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Paying Your Employees - Payroll Processing

University Time Entry & Payroll Procedures

***All time sheets must be signed and dated by the employee and supervisor.

Hourly employees - should record the time worked and leave taken during each pay period on the Hourly Time Sheet included in the PDF Forms listed below. Convert fractional hours from minutes to tenths using the hourly time conversion chart. Any time from a past pay period must be submitted using the back-dated time sheet.

Salaried employees - should record leave taken each pay period on the Monthly Certification Time Sheet included in the PDF forms listed below.

Faculty Payment Option - allows faculty members appointed for nine months have the option of receiving their salary in 10 payments or 12 payments. Faculty must determine their pay schedule by completing the Faculty Payment Option Form, located below.

Note: For detailed instructions on reporting Hourly or Salaried employee time please consult the Payroll Guide (PDF) listed below.

The Process Status Description located on the Time and Earnings Page will reflect the current phase of the Time Entry process. If the process description indicates “Processed” you will not be able to correct the error. Your payroll representative will need to fix the error.  There are three "process stages".  They are:

  • Open - Indicates that the designated payroll is open for time entry
  • Approved - Indicates that the designated payroll entries have been approved
  • Processed - Indicates that the designated payroll has been moved for processing. No changes can be made at this point. You will need to contact your payroll representatives to fix any errors.

Correcting errors that have been Approved, but not Processed:

  1. The Approver returns to Approval screen for the appropriate pay group; 9/9, 9/12, HRY, MTH or PTC
  2. The Approver removes the Approval Check Mark from the Approved Box.
  3. The Time Entry person returns to the Time Entry screen and corrects information.
  4. To delete a row, use the  Minus button. Do not "space out" the data. This will not work.
  5. The Approver returns to the appropriate Approval screen and re-approves by re-inserting the Approval Check Mark for the proper pay group; 9/9, 9/12, HRY, MTH or PTC.

Hourly Employee Time Sheets
Hourly employees are required to properly record time worked, leave time and/or holiday time on a signed and dated time sheet for the current pay period. The time sheets should be given to the supervisor for signature. The signed time sheet should be submitted to the department payroll representative for processing.

Back Dated Time Sheets
Back dated time sheets should be completed to pay an employee for time worked in a previous pay period. The form can be located on the HR website under Documents and Forms.

The back dated time sheet should be completed with only the necessary changes that need to be made and submitted to the payroll. The original time sheet needs to be attached to the back dated time sheet and submitted to Payroll and Employee Services before the payroll deadline for the current pay period.

Back dated time must be entered by Payroll and Employee Services so time can be reported for the correct week and overtime is not incurred unless applicable. Departments can only enter time for the current pay period.

Monthly Certifications
Monthly employees are required to properly record leave time and/or holiday time on a signed and dated monthly certification at the end of each month. The monthly certification should be given to the supervisor for signature. The signed monthly certification should be submitted to the department payroll representative for processing.

Monthly certifications are entered one month behind as related to the payroll, i.e. January’s monthly certification is entered on February’s payroll.

Note: Hourly and Monthly Time Entry –
If you are not able to Enter/Approve time for your given department an Add/Drop Form will need to be completed by your department to allow you to Enter/Approve time. The Add/Drop form will also need to be completed to remove access from an employee who no longer needs time entry privileges.

The Payroll Extract report provides the department with payroll auditing information including the dollar amount and position number that the employee will be paid from for that payroll ending date.

Note: if you are unable to run extracts due to a security provision in FAMS please follow the HCM & FAMS security directions for adding a representative role as outlined above under User Roles for HCM Security.

Issues with the rate of pay on the extract should be reported to your payroll technician.  The rate of pay displayed is the rate appointed on Job Data. If paying a different rate of pay such as PEAK, multiply the rate you are paying times the hours worked and verify against the amount paid. Issues with the account number the wages are paying or not paying from should be reported to the Budget Office unless it is a supplemental payment or PEAK.

It is extremely important that the extracts be thoroughly reviewed during the period listed on the HR payroll deadlines that are posted on the HR website. Payroll can only make corrections while extracts are open. Payroll depends on the departments to notify them of any issues during that time.

If you have created an ePAF to terminate an employee, verify that the ePAF has been processed and the employee is not on the payroll. Contact your payroll technician if the ePAF has not been processed or the employee is being paid. Payroll can turn the employees pay off or reduce the amount, so the employee is not overpaid.

