Payroll Tools

• Accounting Analysis Table
• Budgeting for Fringe Benefits Guideline
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• Enter Time
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• Overtime
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• Understanding a Worker's Pay Results
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• IRS Withholding Calculator
• 31.01.09 - Overtime

All Worker Time Off

Business Process Transactions of Type Awaiting Action

Current Worker Detail Report

Employee Position Last Payment Date

Onboarding Status Summary

One-Time Payments

Positions and their FTE

Positions with no Time Entered in Date Range

Reported Time

Time Tracking Details

Worker Directory Location

Assign Costing Allocation Sent Back

Costing Allocations for Position Restrictions

Costing Allocations for Worker Position

Positions Missing Costing Allocations

Cross Application Services

Vacation Carryover

If TAMUCC’s Banking Services indicate there was a rejection for a payroll item, our department will coordinate directly with the employee impacted.  These ACH-rejections may occur for many reasons, but the most common are invalid account used (meaning a number may have mis-entered in Workday), or the input of direct deposit information was after final pay calculations posted (an employee wished to change banking institutions but was late getting it entered in Workday).

ACH-rejected payments will be routed to the employee as a paper-check.  Once received, our department will notify the employee of time and dates of availability for which to retrieve their paper check. 

Please note:  A valid ID is required before Payroll department will release the paper check to the employee. 

Overpayments can occur in Workday for many reasons, some of which include; late termination action (termination action routed after final pay calculations posted), Unpaid time off submitted after pay calculations finalized, changes in annual work periods or FTE%, compensation changes, and retro timesheet corrections that are unable to be re-couped from current pay results.

Once a department has identified an overpayment, they should immediately contact payroll@tamucc.edu.  The department’s communication should include the employee’s name, UIN number, position/pin, and why the overpayment has occurred.  Payroll may be able to assist, depending on the timing of your notification. 

If payroll receives the overpayment notification before the current payroll deadline lapses for the employee, it may be possible to cancel the pending overpayment or correct the current pay results.

If the notification is received after final payment calculations have posted, but before the scheduled payment date, we can assist in getting the payment cancelled and any pending direct deposit reversed.  Forms may be found here: Payroll Forms | Payroll | Texas A&M University-Corpus Christi

If the employee has received the overpayment, Payroll department staff will provide guidance on collection requirements, amount owed, and what additional documentation may be required.  It is the department’s responsibility to notify their employee of the overpayment.   All overpayments must be mailed to Payroll Department.

Checks/Money Orders can be made payable to:

Texas A&M University – Corpus Christi

6300 Ocean Drive Unit 5739

Corpus Christi TX 78412-5739

These deadlines refer to any prior pay period business process, time off request, or timesheet correction outside of the current pay period.  If an employee/department submits a retroactive action, it must be fully approved by the retro due date, if it is to be included on the current pay result.

Any business process, time off request, or timesheet correction outside within the current pay period.  Current processes are due by the current “real-time” deadline and if fully approved, will be applied to the current pay result. 

It is recommended that timekeepers review the online course Managing Time and Absence in Workday to familiarize themselves with a foundation knowledge of timekeeping duties.

The Time Summary Review report should be monitored to ensure actions needed once timesheets are locked (including submitting timesheets and approving timesheets on behalf of managers) are completed by end of day.  This report should be run frequently when current timesheets are due/locked right up to bi-weekly payroll deadlines.  This ensures that all bi-weekly employees have current approved hours and will not miss pay.

How to Generate the Report in Workday:

1. Type Time Summary Review in the Workday search bar.
2. Complete the required Start Date and End Date fields;  for these dates, please refer to the payroll schedule found here: Payroll Schedules | Payroll | Texas A&M University-Corpus Christi
3. Click OK.
4. You may choose to filter by Manager, Supervisory Organization, and/or Employee Type, and then export report to Excel.  From here, you can sort if needed.
5. You will need to review the Hours to Approve, Unsubmitted Hours, and Approved Hours columns.

