DE *DEFINE OVM Web Tutorial

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1 DE *DEFINE OVM Web Tutorial

2 What is Covered? OVM Documents 1. Types of documents 2. Parts of the OVM document 3. Document Examples OV1 OV2 OV5 OV6 OV7 Help for OVM Documents Common Error Messages Deadline Postings on *DEFINE and the Web Other Payment Information Action Field Commands 1. Verify (VER) and Approve (APP) 2. Search (SEA) 3. Routing (ROU) 4. Printing (PRT)

3 Types of Documents

4 Parts of the OVM Document Each OVM document has three main parts. 1. Cover sheet 2. Sections 3. Payment worksheet

5 Cover Sheet Fields Account Number Type the account number to charge in this field. Status The current status of the document in the processing cycle. Document ID The document identification number Action Command Type a three-letter command that acts on the document. Summary Enter the summary of the document Creator The person who created the document. Pay Period Type the dates the employee worked. Document Total Amount The total amount paid on the voucher. Number of Transactions The number of entries in the worksheet. Sections Screens detailing document information.

6 Part 1: Cover Sheet

7 Part 2: Sections

8 Part 3: Payment Worksheet

9 OV1 OV1 payments require an appointment and are created with the account number that was used to appoint the employee

10 Missing an EID? Press PF4.

11 Missing an EID? Enter the employee s EID and a pop-up window will identify the reason the employee is not listed on the voucher.

12 Common Reasons an Employee Doesn t Show Up on an OV1 Document PO8 (Paycheck Profile) switch is inactive No I-9 on file Appointment is not on the same account as the voucher account Appointment dates are not the same as the pay period on the voucher Appointment must have a Work-Study code assigned by the Work-Study Office

13 OV2 This voucher type allows payment to individuals that are performing services for a short period of time without an appointment. Request authorization from the Staffing and Career Management Services section of Human Resource Services before initiating iti an OV2 voucher payment. To request authorization, use the OV2 Request form. Through this form, the department will provide: the unit code job code maximum amount per check time period the payment will be made a brief explanation of the payment two levels of approval one one must be a signer on the account

14 OV2 Download the OV2 request form from the HRS website: Fax the form to the SCMS at or a scanned copy to

15 OV5 This document requires an appointment for the pay period represented on the document.

16 OV6 Upon termination, this document is used to pay leave balances for vacation, floating holiday, and holiday pay to an employee leaving the university. If the employee is deceased, half of the sick leave balance (up to a maximum of 336 hours) is paid to the estate. If an employee is transferring to another state agency or department, the hours are transferred.

17 OV7 This payment type requires an Authorization for Individual Services (PBS). The department is required to send paper copies of: Approved PBS signed and dated by the employee after services are rendered (APS for 26 accounts) Employee/Independent Contractor Classification Checklist for each employee paid on the OV7 documents OV7 documents to Payroll Services by noon on the voucher cutoff date and to Payroll Services by noon on the voucher cutoff date, and we will final approve the documents.

18 OV7

19 PBS Document

20 APS Form and Employee/Independent Contractor Checklist (26 accounts & blanket APS)

21 Action Field Commands

22 Command Definitions NEW SEA ROU NOT CPY FYI PRT VER APP FYA DEL Create a NEW document. SEARCH for selected documents. Display where this document has been ROUTED. Display document NOTES. COPY the document with a new document number. Send document copy to logon ID FOR YOUR INFORMATION. PRINT the document. VERIFY the document is correct. APPROVE to sign this document and route forward. Approve and route to logon ID FOR APPROVAL. DELETE this document.

23 Verify (VER) Use the VER command to check the document for common errors and for completeness.

24 Approve (APP) The APP command is required to forward the document to the next desk/logon ID in the routing sequence.

25 Search (SEA) Type SEA in the Action field and press ENTER. Each search may be limited by entering the information known such as the document creator, EID, date created, or account number and leaving other fields blank st 2nd 3rd 4th Qtr Qtr Qtr Qtr When East the criteria is less specific, more documents West will be found. North

26 Search (SEA)

27 Routing (ROU) Use the ROU command to view the routing history of a document. This command can be very useful in determining where a document is within the approval process. The window will display all prior approvals as well as the desk/logon ID of the next approver of the document.

28 Print (PRT) To print a copy of an existing document to your local printer, type PRT in the Action Field and press ENTER. All parts of the document will print to the printer you specify.

29 Help for OVM Documents F6 - Offers general information about the OVM screens. The information on these pop-up p p windows provide the most basic steps to follow in completing a document. To use this help feature, just press the PF6 key while within any OVM screen.? (Field-level help) - Offers specific information i for a particular field within an OVM document. For a few fields (such as the Action field), this feature also lists the other options available and prompts the user to choose one. To use this help feature, just type? in a field and press ENTER.

30 Common Error Messages

31 Appt acct number not equal to doc acct number The account number on the OV1 is not the same as the employee s appointment account number.

