PAYROLL
Barb Harvey provides payroll services for all departments.
- New Employee Processing
- Time Records for Exempt (from overtime) and Non Exempt Employees
- Payroll Schedule Lines Form [doc]
“Please use this link when communicating payroll funding information to the REBO . Click on Print Forms and navigate to Payroll Schedule lines Form 2. Fill in form and either e-mail or fax it to Barb Harvey.”
Useful Links:
Annual/Sick Leave
Holiday Schedule
New Employee Processing Procedure
All new employees, students and benefits eligible, are required to see (in person) a member of the Employee Data Systems at WVU Human Resources Central prior to their start date. The employee must provide (bring with them) the required original documentation, such as their social security card and driver’s license. It is absolutely essential that we comply with this procedure, since payment for employees can only be authorized after the processing date.
People who do not meet work authorization (I-9) requirements will be turned away. For example if they cannot furnish the proper documents, they will not be permitted to work and will not be entered into the system.
Departmental Steps to initiate payroll processing:- Hiring Students and GRA's [ppt]
- Fill out the new hire form
- Choose Research EBO then submit. Do not send employee to HR Central until this form has been submitted.
- Give the new employee the new hire documents that can be obtained at this web-site.
- I-9
- W-4
- IT104
- Personal information sheet
- Drug-free workplace policy
- Emergency contact
The employee should fill in the information before taking the documents to central.
After processing at HR Central, the employee brings the authorization to work form back to Barb Harvey in the EBO.
Department ensures that the individual does not start working until after HR processing.
If employee is benefits eligible, employee may attend benefits orientation on the same day as processing. However, if session is full, employee must schedule another time.
Employees can go to HR Central, 1 Waterfront Place , 2nd Floor for processing on Monday’s at 9:00 without an appointment. All other days (Tuesday ? Thursday) Barb Harvey will call to arrange a time and location. Barb will then notify the department/employee.
Classified, Non-Classified, and FEAPs
Submit a payroll schedule lines form to Barb Harvey.
Payroll Schedule Lines Form [doc]
Submit an Assignment/Salary Administration Form to Barb Harvey
Changing Funding for a current employee
Payroll Schedule Lines Form [doc]
Note: Payroll Schedule Lines will not be changed unless this form is filled out with complete information and submitted to the EBO.
Time Sheet Records
Non-Exempt (eligible for overtime and benefits) employees must submit a timesheet to their supervisor for signature at the end of each pay-cycle. The time worked as well as leave taken must be indicated on the timesheet. Employees who request leave must use the Leave Request Form. When filling out the timesheet at the end of a pay-cycle employees can refer to the Leave Calendar.
Compensatory Time Off (CTO)
Compensatory Time Off must be approved prior to the work being performed. It must be a mutual agreement between the employee and the supervisor. The agreement must be in writing and it should confirm the agreement that the time worked is compensated with CTO.
CTO hours can only be earned by non-exempt employees. Any hour worked over 40 within a week must be compensated at one-and-one half times the actual hours. Non-exempt employees may accumulate up to 240 hours of CTO, which is 160 actual work hours.
CTO must be used within one year of the date it was earned.
Please fill out the CTO/STD agreement before CTO occurs.
Extended Absences
Employees and their supervisors must contact the REBO when someone is out for an extended period of time (more than five days). This is very important because of the Family Medical Leave Act and for leave tracking purposes. Catastrophic Leave Donor Application
The Family Medical Leave Act, a federal law, helps employees get time off from work when they have a critical family issue or medical situation involving their family or themselves.
An employee must fill out a medical leave form. The completed form must be submitted to the Medical Management Unit at Human Resources Central. Call Debbie Jacobs or Andrea Yanego to obtain a form.
Social Security Numbers
It is against the federal law to identify employees or students by their social security number for payroll, student identification, etc. Social Security numbers should only be collected and reported when they are required by the federal government.
Federal Work Study Office
Federal Work Study Office – scroll to the bottom of the page and you will find forms to request and evaulate workstudy students.