Upcoming Holiday Schedule Adjustments:

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1 Inside this issue: Upcoming Holiday Schedule Adjustments: Upcoming Holiday Pg.1 schedule adjustments Payroll Distribution Pg. 1 & Check Pickups Special Message Pg. 2 How to do adjustments Pg. 3 EPA/Canopy News Pg. 3 Go Direct Deposit/ Pg. 4 Paperless Biweekly payroll period will be adjusted by one day to accommodate the Thanksgiving Holiday. The pay period begins November 12 and ends on Tuesday, November 24. All TimeTraq adlocs must be submitted by NOON on November 25 so that Payroll can submit to College Station at the end of the day. (Don t be late just in case we get off early on the Wednesday before Thanksgiving). The pay period November 25 through December 9 will have TimeTraq adlocs due by NOON on Wednesday, December 10. The next pay period December 10 through December 17 will have TimeTraq adlocs due by NOON on Friday, December 18. Please be sure and communicate this to your student employees. We don t want to have to cancel total adlocs to meet the submission deadline to College Station. Please see page 2 for details on how to create adjustments. Contact Information Pg. 5 Payroll Distribution & Check Pick ups For employees (Monthly & Biweekly) that do not have direct deposit and receive payroll checks, please listen up. Make sure you pick up your check every pay date (pick up checks at USC 126C). Monthly employees are paid the first working day of the month and biweekly employees usually every other Friday (sometimes the pay dates are irregular due to holidays). Contact Maria Alaffa x3231 if you need a copy of the biweekly or monthly schedule. Deposit advices should be distributed to departmental employees within 5 days of pay day. The employee responsible for distributing the pay envelopes should return all envelopes that were not distributed to the employees, to the Payroll Department. The Payroll Department will change the employee to paperless (electronic notification) for the deposit advice. Save yourself the hassle of distributing something that could possibly get lost or in the wrong hands. Call Maria at ext for more information.

2 Special Message : I would like to thank everyone that attended the F.U.N. (Financial Users Network) meeting on October 22, I hope you found the information helpful. I know I did. I really appreciate all your input to help the Payroll Department s decision making on electronic BVDs and the complicated wording on the Academic Supplemental Pay form. I was pleased that the majority would appreciate the electronic delivery of the BVD. Once we get issues worked out with the IT Security folks, we will get this going. We are doing further research on the electronic approval of the BVD and will keep you posted on the status of this also. We have revised the Academic Supplemental Pay form with your suggestions. You are the users of this form, so please let me know of any way to make this form easier to understand, but remember we must have all the information required to complete the process for payment. The revised Academic Supplemental Pay form is now on the Payroll website. Pages 2 and 3 of the form give detailed instructions. If you have any suggestions on how the Payroll Department can better serve you, me Melissa.Wright@tamucc.edu. Issue 8 Page 2

3 Issue 8 Page 3 How to create adjustments: 1. Login as a Department Administrator. 2. Click on RP Review tab 3. Select the employees timesheet number. 4. Click on Adjustments tab 5. Click on Add Adjustment 6. Date - Adjustment date (see below for details*) 7. Status - Change the status from pending to done. 8. Hours- Enter total hours worked. 9. Comments Specify the day (s) adjusted ex. Hours worked from through 10/02/ Make sure to save! * Important Note: Please make sure to use the correct date on the adjustments. Ex. If you are adjusting for 09/05/09, make sure that s the date reflected on the adjustment. If you are adjusting for more than one day, use the last day worked as the adjustment date. Ex. Fran worked from 09/05/09 through 09/10/09; the adjustment date would be 09/10/09. EPA/CANOPY NEWS : Any new hires that will be creating EPA s, please contact Terry Hidalgo (ext ) to schedule a one on one EPA training. EPA creator training is also available via WebCT. For information about how to login to WebCT EPA creator training, please contact Terry Hidalgo.

4 Issue 8 Page 4 Don t be caught without your money... Prepare and make sure you are able to access your money when you need it...payroll checks could be delayed, especially during the holidays Sign up for direct deposit via HR Connect.If you are already on direct deposit, go paperless and keep your information secure. HOW TO : Go Direct Deposit 1. Go to HRConnect ( 2. On HRConnect select "Payroll Data" tab. 3. Scroll to the bottom of the page to: Direct Deposit information & click to edit. Select: checking or savings Enter: Bank Routing Number and Bank Account Number 4. Click: SUBMIT button (You will be asked to verify information). 5. Click: DATA IS CORRECT-SUBMIT button HOW TO : Go Paperless (Electronic Paystub) Employees who choose electronic notification will no longer receive a printed stub, or ACH retainer. In addition to increased efficiency in distribution of pay information, the notification system will eliminate printing, paper and labor costs required to produce and process earnings statements. 1. Go to HRConnect ( 2. On HRConnect select "Payroll Data" tab. 3. Scroll to the bottom of the page to: On-line Payroll Earnings Information. Click on the Edit button and read through the information. You will need to enter an address to proceed. Select the On-Line Payroll Notification via (No paper earnings statement). 4. Click on the submit button: (NOTE: If this is the first time signing on, enter your UIN and click on the New Employee-Set up your password and then click on the submit button and follow the prompts).

5 Issue 8 Page 5 Payroll Contact Information Melissa Wright Director of Payroll & Tax Compliance Office: USC 116 Unit # 5739 Phone: melissa.wright@tamucc.edu Foreign Nationals Terry Hidalgo Assistant Payroll Manager Office: USC 112 Unit # 5739 Phone: terry.hidalgo@tamucc.edu EPA training & Corrections Payroll. Sylvia Garcia Payroll Specialist II Office: USC 126D Unit # 5739 Phone: sylvia.garcia@tamucc.edu Biweekly Supplemental, Monthly EPA's & Monthly Payroll. Rachel Flores Payroll Specialist I Office: USC 126C Unit # 5739 Phone: raquel.flores@tamucc.edu Time Traq and Biweekly Payroll Maria Elena Alaffa Payroll Specialist I Office: USC 117 Unit # 5739 Phone: maria.alaffa@tamucc.edu W-2's, Payroll training signups, Time Traq, Direct Deposits, Employment Verifications.