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Payroll

  • All hiring paperwork must be submitted to either Ashley Tran or Twana York no later than 8 business days before the scheduled start date. Any paperwork submitted less than 8 business days prior to the expected start date will result in a later start date or the selection of an alternative instructor.

Please refer to time table below for the lead times required for:

ACTION TYPE

DETAILS

NECESSARY LEAD TIME

Hiring

Undergraduate work studies, TAs, RAs, etc

4 weeks

Posting Positions & Hiring

Benefits-eligible personnel such as: post-doctoral fellows, researchers, etc

Domestic – 2 months

Foreign – 3 months

Unpaid leave of absence

All employees (Personal and Professional)

1 month in advance

H-1B Requests/Extensions

All employees

5 months

Summer Salary

Faculty positions such as: summer research, field camps, teaching courses for the Professional Master’s Program and Short Course, etc

2 months

Changing Grant Funding Source

All employees

2 weeks

Note: It takes 1 month to release an encumbrance

Processing Payroll Reallocations

-

3 business days

Note: It takes 1 month to release an encumbrance

Signing Time & Effort Reports

-

3 business days

Note: Delays may affect document submissions to sponsors.


  • Please note that all paperwork requires review and approval from the Department Chairman, Dean’s Office, Provost Office and Human Resources. Paperwork is considered incomplete until all approvals are received.
    • By law, all paperwork must be completed BEFORE an employee begins working.
    • By law, we MUST pay an employee for their work – this includes any work undertaken without completed paperwork.
      • All paperwork submitted after the effective start date is considered late and a justification memo is required by the Dean’s office.  The business office will write the memo, and the office is required to explain in detail who contributed to the tardiness and how we will prevent this in the future.
  • Regarding Time Approvals
    • Time Approvers (Supervisors) for bi-weekly employees should approve the employee’s (Time Reporter) time in TRAM every Wednesday by 12:00 noon for the designated week and time period.
      • It is important that each employee’s time is reviewed precisely to verify that there are no missed or incorrect punches.
      • If changes are made to an employee’s punch, a comment is required to explain why the change was made. This has to be done before the time punches can be approved.
    • If a Time Approver will not be available to approve time for any of their assigned Time Reporters (employees), they must select someone as their proxy at least one week in advance.
      • In order to assign a proxy to approve time, the proxy will have to fill out the HRMS PeopleSoft Security Access Request Form with Ashley or Twana, and it will have to go the approval process before the proxy will have access.

  • Daily Field Work Options
    • If you go to campus before you go to the field, you should punch in once you arrive in the office/lab.
    • If you travel directly to the field from home, you should log on and punch in before you leave the house.
    • If you go to the field on your way home from campus, punch out from your smart phone or the nearest Wi-Fi hotspot.

  • Field Camp Option
    If you will be out in the field with your supervisor and you will not have the means or opportunity to log into TRAM to report your time, please follow the below steps:
    • Before departing please submit the estimated daily hours that you expect to work. (Click Here to see EAS - Field Camp Time Reporting Template to submit) (Click Here to See Example).
    • Each Wednesday, please have your supervisor verify the submitted hours via the EAS - Field Camp Time Reporting Template via phone or by email to ensure accuracy. You should talk with your supervisor about the actual hours worked before he/she verifies them with the EAS Business Office.

Should you have any questions or concerns, please contact Twana York at tyork@uh.edu or Ashley Tran at uttran2@central.uh.edu

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