Deduction Information (SAM 03.D.05—Payroll Deductions)
The University of Houston System allows only payroll deductions from paychecks of employees as are authorized or required by statutory enactment. Deductions which are statutorily authorized but not required may be offered at the discretion of the System. The component university's Chief Financial Officers are responsible for providing recommendations to the Vice Chancellor for Administration and Finance to add or discontinue any discretionary deductions. Employees will complete the appropriate form with their original signature to authorize voluntary deductions from paychecks. These forms will be forwarded to the Payroll Office for processing.


Time and Effort Reporting (MAPP 02.05.02—Time and Effort Reporting)
How do I know what time reporting category and code to use?
Time reporting categories and codes relevant to bi-weekly and monthly employees are listed on the time sheet forms. Employees shall use the appropriate codes to record the time worked and leave taken. Where no time reporting code is provided, the type of leave and the number of hours shall be noted in the Remarks section on the time sheet. When reporting family and medical leave, parental leave or workers’ compensation leave, time should be reported using the time code for sick leave, vacation, compensatory leave or leave without pay; in addition, the type leave shall be noted in the Remarks section along with the number of hours for that type leave.

What happens if the employee has insufficient leave balances?
Each employee is responsible for tracking his/her leave balances and ensuring that leave is available. If the type of leave reported is not available, leave will be charged as follows:

1. If sick leave is unavailable, time will be charged to vacation.

2. If vacation time is not available and the leave qualifies as under FMLA, the leave will be granted as leave without pay.

3. Otherwise, it is at the discretion of management to either grant leave without pay or terminate the employee.


For non-exempt employees:
1. If vacation is unavailable, time will be charged to compensatory time earned at 1.5.

2. If compensatory time 1.5 is unavailable, time will be charged to compensatory time 1.0.

3. If compensatory time 1.0 is unavailable, time will be charged to unpaid leave.

4. If vacation is unavailable, absences of one full day or more must be reported as, and charged to unpaid leave.