Possible Timekeeper Actions based on the Report:

• Hours to Approve – Manager has hours pending review and approval in their Workday inbox.  Email the manager and provide an internal deadline for approving by the payroll deadline.
• Unsubmitted Hours – The employee hasn’t submitted all hours worked on the timesheet.  Email Employee and Manager, provide an internal deadline to submit and approve hours prior to payroll deadline.  If this report is run on the day timesheets lock, the department timekeeper will need to submit and approve on the employee and supervisor’s behalf.
• No Hours Listed for Employee – You may wish to email both the employee and supervisor to ensure hours are not pending entry and approval in Workday by the payroll deadline.  If this is done on the day timesheets lock, the department timekeeper will need to enter and approve on behalf of the employee and supervisor. 

Possible Timekeeper Actions when Timesheets are Locked:

1. Timesheet submitted to Manager, but the employee needs to correct or add hours worked:
   • For additions and/or corrections – please refer to “A manager is out of office and a delegate is not in place to approve timesheets.  How can a timekeeper submit and approve on behalf of the manager to avoid missed pay to their employee(s)?  How can this be avoided in the future?” Frequently Asked Questions | Payroll | Texas A&M University-Corpus Christi
   • For Unsubmitted Hours, a Timekeeper can click the link by the Employee’s name in the live Time Summary Review report (on Workday, not when in Excel) to go straight to the timesheet and approve the unsubmitted hours.  Please ensure that the employee and supervisor are aware that this action has been completed.

If you are unable to submit the timesheet as a timekeeper, please email payroll@tamucc.edu immediately so that we may assist.

Important to Note: Employees with multiple roles (dual-employed workers) will only have their primary positions supervisory organization and employee type listed on the Time Summary Review Report -even though they may have hours worked under other positions.  If this is the case, you will need to pull up their timesheet to ensure that your department’s position’s hours are submitted and approved.

Throughout the year, TAMUCC may receive early release, paid holidays, and inclement weather events.  This means that the timesheet will need to be re-calculated after these events occur.  Normally, these calculations will apply automatically when the employee enters or updates their timesheet.  If an employee doesn’t update their timesheet (because they are out on leave/paid time off/other), or they entered all their time worked prior to the event being added to the timesheet, the employee will need to Run Calculations to apply the event (early release, paid holidays, and inclement weather).  This is completed through the employee’s timesheet.  Run Calculations option is found in the Actions menu on the top right-hand side of the employee’s timesheet.

Note: Employees, Timekeepers, and Managers all have the security role to Run Calculations.

Timekeepers have the ability to Run Calculations for everyone or a group of employees.  Below is how a timekeeper may complete this task:

Run Time Calculations for a Date Range: 

1. Search for Run Time Calculations for a Date Range report in Workday.
   2. Select the workers for whom you'd like to run calculations.
   3. Enter Run Frequency [Run Now]. 
   4. Enter a Request Name. 
   5. Select a Start Date and End Date to define the date range for calculations. 
   6. Click OK to run process. 

Employees need to be in a paid status the day before and the day after a holiday to be eligible for Holiday pay. Encourage your managers to notify business managers or Payroll department ASAP if they are aware of or approve unpaid time off the workday before and/or the workday after the holiday(s). If this occurs, the paid holiday(s) should be removed. 

• Biweekly Paid 
  System-generated time blocks cannot be deleted directly on a timesheet itself. Workday is configured to have a Holiday Adjustment time entry code that can be used to adjust holiday hours. Click on the timesheet, choose Holiday Adjustment as the Time Type, and enter a negative number (-8.00 for full-time) to decrease the system-generated “paid holiday” hours. 

• Monthly Paid 
  The Manager or Absence Partner should enter unpaid time off (8.00 for full-time) for the Holiday(s). Reference the Workday Help Job Aid of Enter Time Off for Your Employee if needed.  If you need additional assistance, please email leave@tamucc.edu.