32 Appt dates not within doc dates One of the following will apply: Appointment begin date is after the document end date Appointment end date is before the document begin date

33 Employee does not have a valid PO8 on file The employee has not completed Paycheck Profile (Web) or the Payroll Services Employee Information form (PSEI) and Form W-4.

34 Employee has not satisfied U.S. Immigration Requirements The I-9 form has to be sent to Human Resource Services (HRS) Employee Records within three business days of the first work day.

35 Employee s appt is not hourly The employee has an active, salaried appointment and cannot be paid on an hourly basis without an hourly appointment.

36 Monthly salary is zero The employee cannot be paid on an hourly basis without an hourly appointment.

37 Employee has already received 1 payment on pending appt The hourly appointment has not received final approval, and one payroll check has already been issued for this appointment. A second payment cannot be processed until the appointment has been final approved.

38 No appt found for this EID Verify EID for accuracy Verify there is an hourly appointment for the specified EID

39 No employee record found Verify that the EID is correct.

40 Appt Comp code not equal to doc Comp code The component code (UT campus) for the OV1 is not the same as the employee s appointment component code. To get the code updated, send an to:

41 Appt must be Active in order to pay Work-Study The employee s Work-Study appointment has not been reviewed and coded by the Work-Study Office.

42 Deadline Postings on *DEFINE and the Payroll Services Web Site

43

44 Time Earned During Period: April 1-15, 2008 April 16-30, 2008 May 1-15, May 16-31, 2008 June 1-15, 2008 June 16-30, 2008 July 1-15, 2008 July 16-31, 2008 Aug. 1-15, 2008 Aug , 2008 Documents Due: April 17, 2008 (Thursday) May 2, 2008 (Friday) May 19, 2008 (Monday) June 3, 2008 (Tuesday) June 17, 2008 (Tuesday) July 1, 2008 (Tuesday) July 17, 2008 (Thursday) Aug. 4, 2008 (Monday) Aug. 19, 2008 (Tuesday) Sept. 2, 2008 (Tuesday) Check Release Date: April 22, 2008 May 7, 2008 May 19, 2008 June 6, 2008 June 20, 2008 July 7, 2008 July 22, 2008 Aug. 7, 2008 Aug. 22, 2008 Sept. 4, 2008 This semi-monthly payroll schedule applies to paper vouchers, paper documentation required for OV7, and electronic payroll documents (OV1, OV2, OV5, OV6, and OV7). Departmental Payroll Vouchers (paper forms) and OV7 documents with supporting documentation are due to Payroll Services by noon. All other OVM documents must be final approved by 3 p.m. Paychecks will be available on the fifth workday after the close of the payroll period. Exceptions are unusual but sometimes necessary, and these dates are listed in bold.

45 Other Payment Information A Departmental (Manual) Payroll Voucher is required when the payment is nonstandard. This fill-in form is on the Payroll Services Web page at:

46

47 Some of the Nonstandard Payment Types Retroactive hourly rate increase Leave of absence differential Prior year salary Holiday pay for non-eligible monthly employees Longevity/Hazardous Duty Awards

48 Retroactive Hourly Rate Increase Payment requires an appointment change to be final approved and a Departmental Payroll Voucher to be submitted to Payroll Services by noon on the voucher cutoff date.

49 Leave of Absence Differential Departmental Payroll Voucher must be forwarded to Human Resource Services (HRS) Employee Records for approval before Payroll can process payment. Form is due to Payroll Services by noon on the voucher cutoff date.

50 Prior Fiscal Year Salary When an employee is due salary based on an appointment (hourly or monthly) in a previous fiscal year, a Departmental Payroll Voucher must be submitted to pay the employee after the appointment t is final approved. The form must be received in Payroll Services by noon on the voucher cutoff date. p

51 Holiday Pay for Non-eligible Monthly Employees If a monthly appointed employee is not eligible for holiday pay, but works all of his/her appointed hours for the week where the official university holiday occurred, then the employee should be paid for the holiday. The Departmental t Payroll Voucher and timesheet(s) t( must be sent to HRS Employee Records for approval. Please allow plenty of time for processing so the paperwork can be submitted prior to the voucher cutoff date.

52 Longevity/Hazardous Duty When an employee has more than one appointment and one of the appointments is delayed, the employee does not receive their full longevity. When the delayed appointment is paid, the longevity on the delayed portion of the appointment will pay out and the remaining i amount will not automatically process. A Departmental Payroll Voucher must be processed to pay the remaining portion due. These vouchers must route to HRS Employee Records for approval and is due to Payroll Services by noon on the voucher cutoff date.

53 Employee Awards An award approval letter must be signed by your vice president or dean and should include the criteria used to select the recipient as well as the frequency, the account number, and the amount. Submit the letter to Payroll Services along with the Departmental t Payroll Voucher by noon on the voucher cutoff date. If you need this payment to be issued as a physical check for presentation, then a letter signed by the dean/director is required with the above documentation indicating the name and phone number of the person who will pick up the check.

54 Related Classes PN 212 Creating *DEFINE Appointments PN 141 Independent Contractor or Casual Employee?

55 Thank you for viewing this presentation. For more information, contact: Payroll Services

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