice in the highlighted area “Select the Deduction Type” is the gross dollar amount
that the department has in their budget to pay the employee, but this amount must include fringes.
We have several departments that run into this situation, and this selection now will give them a
dollar value to enter into EOPS to pay the employee. Let’s take the same example as before where
the department has an Exempt full-time benefits eligible employee and the department wants to
pay this employee a Lump Sum Payment. As a department, they only have $1000.00 gross in their
budget, but this amount must include fringes. The department will need to select the second
option “Amount above includes both the amount paid to the employee and the departmental
fringe expense”.
The department will still enter the $1000.00 amount in the “Enter the Payment Amount” box.
Once this information is entered, this is the result the department will get:
The calculation provides a gross amount of $871.84, the amount that should be entered on an EOPS
for the employee. The calculation provides an estimated payment to the employee of $871.84 gross
and fringes charged to the department of $128.16, totaling the original $1000.00 available in the
departmental budget.
Questions regarding the Fringe Benefits Application can be sent to webmaster.payroll@ttu.edu for
assistance. Please note, only those individuals within a department that have security access to
view salaries, will be able to use this application. Security access is granted by the financial manager
within the respected area in the TeamApp.
Employee One-Time Payment System (EOPS)
Payroll & Tax Services approve NMV (nontaxable moving), MOV (taxable moving), OTB (other taxable
benefits), and NTP (nontaxable tuition payments) before payment is made to the employee.
NMV - OP 72.10 (TTU) and 72.18 (HSC)
A move from Home A to Home B for employee AND all members of the household (including pets).
Each household member is allowed one NMV move (does not have to occur simultaneously). Original
receipts are required to be submitted to department and forwarded to Payroll & Tax Services,
MS1092.
Moving Company – Contract directly with company through TechBuy
Flight to Town B
Gas OR 23 cents per mile (2015 rate)
One night lodging in Town A and one night lodging in Town B
Lodging between Town A and Town B
Moving supplies (boxes, tape, etc.)
Toll fees
Storage fees for household items. No more than 30 days
* These expenses are only nontaxable IF the employee turns in receipts within 60 days of the service
being rendered. PLEASE ALERT YOUR EMPLOYEES OF THE IMPORTANCE OF TURNING THE RECEIPTS IN
WITHIN 60 DAYS OF USING THE SERVICE.
MOV - OP 72.10 (TTU) and 72.18 (HSC)
Moving expense not included on the NMV list. Original receipts are required. Every effort should be
made to pay the vendor directly. Expense incurred by the employee can be reimbursed through EOPS.
Food
Mileage in excess of 23 cents
Lodging in Town A for any nights beyond the one NMV night allowed. Lodging in Town B for nights
beyond the one NMV night. Return trip to Town A as long as trip is necessary for employee’s
move.
Trips between Town A and Town B to bring separate load of household items.
OTB - OP 72.13 (TTU) and 70.16, 72.03, 79.10 (HSC)
Reimbursements not offered to every TTU/TTUHSC employee
COBRA payment
Spousal/dependent travel expenses
Expense with a TTU/TTUHSC business purpose that are older than 60 days
Conference registration fees
Exam fee reimbursements
Out of pocket office or classroom expenses
Sign On Bonus
NTP - OP 70.29 (TTU) and OP 70.47 (HSC)
TTU employees whose primary worksite is outside of Lubbock County can enroll at a qualified
state institution other than TTU and be reimbursed for courses and certificate programs. Refer
to TTU OP 70.29 and HSC OP 70.47 for specific program criteria.
TTUHSC employee may receive a $300/semester reimbursement for enrollment in a course
outside of TTU/TTUHSC. A department can provide a development program to an employee.
If the program qualifies the employee for a new job then reimbursement should process through
EOPS and amounts greater than $5250 will be taxed to the employee.
*This list is not all-inclusive. Please contact Payroll & Tax Services at 742-3211 or at
tax.forms@ttu.edu with any questions.
Memorial Day
May 30, 2016 is the only scheduled holiday for
Texas Tech in the month of May. For those
benefits eligible employees, please report the
correct HOL hours on your Web Time Entry
Timesheet for this day only. Refer to TTU OP
70.42, Holidays or TTUHSC OP 70.06,
Employee Working Hours and Holidays, for
more information regarding state agency
holidays.
Payroll Calendar For May & June
Payroll ID and Number
Payroll Dates
Pay Period Total Hours
PAYDAY
SM 6
May 1st-15th
80 Hours
May 25, 2016
SM 7
May 16th-31st
96 Hours
June 10, 2016
MN 4
May 1st-31st
SM 8
June 1st-15th
88 Hours
June 24, 2016
SM 9
June 16th-30th
88 Hours
July 8, 2016
MN 5
June 1st-30th
June 1, 2016
July 1, 2016
All cutoff dates and deadlines can be found on the Department End User Calendars.