Payroll Services
Payroll Services Department
The Payroll Services Department functions as part of the broader Business Services Administrative Support Unit for the University. Payroll Services is responsible for handling all aspects of payroll processing for the campus, ensuring the accuracy of all compensation, deductions, benefits, the fundamental application of the collective bargaining agreements; and complying with all State and Federal regulations. The Payroll Services Department supports institutional goals by providing consultative services to administrators, supervisors, classified employees, faculty, and student employees.
Thank you for your attention to these updates so we can better serve you.
ANNOUNCEMENT: December 2023
The University will be convert to: Workday Payroll System from: Banner Web Time Entry (WTE) process.
- Transition to Workday Time- Entry & Time-off Payroll system
Your W-2 for 2023 will be out of the Banner system as usual.
Your W-2 for earnings paid out in January 2024 and beyond will be out of the Workday system.
This Cut-over will take place for each paygroup during the December payroll time entry
- Cut-over Time Entry schedule (excel rev 12.5.23):
The Workday system is scheduled to be available for time entry and/or leave entry on 12/18/2023.
Please see the "Cutover Time Entry Schedule" link provided above.
For example, if you are in the 13-12th pay group, the Workday payroll system is available on 12/18 for time entry beginning with first day of the pay group's pay period. [12/13/2023-1/12/2024].
Training takes place in December for staff and supervisors with additional workshops supervisor workshops in January.
Please visit the Information Technology page for current Training times and all Workday information (CISR web page).
CALENDAR YEAR END INFORMATION
Payroll "Address" Updates
Please be sure you keep your contact addresses up-to-date in Self-Service.
- The Payroll (PY) address is where your SOU paycheck and W-2 (tax document mailed out in January).
- If the PY address and your current mailing address are not the same, you can use the Mailing Address tab for your current address.
- If you exit SOU, please update the PY address to where you want your tax document (W-2) to be sent (or it's returned to SOU).
- Be sure you have an active permanent address on file as returned documents can be sent there.
Web Time Entry (WTE)
Time entry for most employees is accomplished using WTE on the Employee dashboard in Banner Self-Service.
Please view Guidelines on this website (tabs):
- WTE Approver Guide
- WTE Leave Entry Overview Guide (Admin)
- WTE Classified Time Entry Guide
- WTE Student Time Entry Guide
Payroll Information (Q&A)
All documents for payroll such as Direct Deposit forms, W-4 forms and paper timesheets may be delivered to the Payroll Office on the first floor of Churchill Hall, Room 143 during window hours. All employees are encouraged to stop by with any questions regarding your payroll needs.
- Payroll Office "Window Hours": Monday - Thursday 9:30 AM - 3:30 PM or by appointment
- Payroll Secure Drop box (see link on left side navigation link on thie page): "Payroll Secure Inbox"
- Payroll Services office will close to observe Bank Holidays
Direct Deposit is the safest, quickest and most cost-effective method to receive monthly pay and is typically set up upon hire.
- Refer to the "Direct Deposit" tab on this website for guidelines
- Requests to change direct deposit routing must be initiated using your sou.edu email address; and orignial documents verified in-person at the Payroll Office window during office hours (bring photo ID).
- Questions: Payroll-services@sou.edu or Office phone: 541-552-8506.
Paper Checks can be set-up for pick-up if arrangements are made in advance.
Please bring photo ID to pick-up a check in person. Checks may be mailed out upon request and PY address verification.
Main Contact Information:
Payroll Services Support Line (541)552-8506
Payroll Services Email Address payroll-services@sou.edu
Payroll Office Contacts https://inside.sou.edu/bus-serv/staff.html
Direct Deposit
Direct Deposit
Direct Deposit is the process by which the University deposits your paycheck directly into your checking account or savings account on pay day. There are many benefits to using of Direct Deposit, including:
- Security: Direct Deposit automatically deposits your monthly pay into the account(s) of your choice on pay day.
- Speed: Funds are instantly available in your account on last business day of the month.
- Simplicity: Deposit is made electronically for confidentiality and immediate paperless pay out.
Enroll In or Update Direct Deposit Elections:
To enroll in Direct Deposit, please fill out the Direct Deposit / Cancellation Enrollment Form available on-line. You must attach a voided check or an official form from your financial institution that shows your full name, financial institution's routing number and account number. Do not submit a copy of your monthly account statement as the set-up is done off orignial signed documents only.
Changes to Direct Deposit Elections:
1: Cancel existing Direct Deposit
Please e-mail directions on your secure SOU email account to payroll-services@sou.edu stating your intention.
2: Update the Direct Deposit to new institution
The Direct Deposit Enrollment/Cancellation form must be dropped-off in person at the Payroll Office (with photo ID in hand) during window hours.
- Payroll office must have an original signed by you in person to move forward with changes
- Attach a voided check (or original Transfer From from your Banking institution) displaying new bank routing
- This is same process as opening a new Direct Deposit account
Payroll Due Dates & Deadlines
All employees are paid monthly on the last business day of the month. This includes students, faculty and staff.
Off-cycle manual checks are typically available every-other Tuesday afternoon.
When we receive paperwork after the payroll processing deadline, we may process an off-cycle check using the following guideline:
BOLI guideline ORS 652.120(5): "When the underpayment represents less than five percent of the employee’s gross wages, the amount may be paid on the next regular payday. If the underpayment represents more than five percent of the employee’s gross wages, the amount will be paid to the employee within three business days."
Pay Period & DUE Date Deadlines:
Web Time Entry (WTE) is required for time reporting for the following employees:
- Classified Non-Exempt Temporary Employees
- Classified Non-Exempt Salaried Employees (reporting hours)
- Student Non-Exempt Hourly Employees
- Unclassified Non-Exempt Hourly Employees
Deadline: Employee submits WTE Leave Report by 11:59pm on the 1st business day after the 12th of the month. Supervisor approves by 11:59pm on the 2nd business day after the 12th of the month.
Pay Period: 13th through the 12th of the following month.
- Unclassified Salaried Exempt Employees
Deadline: Employee submits WTE Leave Report by 11:59pm by the 5th business day of the following month. Supervisor approves by 11:59pm on the 7th business day of the following month.
Pay Period: 1st through the end of the month.
- Faculty Salaried Exempt Employees
Deadline: Employee submits by 11:59pm on the 5th business day of the following month. Supervisor approves by 11:59pm on the 7th business day of the following month.
Pay Period: 1st through the end of the month.
Paper Timesheets are required for time reporting for the following employees:
- Unclassified Salaried Non-Exempt Employees
- Classified Salaried Employees
Deadline: 2nd business day after the last business day of the month.
Pay Period: 1st through the end of the month.
- Classified Hourly Employees
Deadline: 2nd business day after 15th of the following month.
Pay Period: 16th through the 15th of the following month.
Due Date for Other Documents - Before the 10th of the Month
- Approved Irregular Employment Agreements (IEA)*
- Approved Status Change Forms
- Approved PeopleAdmin New Hires and Change Actions
- Any Leave Without Pay Situations
Procedural
Procedures for Payroll - Campus Distribution
Payroll Procedures for campus staff to reference:
Alphabetical Order:
- Payroll Disbursement Overview
- Self-Service Update Addresses and Phones
- Understanding Your Paystub
- WTE/Timesheet - Approver audit for completeness
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Time & Attendance Reporting Overview
Web Time Entry (WTE) is a Banner time keeping system for Southern Oregon University.
Hour Reporting Employees
This section is for employees who report hours worked and leave taken during a pay period. This includes:
- Classified Non-Exempt Temporary Employees
- Student Non-Exempt Hourly Employees
- Unclassified Non-Exempt Hourly Employees
Pay Period and Timelines-Hourly Employees
For Student, Classified Temporary, and Unclassified Hourly employees.
Pay Period and Timelines Table (pdf) for Hourly and Monthly Time & Attendance
Reference and Training Guides-Hourly Employees
Leave Reporting Employees
This section is for employees who only report leave taken during a pay period. This includes:
- Unclassified Salaried Exempt
- Faculty Salaried Exempt
*** NOTE: Holiday leave will automatically be recorded in the payroll process and is not to be entered on the time sheet.***
Reference and Training Guides-Salaried Employees
Supervisors/Approvers:
For employees to access their time cards in WTE, they must be set-up in Banner.
- Student Employees - must be submitted through the Human Resources Office and the employee must complete paperwork before they will be set-up in WTE and time card available. See Student Employment webpage for details on the hiring process.
- Classified Temporary Employees - a Classified Temporary Support Staff Appointment form must be submitted through the Human Resources Office and the employee must complete paperwork before they will be set-up in WTE and time card available.
- Unclassified Hourly Employees - must be submitted through the Human Resources Office and the employee must complete paperwork before they will be set-up in WTE and time card available.
Approvers and proxies will access employee time cards through logging in to inside.sou.edu.
***Please Note: The Time Approval channel will remain empty until the first time any employee you are approving enters their time card. If no student you are attaching has entered their time card, the channel will be blank.***
WTE Reports
There are three Banner reports available to supervisors to help keep track of hours and assigned employees.
- Detail Hours: Report gives detail hour punches during a given pay period. This will give list of employees, positions, clock-in and out for the pay period, pay rate, and total pay for the period by employee.
