Faculty on Nine Month Contracts

Payments to faculty under their contracts will be paid over a 12 month period unless the faculty member arranges with the Payroll Office to receive his/her contract amount over nine months.

All Other ENMU Employees

Payday covers a two-week pay period. No new employee will be paid before completing the necessary forms, an I-9 (Immigration Verification Form), W-4, Drug free work place policy, Form 12 and Retirement Questionnaire, in the Payroll Office by 7:00 PM, on the Monday before the pay period ends. 

Time Sheets

1. Time sheets are pre-printed by the Payroll Department for all non-exempt employees, including students.
2. Time sheets are printed in an organization or department code sequence.  An organization code is a number, which has been assigned to all university organizations, for the specific purpose of printing time sheets and paycheck in a sequence for efficient distribution.
3. If employees are not coded properly to enable them to be printed on the current time sheet, a list of corrections should be submitted to the Payroll Office as soon as possible. Time sheets may be picked up in the Payroll Office on the last Thursday of the pay period. PAYROLL TIME SHEETS ARE TO BE USED ONLY FOR NON-EXEMPT EMPLOYEES. NON-EXEMPT EMPLOYEES ARE EMPLOYEES WHO ARE PAID BY THE HOUR, SUCH AS SUPPORT STAFF, WORKSTUDY, AND REGULAR STUDENT HIRE.
4. Completion of the payroll time sheet for pre-printed employees (those employees whose name, social security number, department index number, position number and account number) have been printed on the time sheet prior to its receipt by the department.
   1. One person should be responsible for the completion of the payroll time sheets, using only one color of ink. (Black preferred.)  Whiteout is not acceptable.  If an error is made, please line out and make corrections and initial.  The supervisor will also need to initial any changes.
   2. The hours for which each employee is to be paid must be recorded for each day in the “First Week” and “Second Week” areas.  If no hours were worked on a particular day, that day should be left blank on the time sheet.
      1. All fractions should be converted to decimals.  (Rounded to two decimal places)
      2. Holiday hours for recognized University holidays for which employees are to be paid should be recorded in the block for the applicable day(s) preceded with an “H”.
      3. Time taken off during regular working hours as ANNUAL LEAVE should be recorded in the block for the applicable day(s) proceeded with an “A”.  If only a portion of a day is taken as Annual Leave, the number of hours worked and the number of hours taken should be correctly recorded for that day.
      4. Time taken off during regular working hours, as SICK LEAVE should be recorded in the block for the applicable day(s) preceded with an “S” (i.e., S8 or S4). If only a portion of a day is taken as Sick Leave, the number of hours taken as Sick Leave should be correctly recorded for that day.
   3. The hours for each week should be totaled and recorded in the blocks as regular hours or overtime hours for all hours over 40.
   4. The total hours for the two weeks must be properly recorded in the blocks to the left of the “ First Week” blocks.  The hours recorded in this area will be processed by Payroll to record the number of sick hours, vacation hours, and regular hours and overtime hours for which the employee will receive payment.
      1. Sick and vacation hours recorded on the time report will be charged against the employee’s accrual of sick and annual leave.
      2. Regular hours are all hours worked except sick, annual and overtime.
      3. Total hours will normally be 80 hours for the BI-weekly period.  A normal workweek is 40 hours.  Any hours over 40 during one week are considered overtime and should be shown as such.
   5. Each employee should sign in the area under his or her pre-printed name to indicate that the hours as recorded have been verified and are correct.
   6. The person responsible for completing the time sheets for each employee should complete the area at the bottom of each page.
      1. Add each column for which hours have been recorded and enter the total in the applicable block at the bottom of the page.  These totals will be used by the Payroll Office to verify the accuracy of their data input to the Computer.
      2. The Supervisor or department head must sign each page of the time sheet, certifying that the employees, hours and account numbers listed are correct. (Time sheets should be signed even if zero hours have been reported.)
   7. The rate of pay or social security number of an employee may not be altered by an entry on the time sheet.
      1. Rates of pay may be changed only at the beginning of a fiscal year from an approved budget request or through proper processing of a PTF at the beginning of a BI-weekly pay period.
      2. Correction of payroll records reflecting an incorrect social security number require submission of a copy of the employee’s social security card to the Payroll Office. (A new W-4 Form is usually required as well.)
   8. Student employees who have transferred or terminated should be crossed out on the time sheet and an appropriate explanation entered to the right of the pre-printed information. (I.e., Terminated 1/2/2000 or Delete).
      1. If an account number has been deleted from an employee’s file a new PTF or Referral Sheet is needed before the employee can be paid from that account number again.
      2. A PTF must be submitted promptly to the Payroll Office for all transfer and non-student terminations.  Transferred or terminated employees will continue to appear on the pre-printed time reports for two additional pay periods.
5. To enter an employee not pre-printed on the time report form:
   1. A new employee should be entered on the time report on the first available blank line.  Complete all information for the new employee: name, social security number and index number, position number, and account number.  Proceed with all other information as outlined in the instructions for pre-printed employees.
   2. A new employee will not be paid by the Payroll Office, even when entered on the time sheet, unless the proper PTF and other paperwork (including a I-9 and W-4 Forms) have been completed and submitted to the Payroll Office by the deadline for the period as published in the “BI-weekly Pay Schedule”.  If the PTF or other paperwork is received after the deadline, the reported hours will be paid on a later payroll after all necessary paperwork has been processed.               
   3. The Payroll deadline for accepting PTF’s, W-4’s, Referral Sheets, etc. to be effective on any payroll is 7:00 p.m. on Monday before the payroll period ends on Friday.
   4. The Payroll time sheet deadline is 2:00 p.m. on Friday, the last day of the payroll period.