Time form, earnings statement
show off new look
Employees who received new time sheets Sept. 25 should be
on the lookout for more than just a change from round circles
to little rectangles.
new form is a result of integrating the Oracle Human
Resources payroll system with all University human resources
and financial information Phase 2 of the Integrated Systems
Project. While the greatest impact will be on people with HR/payroll
responsibilities in departments and offices throughout the University
(excluding the Medical Center), all employees need to be aware
of several changes.
Call University Payroll at
salaried classified employees and research assistants will fill
out the time management forms twice a month, but employees will
continue to be paid on the same monthly or semi-monthly schedule.
Human Resources will evaluate in January whether to offer monthly
paid staff the option of changing to a semi-monthly pay schedule.
employees, including student workers and UVA Temps, will also
fill out the new form for the hours they work. They are not required
to submit the time sheet if they did not work any hours during
the pay period.
the biggest changes are new codes for the correct type of sick
leave, including personal and family. They are different for the
majority of employees who are in the Virginia Sickness and Disability
Plan than for older employees who stayed with the previous leave
system. (See below.)
earnings statement sent to employees homes also will have
changes. An employee number is used instead of the Social Security
number; leave hours and pay will be itemized in the pay information
box; and the employees bank account number will no longer
be recorded on the form. In the employer-paid benefits box, new
codes stand for more specific details that are explained online
for salaried classified employees and research assistants:
prefilled with zeroes for hourly paid wage employees, including
and Leave Sheet
All classified salaried employees will submit a signed time management
form, even if no leave was taken or extra compensation earned
during the pay period. An employee still must record the
regular hours worked in the right-hand column and get the form
Classified wage employees are not required to submit a time management
form if they did not work any hours during the pay period.
The time management form has two spaces for leave type each day. If
more than two types of leave are used on the same day, more than
one code may be written in a space or additional copies of the
form can be made as needed.
Check your earnings statement to ensure its accuracy with
regard to pay, leave and benefits on the new form. It should
be the same as before.
Keep your address current so that your earnings statement
is not sent to an incorrect address.
Be sure both you and your supervisor sign your time sheet.
If your supervisor is unavailable to sign your time sheet,
it must be signed by the acting supervisor before the timekeeper
can approve the time card in Oracle.
The new time-and-leave form does not include the employees
total leave balances. That is recorded on the earnings statement,
which is mailed home.
For Virginia Sickness and Disability Program participants, use
the following codes: VS for sick leave and FP for family/personal
Participants not in VSDP record S for sick leave and FS for family
A five-digit organization number replaces the home department
The employee number replaces the Social Security number.
The bank account number is deleted.
Leave elements with hours and pay are itemized.
In the Taxes and Deductions box, individuals with VRS supplemental
life for themselves or their spouses may see a different deduction
amount, as rates are now age-based by covered individual, instead
of by employee. VRS requested this change some time ago, but implementation
was delayed until the launch of Oracle in order to avoid duplicative,