- Banner Job Name: PAY_WTE_HOURS_DETAIL
- Parameters:
- 01 Payroll Year
- 02 Payroll ID (HR or MO) - Student, Classified temporary, and Unclassified hourly employees will be HR (for hour). Unclassified salaried exempt employees will be MO (for month)
- 03 Payroll Number - Reference number corresponding to the calendar month (1 = January, 2 = February, etc.)
- 04 Approver ID (% for all)
- 05 Timesheet Org Code (% for all)
- 06 Employee ID (% for all)
- 07 Sort Order (1, 2 or 3) --> 1 is Name, Day, Time; 2 is Name, Position, Day, Time and 3 is Org Code, Name, Day, Time
- Hours Summary: Report gives summary of all hours during a given pay period.
- Banner Job Name: PAY_WTE_HOURS_SUMMARY
- Parameters:
- 01 Payroll Year
- 02 Payroll ID (HR or MO) -Student, Classified temporary, and Unclassified hourly employees will be HR (for hour). Unclassified salaried exempt employees will be MO (for month)
- 03 Payroll Number - Reference number corresponding to the calendar month (1 = January, 2 = February, etc.)
- 04 Approver ID (% for all)
- 05 Timesheet Org Code (% for all)
- 06 Employee ID (% for all)
- 07 Sort Order (1 or 2) --> 1 is Name, Position; 2 is Org Code, Position, Name
- Approver Assignments: Report lists any employees assigned to a given supervisor, approver, or proxy.
- Banner Job Name: PAY_WTE_ASSIGNMENTS
- Parameters:
- 01 ID Number -ID number of the supervisor, approver, or proxy
Other Reference and Training Guides
Other Helpful Websites:
For additional information about employment, please visit these webpages:
Web Time Entry 9.0 Students
Web Time Entry 9.0 - Student Non-Exempt Hourly Employees
Student workers will see a new look for Banner Web Time Entry (WTE) time and attendance reporting. You will now be able to view your employee information all in one location with the Employee Dashboard page. Please refer to Quick Reference Guide* below for the new Directions AND Hours Submission due dates for Users and Approvers.
Student Forms:
The time & attendance process for student workers is to use Web Time Entry. If unable to enter time digitally, paper forms are provided below. Paper forms are intended as back-up only. Please contact the Payroll Office if you are having any trouble accessing your WTE.
Contact information: Please send email to payroll-services@sou.edu
Feedback: Your input is welcome. Please send comment/suggestion to: fis-training@sou.edu
Web Time Entry 9.0 Unclassified Leave Report
Web Time Entry - Leave Reporting
New! Banner Self Service Employment Dashboard for Leave Entry and Timesheet Approvals
The Time Approval and Time Sheet links on the InsideSOU homepage for employees have been changed to go to the new Banner Self Service Employee Dashboard. This is where you can find all of your employee information in one location that includes viewing your paystubs, entering leave/time, approving timesheets, viewing tax forms and checking your leave balances. Refer to the
Approver Overview Guide, the
Leave Entry Overview Guide or the
Payroll Resources for more information. 4.1.2022
This section is for Unclassified Salaried Exempt and Faculty Salaried Exempt employees who only report leave taken during each pay period.
*** NOTE: Holidays will automatically be recorded during the payroll process and does not need to be entered on the timesheet.***
Contact information: Please send email to payroll-services@sou.edu
Web Time Entry 9.0 Classified Monthly
Web Time Entry - Classified Salaried Staff
Classified (Monthly) Salaried staff will begin to use the Employee Dashboard for time and attendance reporting to begin with time entry on 10/1/2022-10/31/2022 timesheet (Pay Day 11/30/22). Please refer to Classifed User Quick Reference Guide below for the new Directions AND Hours Submission due dates for Users and Approvers.
Methods of training:
Email: payroll-services@sou.edu
Phone: Payroll Staff will be available to assist with time entry questions 541-552-8506.
If leaving a message, please leave name, return #; best time to reach you; and brief description of issue to solve.
In-person: Payroll Staff will be available to assist you with questions during window hours [9AM to 3:30 PM Monday- Thursday in Churchill Hall Room 143] or by appointment.
Zoom Recording:
tba
WTE Dashboard Details:
- Time & Attendance tracking will be accomplished through use of Banner 9.0 Employee Dashboard located in inside.sou.edu "On-line Services".
- Staff to enter hours and time taken digitally, using "Web Time Entry" (WTE) for "paperless" time entry. Submit to Approver within 2 business days after month end.
- Approvers will have new ability to view your employee information all in one location within the Employee Dashboard page. Fix issues within 2 days, then submit by Day 5 before locked out when payroll opens.
