C-21. Payroll Procedures
Payroll records of all IU Southeast employees are maintained in the Human Resources Office. Payroll processing must be completed with very strict time limitations and subject to regulations of the State Board of Accounts. The deadline for submitting paper and hourly time sheets is the last Friday of the pay period at 5 p.m. Electronic timesheets will leave the action list of the employee at 1 a.m. on the Sunday morning following the end of the pay period and will route to the action list of the supervisor for approval.
Staff Attendance Reports
Exempt professional time off is to be recorded via EPTO on the OneStart page. It is to be submitted at the beginning of each month electronically, and will be approved by the supervisor electronically. When it is approved, the employee will receive an email confirming approval.
Bi-weekly staff attendance reports are generated through the TIME system (electronic time sheets). Balances are calculated automatically based on the timesheet.
Hourly and Work-study Staff Time Sheets
When non-student, student hourly, or work-study workers are hired, a hire edoc should be prepared immediately but no later than the first day of work. Tax forms should also be completed and attached to the edoc cover sheet along with a Direct Bank Deposit form and Employee Personal profile form. Upon termination of a non-student employee, an edoc must be completed.
Expense Classifications (Effective Dates: Always First Day Worked)
| Non-student Hourly | 3,000 |
| Student (Non-work-study) | 3,500 |
| Student (Work-study) | 3,800 |
Recording Hours for Casual Employees
Paper Time Sheets
The hourly time sheet (Yellow) can be used to record time of casual employees. Hourly workers should provide their supervisors with a copy of their class schedules and other commitments so that work schedules can be arranged. An hourly worker must complete a time sheet (if using paper timesheets) by accurately writing in the time that the work was started and then completed. Time sheets must accurately reflect the actual hours worked. For student workers, working hours are not to be in conflict with the student’s class schedule. While the worker is responsible for the accuracy of his/her time sheet, the supervisor is responsible for verifying the time sheet and rate of pay.
Electronic Time Sheets
Electronic time sheets can be used to record time of casual employees by clocking in and out each day worked. Time sheets must accurately reflect the actual hours worked. For student workers, working hours are not to be in conflict with the student’s class schedule. While the worker is responsible for the accuracy of his/her time sheet, the supervisor is responsible for verifying the time sheet and rate of pay.
Overtime
Overtime is defined as time worked, with supervisory permission, in excess of the full-time (40 hours per week actually worked) basic daily or weekly work schedule. Part-time employees are eligible for overtime for hours worked in excess of 40 hours per week. The IU Personnel Policies gives additional information on the overtime policy. Employees should note that during a week when overtime is earned, benefit accruals (comp. time, vacation, sick, bonus, etc.) may not be used. The only exception would be weather or holiday time.
The method of payment for internally provided services, other than in the normal course of employment, will be as prescribed below:
- FLSA Covered Employees (all staff paid on an hourly basis): Overtime hours worked in an employee’s responsibility center are to be reported on the electronic timesheet and compensated at a time and one-half rate. If the overtime hours are worked in a responsibility center other than where the employee is normally employed, the compensation will be based on weighted average calculation for each week of work. This calculation uses the rates of all jobs for which work time was recorded during the week.
- FLSA Exempt Employees: Additional services of a temporary nature provided by FLSA exempt employees are to be compensated for by using the additional pay edoc. All such payments to employees will be subject to W-2 reporting, even though the employee voluntarily redirects those payments to research or development accounts through the Indiana University Foundation, or to other university accounts. They may also be paid by hourly appointment.
Pay Dates
University employees are usually paid on the following schedule:
| Full-time faculty on academic year appointments | Receive one-tenth of their base annual salary on the last working day of each month beginning in August. |
| Full-time faculty, administrators, librarians, and other professional staff members on fiscal year appointments | Receive one-twelfth of their fiscal year salary on the last working day of each month. The only exception is the December pay, which is paid on the first day worked in January. |
| Part-time faculty members | Receive payment on the last working day of the month (paid five times per semester) and are employed on a semester basis. |
| Classified (non-exempt) staff | Receive payment every two weeks and are usually employed on a twelve month basis. |
| Casual (hourly) part-time employees | Receive payment every two weeks. |
Bank Direct Deposit
The university requires that all employees use direct bank deposit. IU will deposit the employee’s pay into the employee’s designated checking for savings account at the IU Credit Union or other banking institution. Contact the Human Resources Office for the Credit Authorization to Indiana University for Direct Bank Deposit Service form. Pay advice can be viewed at the employee center on the OneStart page.