If you have created an ePAF to decrease an employee’s rate of pay, verify that they are being paid the appropriate rate to avoid overpaying an employee.  Contact your payroll technician if an employee is being overpaid.

Payroll can correct data entry errors. Your payroll technician will need the original time sheet, monthly certification, or supplemental form in order to make the changes.

The payroll actuals reports provide departments with a final report that shows how employees’ earnings were distributed when sent to the General Ledger. Actuals are found through OU Manage Time and Earnings/OU Reports/Payroll Actuals.  The actuals report cannot be run until three (3) days before the actual pay date.

Note: For additional assistance there is a How To: Running Payroll Extracts (PDF) at included at the bottom of this page. 

Description

Workforce Code

PeopleSoft Code

When code would be used?

Administrative Leave

ADMIN_LEAVE

ADM

When determined to be in the university’s best interest that an hourly employee not return to work for a specified period of time or designated emergency closing of the university.

Class Hours

CLASS_HOURS

CLS

Used to report hours that an hourly employee has been allowed to take as class hours.

Commission

COMMISION

COM

Pre-determined payments made solely on the sale of goods/services, approved by Compensation Services.

Compensatory Time Accrued

COMP_TIME_BANKED

CPA

Alternative method to report overtime hours on hourly employees that work overtime and have agreed to accept compensatory time in lieu of overtime pay.

Compensatory Time Taken

COMP_TIME

CPT

Used to report hours taken by an hourly employee with an available compensatory time balance.

Extended Sick Leave

EXT_SICK_LEAVE

ESL

Used to report hours an hourly employee has taken while out on extended sick leave due to an extended personal illness requiring more than five days. It is assumed a person who is on ESL is eligible for FMLA and once the ESL code is used, FMLA will be tracked by the system.

Family & Medical Leave with Pay

FMLA_PAID

FML

Used to report hours an FMLA eligible hourly employee has taken while out on Family and Medical Leave when they have paid leave hours available. Employees who have no ESL will use this FML code. The FML code will also be used, the first 5 days before employees can access ESL hours. All FMLA hours will be tracked by the system.

Family & Medial Leave without pay

FMLA_UNPAID

FMN

Used to report hours an FMLA eligible hourly employee uses if they have no paid or extended sick leave or if they have exhausted all paid and Extended Sick Leave balances.

Holiday Leave

HOL

HOL

Used to report time hourly benefits eligible employees are excused from work with pay on days recognized by the university as holidays.

 

BANKED_HOL

 

Used to “Bank” holiday hours for hourly benefits eligible employees are excused from work with pay on days recognized by the university as holidays.

Jury Duty

JURY

JRY

Used to report time away from work due to being subpoenaed for jury duty or as a witness before a court of law, legislative committee or judicial body by a benefit eligible hourly employee.

Military Leave

MILITARY

MIL

Used for the first 30 days that an hourly employee has been called to active or inactive military duty during the current federal fiscal year.

On The Job Injury

INJURY

OJI

Used to report hours off work due to an on-the-job injury. Any FMLA eligibility will be tracked by the system.

Overtime Earnings

OT_1_5

OVT

Used to report time worked in excess of 40 hours in a week.  Overtime hours will be paid at a rate of time and one-half of the hourly employee’s regular rate of pay. For the purpose of computing overtime pay, scheduled paid leave and holidays will be treated as hours worked.

PEAK Employees

PEAK

PEK

Used to report hours worked for PEAK employees.  Allows the general ledger interface to calculate amount owed for the PEAK administration fee based on the gross PEAK amount paid.

PEAK Overtime

PEAK_OT

POV

Used to report hours worked by PEAK employees once they have worked more than 40 hours in a week. POV will be paid at the rate of time and one-half for the time worked in excess of 40 hours per workweek.

Paid Leave Scheduled

PAID_LEAVE_SCHED

PLS

Used to report “approved” hours an hourly employee is off work.

Paid Leave Unscheduled

PAID_LEAVE_UNSCHED

PLU

Hours an hourly employee is off work that were not approved in advance, such as calling in sick.

Hourly Regular Earnings

REG

RGR

Compensation for regular earnings reported by hourly employees.

Stipend

STIPEND

SPD

Used to pay employee additional pay based on performance when it is the employer’s discretion as to whether the employee receives the stipend.

