Listed below is information covering PeopleSoft payroll codes, leave action summaries, and instructions for individual compensations scenarios.
GT Batch Form Processing allows users to use a CSV file to create forms for each line in the file utilizing a single batch upload. Listed below is the form and instructions used to enter batch add pay data to load into peoplesoft add pay epaf system.
Emergency Checks are checks that can be requested if an employee misses a payroll for reasons such as late PAF, late paper work, or late time sheets. Emergency Check Requests can take multiple business days to process and can take longer during peak times, if paperwork is not received, or if paperwork is received after the Off-Cycle deadlines.
Emergency Checks can be requested once appropriate paperwork such as ePAF, employee hire paperwork, and/or time sheets are received by Payroll Services.
Note: The department representative cannot sign as the Account Sponsor or Dean/Director. The Account Sponsor and Dean/Director must be 2 different names/signatures.
The process for Emergency Checks:
We prefer not to process emergency checks if the employee can wait until the next payroll. Before requesting an emergency check please verify that the employee needs the money before the next payroll.
Emergency checks are made available to assist employees who did not receive a pay check and are unable to wait for the next scheduled pay date for payment. Emergency checks cannot be issued for additional earnings such as supplemental pay, retroactive payments, bonus pay, or stipends.
The departmental representative should complete the Emergency Check Request Form (PDF). No payment will be issued without the signature of the employee to be paid and an authorized departmental representative. Return the completed form to Payroll and Services, 905 Asp Ave, NEL 244, Norman, OK 73069.
If the employee has signed up for direct deposit of their payroll check, the emergency check could be directly deposited into the same bank account. Dates for scheduled Off-Cycles can be found on the Payroll Calendar & Processing Deadlines Page. Contact Payroll Services with questions.
Payroll extracts are created during processing each pay period to provide departments reports to compare compensation data for their employees during and after the payroll process.
Extracts are typically initially available on Wednesdays during payroll processing (subject to change based on Holiday closure) after the extract email is sent out. All departments will have approximately 24 hours to review and communicate with Payroll regarding issues. Departmental representatives reviewing extracts can forward any questions to payroll@ou.edu to inquire about discrepancies found on the reports.
Payroll extracts will be 'rebuilt' periodically during the processing of payroll to reflect updates made during reconciliation, departments will not be notified via email when this occurs.
For additional information on 'How To' run extracts please reference the PDF guide below.
For reporting minutes worked that are less than an hour, round minutes to the nearest tenth of an hour. The following chart is to be used when converting all fractional hours from minutes to tenths for entry of time on the hourly time record. Fractions of an hour less than eight minutes are not recorded.
The below conversion chart is used for all timesheet calculations. The time conversions may be different than what you are used to.
NOTE: The following chart must be followed in converting all fractional hours from minutes to tenths for entry of time on the hourly time recordd. Fractions of an hour less than 8-minutes do not count.
| Minute | Decimal | Quarter |
|---|---|---|
| 0 | 0 | 0 |
| 1 | 0.02 | 0 |
| 2 | 0.03 | 0 |
| 3 | 0.05 | 0 |
| 4 | 0.07 | 0 |
| 5 | 0.08 | 0 |
| 6 | 0.1 | 0 |
| 7 | 0.12 | 0 |
| 8 | 0.13 | 0.25 |
| 9 | 0.15 | 0.25 |
| 10 | 0.17 | 0.25 |
| 11 | 0.18 | 0.25 |
| 12 | 0.2 | 0.25 |
| 13 | 0.22 | 0.25 |
| 14 | 0.23 | 0.25 |
| 15 | 0.25 | 0.25 |
| 16 | 0.27 | 0.25 |
| 17 | 0.28 | 0.25 |
| 18 | 0.3 | 0.25 |
| 19 | 0.32 | 0.25 |
| 20 | 0.33 | 0.25 |
| 21 | 0.35 | 0.25 |
| 22 | 0.37 | 0.25 |
| 23 | 0.38 | 0.25 |
| 24 | 0.4 | 0.5 |
| 25 | 0.42 | 0.5 |
| 26 | 0.43 | 0.5 |
| 27 | 0.45 | 0.5 |
| 28 | 0.47 | 0.5 |
| 29 | 0.48 | 0.5 |
| 30 | 0.5 | 0.5 |
| Minute | Decimal | Quarter |
|---|---|---|
| 31 | 0.52 | 0.5 |
| 32 | 0.53 | 0.5 |
| 33 | 0.55 | 0.5 |
| 34 | 0.57 | 0.5 |
| 35 | 0.58 | 0.5 |
| 36 | 0.6 | 0.5 |
| 37 | 0.62 | 0.5 |
| 38 | 0.63 | 0.75 |
| 39 | 0.65 | 0.75 |
| 40 | 0.67 | 0.75 |
| 41 | 0.68 | 0.75 |
| 42 | 0.7 | 0.75 |
| 43 | 0.72 | 0.75 |
| 44 | 0.73 | 0.75 |
| 45 | 0.75 | 0.75 |
| 46 | 0.77 | 0.75 |
| 47 | 0.78 | 0.75 |
| 48 | 0.8 | 0.75 |
| 49 | 0.82 | 0.75 |
| 50 | 0.83 | 0.75 |
| 51 | 0.85 | 0.75 |
| 52 | 0.87 | 0.75 |
| 53 | 0.88 | 1 |
| 54 | 0.9 | 1 |
| 55 | 0.92 | 1 |
| 56 | 0.93 | 1 |
| 57 | 0.95 | 1 |
| 58 | 0.97 | 1 |
| 59 | 0.98 | 1 |
| 60 | 1 | 1 |
Overpays can occur for many reasons. When an employee is overpaid, the department will be responsible for making arrangements with the employee to collect the amount of overpay. Payroll will calculate the net or gross amount to be repaid and notify the department.
If the employee is still employed, the overpayment must be withheld from the employee’s future paychecks not to exceed 3 pay period deductions. It can only be withheld in the same calendar year that the overpayment occurred. For an overpay that occurs in November, Payroll must withhold the full amount on the December paycheck.
Overpays must be corrected in the current year so that the employees W-2 will be correct.
Payroll will e-mail an Overpayment Agreement form to the department. The employee needs to read, designate the amount withheld per pay period, sign, date, and return the form to Payroll Services.
If the employee is terminated, the employee must write one check to the University of Oklahoma for the full amount. The employee will be responsible for repaying the net amount during the same calendar year the overpayment occurred. The deadline for repaying the net overpay is November 30th. The employee will be repaying the full gross amount if paid after November 30th or in a future calendar year.
Any nine-month faculty being paid with summer money (whether they are paid over nine months or twelve) will require an Additional Pay ePAF. Distribution for the summer pay should be shown on the ePAF.
For more information visit the Academic Appointment section of our website.
Use this form for Employee Expense Reimbursements that have exceeded the 120 days to individuals who are appointed to the Norman campus and are currently being paid through the University payroll. Please send completed form with the appropriate signatures and copies of the receipts to the Payroll office at payroll@ou.edu.
