DE *DEFINE OVM Web Tutorial

Types of Documents

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Parts of the OVM Document

Each OVM document has three main

parts.

1. Cover sheet

2 Sections

2. Sections

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Cover Sheet Fields

Account Number

Type the account number to charge in thi fi ld

Creator

The person who created the d

this field.

Status

The current status of the document in

document.

Pay Period

Type the dates the employee worked. the processing cycle.

Document ID

The document identification number

Document Total Amount

The total amount paid on the voucher.

N b f T ti Action Command

Type a three-letter command that acts on the document

Number of Transactions

The number of entries in the worksheet.

S ti

acts on the document.

Summary

Enter the summary of the document

Sections

Screens detailing document information.

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Part 1: Cover Sheet

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Part 2: Sections

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Part 3: Payment Worksheet

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OV1

OV1—payments require an appointment and are

created with the account number that was used to appoint the employee

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Missing an EID?

Enter the employee’s EID and a pop-up Enter the employee s EID and a pop up

window will identify the reason the employee is not listed on the voucher.

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Common Reasons an Employee Doesn’t

Show Up on an OV1 Document

• PO8 (Paycheck Profile) switch is inactive • No I-9 on file

• Appointment is not on the same account as the voucher account

• Appointment dates are not the same as the pay period on the voucher

• Appointment must have a Work-Study code assigned by the Work-Study Office

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OV2

This voucher type allows payment to individuals that are performing services for a short period of time without an appointment.

Request authorization from the Staffing and Career Management Services section of H R S i b f i iti ti OV2 h t

Human Resource Services before initiating an OV2 voucher payment.

To request authorization, use the OV2 Request form. Through this form, the department will provide:

• the unit code • job code

• maximum amount per check

• time period the payment will be made • a brief explanation of the payment

• two levels of approval one must be a signer on the account • two levels of approval—one must be a signer on the account

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OV2

Download the OV2 request form from the HRS website:

http://www.utexas.edu/hr/PDF/documents/ov2form.pdf

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OV5

This document requires an appointment for the pay period represented on the document.

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OV6

Upon termination, this document is used to pay leave balances for vacation, floating holiday, and holiday pay to an employee leaving the university. If the employee is deceased, half of the sick leave balance (up to a maximum of 336 hours) is paid to the estate. If an employee is transferring to another state agency or

department the hours are transferred department, the hours are transferred.

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OV7

This payment type requires an Authorization for Individual Services (PBS). The department is required to send paper copies of:

copies of:

– Approved PBS signed and dated by the employee after services are rendered (APS for 26 accounts)

services are rendered (APS for 26 accounts)

– Employee/Independent Contractor Classification

Checklist for each employee paid on the OV7 documents – OV7 documents

to Payroll Services by noon on the voucher cutoff date and to Payroll Services by noon on the voucher cutoff date, and we will final approve the documents.

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OV7

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PBS Document

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APS Form and Employee/Independent

Contractor Checklist

(26 accounts & blanket APS)

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Command Definitions

NEW Create a NEW document.

SEA SEARCH for selected documents.

ROU Display where this document has been ROUTED.

NOT Display document NOTES.

CPY COPY the document with a new document number.

FYI Send document copy to logon ID FOR YOUR INFORMATION.

PRT PRINT the document

PRT PRINT the document.

VER VERIFY the document is correct.

APP APPROVE to sign this document and route forward.

FYA Approve and route to logon ID FOR APPROVAL.

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Verify (VER)

U th VER Use the VER

command to check the document for common errors and common errors and for completeness.

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Approve (APP)

The APP command is required to forward the document to the next desk/logon ID in the routing sequence.

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Search (SEA)

Type SEA in the Action field and press ENTER. Each search may be limited by entering the information known such as the document creator, EID, date created or account number and leaving other fields blank

80 90

date created, or account number and leaving other fields blank.

50 60 70 80

E t

When the criteria is

20 30 40 East West North

When the criteria is less specific, more documents will be found. 0 10 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr Qtr Qtr Qtr Qtr

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Search (SEA)

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Routing (ROU)

Use the ROU command to view the routing g history of a document. This command can be very useful in determining where a document is within the approval process. The window will display all prior approvals as well as the

desk/logon ID of the next approver of the desk/logon ID of the next approver of the document.

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Print (PRT)

To print a copy of an existing To print a copy of an existing document to your local printer, type PRT in the Action Field and press ENTER. All parts of the

document will print to the printer document will print to the printer you specify.

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Help for OVM Documents

• F6 - Offers general information about the OVM screens. The information on these pop-up p p p

windows provide the most basic steps to follow in completing a document. To use this help feature, just press the PF6 key while within any OVM

screen.

• “?” (Field-level help) - Offers specific

i f i f i l fi ld i hi OVM information for a particular field within an OVM document. For a few fields (such as the Action field), this feature also lists the other options

available and prompts the user to choose one To available and prompts the user to choose one. To use this help feature, just type ? in a field and

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Appt acct number not equal to doc

acct number

The account number on the OV1 is not

the same as the employee’s appointment

account number.

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Appt dates not within doc

dates

One of the following will apply:

• Appointment begin date is after the

pp

g

document end date

• Appointment end date is before the

document begin date

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Employee does not have a

valid PO8 on file

The employee has not completed

Paycheck Profile (Web) or the Payroll

Services Employee Information form

(PSEI) and Form W-4.

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Employee has not satisfied U.S.

I

i

ti

R

i

t

Immigration Requirements

The I-9 form has to be sent to Human

Resource Services (HRS) – Employee

R

d

i hi

h

b i

d

f

Records within three business days of

the first work day.

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Employee’s appt is not hourly

Employee s appt is not hourly

The employee has an active, salaried

appointment and cannot be paid on an

hourly basis without an hourly

appointment.