Supplemental Pay

SUPPLEMENTAL

SPM

Used to pay a current hourly employee for work performed in another department on campus.

Terminal Paid Leave

PAID_LEAVE_PAYOUT

TPL

Used to report payment of paid leave for an hourly employee at the time of termination.

Notes:

1) Supplemental Earnings are one-time payments and are to be entered on the Time & Earnings screens.

2) Additional Pays are a specific amount of pay for a short period of time not considered a part of an employee’s base pay (e.g., Additional duties for a specified period of time).  Not entered on Time & Earnings screens.  Must be submitted on a PAF.

Description

Workforce Code

PeopleSoft code

When code would be used?

Administrative Leave

ADMIN_LEAVE

ADL

Used when it is determined to be in the best interest of the university that a monthly employee not return to work for a specified period of time or for designated emergency closing of the university.

Class Hours

CLASS_HOURS

CLA

Used to report hours that a monthly employee has been allowed to take as Class Hours.

Extended Sick Leave

EXT_SICK_LEAVE

XSL

Used to report hours a monthly employee has taken while out on Extended Sick Leave due to an extended personal illness requiring more than five days. Also used in reporting hours a faculty member has taken while out on Extended Sick Leave due to personal illness. Faculty members can access their Extended Sick Leave immediately. It is assumed a person who is on ESL is eligible for FMLA and once the ESL code is used, FMLA will be tracked by the system.

FMLA With Pay

FMLA_PAID

PFM

Used to report hours an FMLA eligible monthly employee has taken while out on Family and Medical Leave when they have paid leave hours available. Employees who have no ESL will use this FML code. The FML code will also be used the first 5 days before employees can access ESL hours. All FMLA hours will be tracked by the system.

FMLA Without Pay

FMLA_UNPAID

UFM

Used to report hours an FMLA eligible monthly employee uses if they have no Paid Leave or ESL or if they have exhausted all paid leave and ESL balances. All FMLA hours will be tracked by the system.

Holiday

HOL

HLD

Used to report time monthly benefits eligible employees are excused from work with pay on days recognized by the university as Holidays.

Jury Duty

JURY

JUR

 

Used to report time away from work due to being subpoenaed for jury duty or as a witness before a court of law, legislative committee or judicial body by a benefit eligible monthly employee.

Military Leave

MILITARY

MLT

Used for the first 30 days that a monthly employee has been called to active or inactive military duty during the current federal fiscal year.

On The Job Injury

INJURY

OJI

Used to report hours off work due to an on-the-job injury. Any FMLA eligibility will be tracked by the system.

PEAK Supplemental Earnings

PEAK_SUPPLEMENTAL

PSL

Used to pay a current (monthly) employee for PEAK work performed in another department on campus.

Stipend

STIPEND

SPD

Used for payments made for performance based accomplishments.

Paid Leave Scheduled

PAID_LEAVE_SCHED

SPL

Used to report “approved” hours a monthly employee is off work.

Supplemental Earnings

SUPPLEMENTAL

SUP

Used to pay a current monthly employee for work performed in another department on campus.

Terminal Paid Leave

PAID_LEAVE_PAYOUT

TPM

Used to report payment of paid leave for a monthly employee at the time of termination.

Notes:

1) Supplemental Earnings are one-time payments and are to be entered on the Time & Entry screens.

2) Additional Pays are a specific amount of pay for a short period of time not considered a part of an employee’s base pay (e.g., Additional duties for a specified period of time).  Not entered on Time & Entry screens.  Must be submitted on a PAF.

Hourly & Salaried Timesheets

All time sheets must be signed and dated by the employee and supervisor.

Hourly employees should record the time worked and leave taken during each pay period on the Hourly Time Sheet included in the PDF Forms listed below. Convert fractional hours from minutes to tenths using the hourly time conversion chart. Any time from a past pay period must be submitted using the back-dated time sheet.

Salaried employees should record leave taken each pay period on the Monthly Certification Time Sheet included in the PDF forms listed below. 

Faculty Payment Option allows faculty members appointed for nine months have the option of receiving their salary in 10 payments or 12 payments. Faculty must determine their pay schedule by completing the Faculty Payment Option Form, located below.  

Additionally, you can access the Norman payday calendar by using the following link:

Norman Payroll Timesheets & Time Reporting Codes