The “Add Pay by Employee Group” document serves as a comprehensive guide for Norman campus earnings codes used for supplemental compensation, outlining their intended purpose, appropriate application, and associated processing requirements. It provides a complete list of all currently available earnings codes allowable for electronic (ePAF) entry, specifying usage criteria, restrictions, and any required approvals or supporting documentation.
The guide further organizes these codes by employee group (e.g., faculty, staff, students, police, and temporary employees) and includes detailed tables identifying parameters such as eligibility for recurring payments, batch processing capabilities, concurrent payment allowances, attachment requirements, and applicable hard-coded general ledger accounts where indicated. Emergency Check Requests – reword to state that forms must be sent by payday Friday and will be processed on a case by case basis.
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 |
Departments are responsible for promptly notifying Payroll Services of any payroll payments issued in error immediately upon discovery.
Upon notification, Payroll Services will calculate the repayment amount, taking applicable tax withholdings and deductions into account, and will provide the department—or its designated proxy (e.g., Shared Business Services)—with the calculated amount and collection instructions. The department is responsible for informing the affected employee and coordinating the recovery of the overpayment.
Overpayments that are not recovered within a reasonable timeframe may be referred to University Collections.
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.