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Monthly salary is zero

The employee cannot be paid on an

hourly basis without an hourly

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Employee has already received 1

t di

t

payment on pending appt

The hourly appointment has not

received final approval, and one payroll

check has already been issued for this

appointment. A second payment cannot

be processed until the appointment has

been final approved.

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No appt found for this EID

• Verify EID for accuracy

• Verify there is an hourly appointment

y

y pp

for the specified EID

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No employee record found

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Appt Comp code not equal to

d

C

d

doc Comp code

The component code (UT campus) for the

OV1 is not the same as the employee’s

appointment component code To get the appointment component code. To get the code updated, send an email to:

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Appt must be “Active” in order

t

W k St d

to pay Work-Study

The employee’s Work-Study

appointment has not been reviewed

and coded by the Work-Study Office.

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Deadline Postings on

*DEFINE and the Payroll

Services Web Site

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http://www.utexas.edu/payroll/semi-mo2007.html

Time Earned During

Period: Documents Due: Check Release Date:

April 1-15, 2008 April 16-30, 2008 Ma 1 15 2008 April 17, 2008 (Thursday) May 2, 2008 (Friday) Ma 19 2008 (Monda ) April 22, 2008 May 7, 2008 Ma 19 2008 May 1-15, 2008 May 16-31, 2008 June 1-15, 2008 June 16-30, 2008 July 1-15, 2008 l 6 3 2008 May 19, 2008 (Monday) June 3, 2008 (Tuesday) June 17, 2008 (Tuesday) July 1, 2008 (Tuesday) July 17, 2008 (Thursday) 2008 ( d ) May 19, 2008 June 6, 2008 June 20, 2008 July 7, 2008 July 22, 2008 2008 July 16-31, 2008 Aug. 1-15, 2008 Aug. 16-31, 2008 Aug. 4, 2008 (Monday) Aug. 19, 2008 (Tuesday) Sept. 2, 2008 (Tuesday) Aug. 7, 2008 Aug. 22, 2008 Sept. 4, 2008

This semi-monthly payroll schedule applies to paper vouchers, paper documentation required for OV7, and electronic payroll documents (OV1, OV2, OV5, OV6, and OV7).

Departmental Payroll Vouchers (paper forms) and OV7 documents with

d d ll b ll

supporting documentation are due to Payroll Services by noon. All other OVM documents must be final approved by 3 p.m.

Paychecks will be available on the fifth workday after the close of the

ll i d i l b i d

payroll period. Exceptions are unusual but sometimes necessary, and these dates are listed in bold.

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Other Payment Information

A Departmental (Manual) Payroll

V

h

i i d

h

th

t

i

Voucher is required when the payment is

nonstandard.

This fill-in form is on the Payroll Services

W b

t

Web page at:

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Some of the Nonstandard Payment

Types

• Retroactive hourly rate increase

• Leave of absence differential

Leave of absence differential

• Prior year salary

• Holiday pay for non-eligible monthly

• Holiday pay for non eligible monthly

employees

• Longevity/Hazardous Duty

Longevity/Hazardous Duty

• Awards

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Retroactive Hourly Rate

Increase

Payment requires an appointment change to

be final approved and a Departmental

pp

p

Payroll Voucher to be submitted to Payroll

Services by noon on the voucher cutoff

d t

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Leave of Absence Differential

Departmental Payroll Voucher must be

forwarded to Human Resource Services

(HRS) – Employee Records for approval

before Payroll can process payment. Form is

d

t P

ll S

i

b

th

due to Payroll Services by noon on the

voucher cutoff date.

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Prior Fiscal Year Salary

When an employee is due salary based on

an appointment (hourly or monthly) in a

pp

(

y

y)

previous fiscal year, a Departmental Payroll

Voucher must be submitted to pay the

l

ft th

i t

t i fi

l

employee after the appointment is final

approved. The form must be received in

Payroll Services by noon on the voucher

cutoff date.

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Holiday Pay for Non-eligible Monthly

Employees

If a monthly appointed employee is not eligible for holiday pay, but works all of his/her appointed

hours for the week where the official university y

holiday occurred, then the employee should be paid for the holiday.

Th D t t l P ll V h d ti h t( ) The Departmental Payroll Voucher and timesheet(s) must be sent to HRS – Employee Records for

approval. Please allow plenty of time for processing so the paperwork can be submitted prior to the

so the paperwork can be submitted prior to the voucher cutoff date.

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Longevity/Hazardous Duty

When an employee has more than one appointment and one of the appointments is delayed, the pp y ,

employee does not receive their full longevity. When the delayed appointment is paid, the

longevity on the delayed portion of the appointment ill t d th i i t ill t

will pay out and the remaining amount will not automatically process.

A D l P ll V h b d A Departmental Payroll Voucher must be processed to pay the remaining portion due. These vouchers must route to HRS – Employee Records for approval and is due to Payroll Services by noon on the

and is due to Payroll Services by noon on the voucher cutoff date.

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Employee Awards

An award approval letter must be signed by your vice president or dean and should include the p

criteria used to select the recipient as well as the frequency, the account number, and the amount. Submit the letter to Payroll Services along with the D t t l P ll V h b oo th

Departmental Payroll Voucher by noon on the voucher cutoff date.

http://www.utexas.edu/business/accounting/hbp/09_expend/expend3.html

If you need this payment to be issued as a physical check for presentation, then a letter signed by the dean/director is required with the above / q

documentation indicating the name and phone number of the person who will pick up the check.

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• PN 212 – Creating *DEFINE

Appointments

• PN 141 – Independent Contractor or

Casual Employee?

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Thank you for viewing this presentation.

For more information, contact:

Payroll Services 512-471-5271 512-471-5271 [email protected]