General
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 involving the processing of payroll 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.
Announcements:
The University is currently operating under pandemic protocols and will be limiting our in-person activities. Our office is staffed for coverage on "Essential Functions" with the rest of our payroll staff telecommuting.
Paychecks are available for pickup, you may drop off all required payroll documents such as direct deposit forms, W-4 form changes as well as paper timesheets. If you are unable to pickup your paycheck in person and would like to have us mail it, please email your request to payroll-services@sou.edu from your SOU secure email account and provide us with your current mailing address.
All payroll supporting paperwork will need to be directed to the Payroll Services Department on the first floor of Churchill Hall, Room 143. We are committed to providing you with excellent service, we look forward to helping you with your payroll needs.
Payroll will observe the following schedule for operating hours (1/1/2021-6/30/2021):
Monday - Friday 8:30am - 5:00pm.
Payroll Services will be closed for the following holidays: Friday 1/1, Monday 1/18, Monday 5/31, Monday 7/5,
Monday 9/6, Thursday 11/11, Thursday 11/25, Friday 11/26 and Friday 12/24/2021
Forms & Instructions
Timesheets:
Forms:
Instructions on How to View:
|
Main Contact Information:
| Payroll Services Support Line |
(541) 552-8506 |
| Payroll Services Email |
payroll-services@sou.edu |
| Unclassified Employee Support |
| (541) 552-8506 |
| Classified Employee &Faculty EmployeeSupport |
| (541) 552-6242 |
|
| Payroll Processing & Faculty Employee Support |
| Carolyn Wirfs |
(541) 552-8244 |
| Student Employee Support |
| Lori Courtney |
(541) 552-6933 |
|
| Payroll Manager |
| Payroll Manager |
(541) 552-8244 |
|
Pay Day:
All employees are paid monthly on the last business day of the month.
Beginning Monday 3/16 paychecks will be available for pickup in the Payroll Services Department:
- Located In Churchill Hall Room 143
Additional off cycle payroll checks are issued every Tuesday.
In situations 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 must be paid to the employee within three business days.
Direct Deposit
Direct Deposit -
Please consider signing up for this banking service!
Using direct deposit automatically deposits your paycheck electronically and funds are available to you on payday. Direct deposit eliminates the need for you to pick up your paycheck in person and keeps you from having to visit your bank to make the deposit yourself. In addition to this convenience for you, direct deposit is also a cost savings to the institution. To set up direct deposit, please fill out the Direct Deposit Enrollment Form available online and at the Payroll Services Office. You are required to attach a voided check or print out from financial institution that shows full name, financial institution routing number and account number.
Payroll Dates and Deadlines
Pay Periods and Deadlines:
Web Time Entry is required for time reporting on the following employees.
Pay Period is the 13th through the 12th of the following month
- Classified Non-Exempt Temporary Employees
- Student Non-Exempt Hourly Employees
- Unclassified Non-Exempt Hourly Employees
- Deadline: Employee submits 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 is the 1st through the end of the month
- Unclassified 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 is the 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.
Paper Time Sheets are required for time reporting on the following employees.
Pay Period is the 1st through the end of the month
- Unclassified Salaried Non-Exempt Employees
Deadline: 2nd business day after the last business day of the month.
Pay Period is the 16th through the 15th of the following month
- Classified Hourly Employees
Deadline: 2nd business day after 15th of the following month.
Pay Period is the 1st through the end of the month
- Classified Salaried Employees
Deadline: 2nd business day after the last business day of the month.
TO THE PAYROLL SERVICES OFFICE:
Other Documents
Before 10th of the Month Deadline:
- Approved Irregular Employment Agreements (IEA)*
- Approved Status Change Forms
- Approved PeopleAdmin New Hires and Change Actions
- Any Leave Without Pay Situations
Procedural Tips
Procedures for Payroll - Campus Distribution
Procedural Tips are saved here as PDF Documents. This enables faculty/staff to reference payroll procedures and download them at any time.
Alphabetical Order:
300.201 Payroll Calendar
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Web Time Entry
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.
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.***
Pay Period and Timelines
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:
