Payroll Processing Tools

ACAP Guidelines

Death Benefits and Final Regular Pay 
TAMU, TAMUG & TAMHSC  

If you receive notification that an active employee has passed away, immediately email benefits@tamu.edu. HROE Benefits staff will take over the process and be the main point of contact for the deceased employee’s personal representative. As part of the termination business process, the HR Generalist will receive the Workday Inbox To Do called Determine Time Off Payout. Prepare the paper documents outlined below and send to Payroll. After you submit the documents to us, enter comments in the To Do (such as "payout has been requested outside Workday with Payroll") then click Submit/Approve and Done to complete the item. 

Please reference the Workday Job Aid of Maintain Accrual and Time off Adjustments/Overrides available in SSO at the Workday Help Link for step-by-step instructions on making adjustment entries. 

The following paper .pdf documents should be submitted; make sure the employees name prints on all required attachments: 

• Death Benefits & Final Wages Payout – Biweekly Employees OR Death Benefits & Final Salary Payout – Monthly Employees form 
• Time Off Balance Report from Workday or Accrual Balance report from Kronos before the Absence Partner makes any adjustments; hours on the form should match what is submitted on the payout request form 
• Time Off Balance Report from Workday or Accrual Balance report from Kronos after the Absence Partner makes all adjustments; ending balances should be zero for death payouts 
• Copy of "Maintain Accrual and Time Off Adjustments/Overrides" report from Workday if you forget to print the "Before Adjustment" page prior to making the maintenance entries 

• Partial Month Worksheet for monthly paid if not due full month (gross from the worksheet should be entered on the Death Benefit form) 

The deceased employee may be due any combination of the following. All components for payout can be included on one Death Benefits form: 

• All Unused Accrued Vacation Time Off  
• Some Unused Accrued Sick Time Off (see TAMUS Regulation 31.03.02, Section 7.1–7.4 for limits) 
• Unused Accrued FLSA Comp Time Off 

• Final Regular Pay (Regular Salary or Regular Hours) including Longevity or Hazardous Duty Pay 
• Allowances or Stipends 
• Any extra pay approved in Workday or by the department but not yet paid 
• Any remaining Save for Summer balances 

Note: The maximum number of accrued sick leave hours the estate of the deceased employee can be paid is 336 hours. Calculate Hourly Rate of Pay for Monthly Paid employees by multiplying their monthly salary at last accrual by 12, then divide by 2080. 

Payroll staff review all forms and documents sent by HUB staff before they start processing the death benefits request. 

Payment must be made payable to "The Estate of [name]" via paper check.   HROE Benefits staff will send the personal representative a list of one of the four State required documents that must be submitted to Payroll; payroll staff forward the document to the TAMU System Office of General Counsel (OGC) for review.  It may take up to 4-6 weeks for OCG to respond confirming the document meets the requirement to release the check.  The check will be held in the Payroll office and once Payroll receives written confirmation from OGC to release payment, the personal representative of the estate will be contacted to either pick up the check from the Payroll office during regular business hours or provide a mailing address if he/she wants the check mailed via United States Postal Service. 

Personal Representatives of the deceased employee should contact payroll@tamu.edu if they have any questions during the State-required document preparation process. Personal Representatives should continue to work with your main point of contact at HROE Benefits as this entire process proceeds. 

Death Benefits and Final Regular Pay 
TAMUCC, TAMUCT, TAMUS, TAMUSA, TAMUT & TDEM 

If you receive notification that an active employee has passed away, immediately email payroll@tamu.edu in addition to following the notification procedure provided by the Human Resources office at your campus or agency. 

Follow the process for TAMU as noted above.  The main exception is that the paper check “To the Estate of [name]” will be held at your campus or agency’s location rather than at the TAMU Payroll office in College Station; your Human Resources office will be the main point of contact for the deceased employee’s personal representative. 

Accrued FLSA Comp time hours are never lost nor do they expire. They should be paid out at an active employee's termination, retirement, death or if they move from an accruing to non-accruing position. Accrued State Comp time can't be paid at termination or after the expiration of 12 months from the date of accrual. State Comp Time is "use it or lose it".

In some cases, a department may not be able to grant an employee accrued banked FLSA and/or State Comp time off. When this occurs, or at the employees request, the department should request payout from Payroll.

You are required to submit the following paper documents:

• Payroll Payment Request form, which is on the payroll website. Complete FLSA Comp Time Payment section; complete the Miscellaneous Payment section for State Comp Time Payout. Provide a detailed Explanation.
• Copy of Time Off Balance Report from Workday before the Absence Partner makes any adjustments. Hours on the form should match hours submitted on payment request.
• Copy of Time Off Balance Report from Workday after the Absence Partner makes all adjustments; an FLSA and/or State Comp balance may remain if making a partial payout during active employment (balances should be zero for termination, retirement, death payouts or moving from accruing to non-accruing status).
• Copy of "Maintain Accrual and Time Off Adjustments/Overrides" report from Workday if you forget to print the "Before Adjustment" page before making the maintenance entries.

Please reference to the Workday Job Aid of Maintain Accrual and Time off Adjustments/Overrides available in SSO at the Workday Help Link for step-by-step instructions on making adjustment entries.

Payroll staff review all forms and documents sent and will contact your department if further clarification is needed on the payout balances. Do not hesitate to contact us at payroll@tamu.edu if you have any questions during the document preparation process.

Lump Sum Accrued Vacation Time Off is paid out when:

• Employee Terminates or Retires
• Employee moves from accruing position to non-accruing position
• Employee death during active employment (Please see Death Benefits & Final Regular Pay section listed above on this page)

TAMU, TAMUG, TAMHSC, TAMUCT, TAMUS, TAMUSA, TAMUT and TDEM Workday Actions:

Note: TAMU Staff and TAMUG Faculty & Staff utilize ACAP Funds:

• Initiate the termination, retirement, change job or death business process
• Print .pdf of Time Off Balance Report in Workday before the Absence Partner makes any adjustments. The .pdf will include the employee’s name for audit purposes. For departments utilizing Kronos, print a copy of the Accrual Balance before you make any adjustment, making sure this includes the employee’s name. Hours on this form should match the hours submitted on the Payroll Payment Request form.
• Use the Maintain Accrual and Time Off Adjustments/Overrides Action Item to enter the lump sum adjustment, so the balance will zero out. Please refer to the Workday Job Aid of Maintain Accrual and Time Off Adjustments/Overrides available in SSO at the Workday Help link for step-by step instructions on making adjustment entries.
• Print .pdf of Time Off Balance Report in Workday after the Absence Partner makes all adjustments. For departments utilizing Kronos, print a copy of the Accrual Balance after you make all adjustments, making sure this includes the employee’s name. Balance(s) on this report should be zero for any accrual  line items submitted for payout.
• Complete interactive.pdf Payroll Payment Request (PPR) form on payroll’s website. Print out signed electronic signature copy or print for original signatures to be done.
• If you are aware the employee wishes to defer all or part of their payout to a TDA/DCP Account, include this information in the Explanation section. The employee should have already completed and provided the department a copy of a TDA/DCP One Time Lump Sum Deferral Form.
• Send the following forms to Payroll at payroll@tamu.edu
  •    completed & signed Payroll Payment Request Form
  •    Time Off Balance Report before adjustments
  •    Time Off Balance Report after adjustments
  •    TDA/DCP One Time Lump Sum Deferral Form (if indicated)
• Watch for the Workday Inbox To-Do of Determine Time Off Payout. Enter comment (example – payout has been requested outside Workday with Payroll), then click Submit to complete the item and move the business process forward.

General Notes:

• If you forget to print the “Before Adjustment” page before making maintenance entries, include a copy of the “Maintain Accrual and Time Off Adjustments/Overrides” report from Workday.
• Calculate Hourly Rate of Pay for Monthly Paid employees by multiplying their monthly salary at last accrual by 12 then divide by 2080.
• Biweekly Paid employees terminating, retiring or moving to a non-accruing position should also be paid out any accrued FLSA Comp hours. The FLSA Comp Time Payout portion of the Payroll Payment Request can also be completed; only one PPR form is needed to payout multiple items.
• For TAMU departments or colleges still processing frozen faculty vacation payouts, please make sure you figure the gross based on their salary at last accrual, not their present salary in Workday.

Payroll staff will audit all forms, documentation and/or Workday inbox item before approving and proceeding with payout. We will contact you if form revision or further clarification is needed and let you know when the payout will occur. Do not hesitate to contact Payroll at payroll@tamu.edu if you have any questions during the document preparation process.

Managers have several options available in Workday to monitor and approve timesheets. Job Aids for each option are available in Workday Help.

Bulk Time Approval (Review Time Report)

• Primary report recommended by Payroll for Manager timesheet approval.
• The report includes all active biweekly employees and shows current timesheet status:
  • Unsubmitted Time (on timesheet but not sent to Manager)
  • Submitted Time (waiting on Manager to Approve)
  • Approved Time (Manager has already approved)
    Note - if no hours are listed in any column, Manager should discuss with Employee.
• Managers can also see and approve any time off entered directly on the timesheet within this report.
• Managers should rerun report numerous times if needed leading up to Payroll deadlines. The goal is for all active employees to have hours in the Approved Time column.
• When Managers approve from this report, the corresponding Workday Inbox item automatically disappears.
• Workday Services recommends approving Time Off Requests from your Workday Inbox before running the Review Time Report.
• Use of this report to approve timesheets increases the chance an employee will be paid timely and not suffer financial hardship.

Approve Time

• Managers can approve timesheets from their Workday Inbox or email notification.
• It may be difficult for Managers to keep up with staff who have no hours entered or have not yet submitted.
• Managers must also approve Time Off Requests for them to be paid. See Managing Time Off Requests job aid for more information.
• If approving timesheets from the Workday inbox or email notification, expected pay may be missed since the Manager is not working from a list of all active employees. This Increases the chance an off-cycle emergency check may need to be requested, as the Employee (especially full-time) may now be in financial hardship.

General Notes

• Managers should be aware of internal timesheet deadlines which are typically earlier than the deadlines listed on the Payroll Biweekly Pay Schedule. Please confirm with the Timekeeper supporting your supervisory organization.
• It is the Manager’s responsibility to immediately contact employees having no hours or unsubmitted hours.
• If a timesheet is submitted to a Manager by 5:00pm the day before timesheets lock, the Manager still has access to approve. If corrections are needed, the manager must work with their designated Timekeeper - as the timesheet has moved to a locked status.

Before submitting your timesheet to your Manager, you may realize you forgot to request unplanned or last-minute time off during the pay period. There are two different options to make the request before turning in your timesheet.

Option One – Add as a Time Block within the Timesheet

1. Click on the date in question to open the Enter Time box.
2. Select Absence in the Time Type field then the appropriate Absence type (accrued or unpaid time off)
3. The hours default to zero (0); enter the actual time off hours. Note:  If Time Type is sick, select the appropriate Time Off reason.
4. Complete the Comment field. If requesting less than a full workday, include the specific time not at work (e.g., sick child, 8:00am to 10:30am)
5. Click OK to add to the timesheet.
6. Enter the work hours for the date if the requested time off is less than a full work day.
7. Submit timesheet to your Manager as normal before payroll deadlines.

Option Two – Add as an Absence Request

1. Click the Actions button in the upper right corner of your timesheet then Request Absence from the drop-down menu to access your Absence Calendar.
2. Select the date then the blue 1-day – Request Absence button, and the Absence type from the drop-down menu.
3. Click Next and then the Edit Quantity per Day button on the far right.
4. In the Quantity per Day box – change from zero (o) to the number of hours you need to request.
5. Complete the Comments field. If requesting less than a full workday, include the specific time not at work (e.g., sick child, 8:00am to 10:30am). Note:  copy the comment to paste into the next section.
6. Click Done
7. You are now back to the original Request Absence screen where you can paste the comment previously copied into this section’s comment field.
8. Click Submit for Manager Approval.
9. You are now back at your timesheet. If less than a full day is requested off, you will need to enter the working hours for the date.
10. Submit timesheet to your Manager as normal before payroll deadlines.

IMPORTANT: Option Two requires the Manager to approve the time-off request from their Workday Inbox before they approve your timesheet. If the Manager doesn’t do this, the requested time off hours DO NOT drop to current pay results and your net pay will be lower than expected.

TAMU Payroll recommends the use of Option One for unplanned or last-minute time off requests during timesheet review. This method is easier for the Manager or Timekeeper to review and approve all requests at once, increasing the likelihood that you will receive all expected pay.

Holiday and Early Release paid time off is payment provided to the Employee by the system member. The Employee is paid but does not work. Absence Partners, HR Contacts, and Timekeepers can access the Holiday Paid Time Off Reference Guide available on Workday Help (Training > Reference Guides > Holiday Paid Time Off). This guide provides an overview of paid time off given to Employees for holidays and early release and explains methods to support specific needs related to timesheets.

Questions?
Contact HROE Leave Administration (leave@tamu.edu) or your system member / agency Human Resources office regarding Holiday Pay and/or Early Release policies. Contact Payroll (payroll@tamu.edu) regarding Timesheets and Pay Results related to Holiday Pay and/or Early Release pay.

The Workday retro process is very robust, and in many cases will automatically pick up and pay the missed hours to the employee on an upcoming biweekly payday. 

• Timesheet corrections (positive and/or negative) can be entered up to 3 prior pay periods retroactive from the current period.  For example, if the current period is #23-26, (Aug. 6th though Aug. 19th) the employee can go back to #23-23, #23-24 & #23-25 (June 25th through Aug.5th). 
• Employee must submit the corrected timesheet to their manager and their manager must approve the corrected timesheet before the upcoming Biweekly Retro Deadline on the Payroll processing calendar. 
• If the upcoming retro correction and retro approval deadline is missed, the missed hours will be further delayed paying. 
• Beyond 3 prior pay periods from current, timesheets LOCK and NO ONE can make entry, adjustment or approve and submit. 

NOTE: If an employee makes corrections to a retro timesheet but doesn’t resubmit back to the manager for a new approval before the retro deadline, Workday views the correction as an “error” on prior pay and will attempt to make recoupment of the “overpayment” from the current pay result.  This is corrected by getting the retro timesheet submitted and approved before the next biweekly retro deadline. Workday will then “pay back” the amount previously recouped. This type of error covers 2 pay periods. 

Timesheet Corrections more than 3 pay periods back from current 

Missed hours must be submitted via Payroll Payment Request (PPR) form; if the missed hours expend over multiple prior periods, a separate PPR for each affected period is required. HR Generalists should attach a detailed listing of the days and hours worked (log, email, spreadsheet, etc.) signed by the manager; this is required for audit purposes.

In order to get the time blocks to create for early release, paid holidays, and inclement weather events the calculations need to run on the time sheet. These calculations run automatically when employees enter/update time. If an employee does not have worked time to enter or update (paid time off, holidays all week) or they entered all time prior to the event being added to the calendar, they should Run Calculations on their time sheet. You can find the option to "Run Calculations" in the Actions menu on the top right-hand side of the employee's time sheet. The time sheet needs to be submitted and approved for the time to pay. Note that Employees, Timekeepers and Managers all have the security role to Run Calculations.
 
Alternatively, Timekeepers can choose to run calculations for everyone or groups of individuals.  
 
Run Time Calculations for a Date Range: 

1. Search for Run Time Calculations for a Date Range report.
   2. Select the workers for whom you'd like to run calculations.
   3. Enter Run Frequency [Run Now]. 
   4. Enter a Request Name. 
   5. Select a Start Date and End Date to define the date range for calculations. 
   6. Click OK to run process. 

See Holiday Time Off and Early Release on Timesheets (on this page, under Timesheets) for more information. 

Welcome to Workday @ Texas A&M

Workday combines human resources, benefits and payroll applications for Texas A&M University System employees into one secure cloud-based portal.

See Employees and Workday for a variety of resources for new employees or those who need a “how to” refresher including Onboarding, eLearning, and Employee Common Tasks (including link to Enter Time Job Aid).

See Managers and Workday for a range of resources for managers (supervisors) who are new to their role or need to review their duties. These include Manage Delegations in Workday, eLearning, and Manager Common Tasks (including link to Enter Time for Your Employee Job Aid).

A Request One Time Payment business process must be initiated and submitted through Workday to collect the taxes on non-salary compensation. When entering in Workday, please input an active FAMIS 13-digit account number (example: 02-123456-00000) to ensure all payroll expenses and any fringe benefits are posted to FAMIS accurately and timely. A PDF screenshot showing the submission to payroll from Workday should be attached to the Concur expense report or Aggiebuy document. This can be accessed by clicking on your Inbox and then Archive in Workday.

Emolument one-time payment plan choices begin with "Emolument"and include common categories such as cash awards, gifts, non-qualified moving expense (relocation allowance not grossed up and paid through AggieBuy), > 90 day reimbursement, etc. Please file back-up material in your employee's departmental file for audit purposes.

Note: Any choices that start with Emolument will tax the employee on the gross and net pay will be reduced; it will not pay the employee the amount of the one-time payment.

Emolument Exceptions

Some emoluments should not be entered using the "Request One-Time Payment" business process. These exceptions must be handled by payroll and include:

• Emoluments for a Terminated Employee
• Emoluments for a Retired Employee
• Emolument Gross-Up (department pays taxes on employee's behalf)
• Emoluments for employees who don't work in your supervisory organization

Emolument exceptions should be requested using the Emolument Exception Request located on Payroll Website. Complete the Emolument Exception Request, include the reason number from bottom of the page, and provide a detailed explanation. Send the completed and signed form to payroll@tamu.edu.

Emoluments for Less than 12-month Annual Work Period Employees

Taxes on non-salary compensation cannot be taken if an employee is not receiving pay. Emoluments for Employees working in less than a 12-month annual work period cannot be processed if the effective date is in a period the employee is not working. If payroll discovers this error before pay calculation, it will be deleted; HROE will be notified to request the business process be rescinded. Once rescinded, departments have two choices for processing the emolument; they can initiate a new Request One Time Payment business process when the employee has returned to work or if they want to pay the taxes on behalf of the employee, they can complete and send the Emolument Exception Request form to be processed as a gross up exception.

Effective Jan. 17, 2023, all faculty honors and awards that result in a payroll payment that are awarded through Faculty Affairs should be submitted to Payroll for payment via a Payroll Payment Request (PPR) form. Please include the honor or award letter to the faculty member as the backup for the honor or award payment listed on the PPR. 

These faculty honors and awards should no longer be processed as one-time payments within Workday. Payroll will process these honors and awards as individual checks to ensure all faculty honors and awards are coded the same and that all recipients are receiving the same net payment amount. This process applies to all prior faculty honor and awards that now need to be paid for year 2 or more. Going forward Faculty Affairs will work directly with Payroll to handle the payments to any new faculty honor or award recipients.

Continue to process all other types of awards directly in Workday using the Request One-Time Payment business process.

Workday Services Learning Hubs bring all of a Workday area’s content into one place so you can easily find the answers you need.  Payroll recommends the Time Tracking Learning Hub to review FAQs, Job Aids, News, Webinars, Release Notes and Reports related to this topic.

Workday has a very robust retro pay process that allows missed salary (monthly paid) and missed regular hours (biweekly paid) to be picked up and paid on the employee’s next on-cycle payday.

If an employee has missed regular pay and indicates that waiting until the next regular pay cycle will cause a financial hardship, the HUB HR Professional should first contact Payroll to discuss the situation.

Please note that this is not the usual way to pay employees missed regular pay; all requests are considered on a case-by-case basis subject to review by Payroll management and may not be approved if warranted. It is recommended not to make any payment promises to the employee before discussing the particular situation first with Payroll.

If the request is received after a biweekly payroll is initiated, our staff may ask that you submit a Payroll Payment Request form instead. Using this, we can add the missed regular pay to the upcoming biweekly; in most cases the employee would be paid via direct deposit if set-up accordingly in Workday.

After discussion and review of the circumstances that led to the missed regular pay, if indicated, Payroll will send you our current Off-Cycle Emergency Check Request form for completion; this form is not maintained on Payroll’s website.

IMPORTANT: Missed extra pay and/or missed one-time payment is not considered a financial hardship. Note that new hires cannot receive an emergency check before they receive their first on-cycle monthly or biweekly pay.

Processing Timeline

HUB HR Professionals should complete all form fields, including the Justification section, and provide steps to prevent recurrence in the Actions Implemented section. The form must be cosigned by a Department Head, Dean or Director.

The deadline to guarantee an emergency check the next business day is to have the form and any required attachments submitted to Payroll by 10 a.m. This allows Payroll sufficient time to start review, make manual entry to obtain estimated net pay and move the request process forward. Incomplete and/or inaccurate forms will be returned for correction; this could delay the request process at least one additional business day.

The request moves through payroll management before it goes back to our Payroll staff for the AggieBuy process as emergency paper checks are processed in AggieBuy. In many cases, we must first request the employee be set-up as a vendor in FAMIS before we can actually initiate the paper check request in AggieBuy. Our goal is to have the request to our Payroll staff before Noon, so they can request vendor set-up if needed and be able to enter the request in AggieBuy and route for approval in AggieBuy by payroll management before the end of the workday.

Estimated Check Receipt

Starting at day request is received (Example – Monday)

Once we are notified by FMO that paper checks are ready for pick-up, Payroll will prep the check for pick-up and contact the requestor to inform them of availability. Checks can also be mailed to the home address in Workday if needed. Please be patient as it may be later in the day before we are notified.

Off-Cycle Emergency Check Requests are logged by Payroll and monitored for overuse or misuse events. Frequent Requestors may be contacted by Payroll Executive Director and/or HROE Management for further discussion.

Overpayments and Cancellations

Understanding the difference between Retro and Current deadlines is imperative to an employee’s paycheck. Communicating both deadlines to employees, managers, and business process approvers is critical. Missed deadlines are the most common reason expected pay results do not occur which can create financial hardship for the employee and generate negative company perception.   

Workday is used by all eleven universities and eight state agencies within the TAMU System. Retro & Current deadlines are set by Workday Services to ensure timely processing of each payroll and adherence to Federal and State Payday Laws. 

Retro Deadlines – any business process, time off request or timesheet correction with an effective date prior to the beginning of the current biweekly or monthly pay period.   

These events must be fully completed and approved by the listed retro deadline in order to be paid to the employee on their next on-cycle payday.   

The retro process within Workday is very robust, but it is a static event. 

Current Deadlines- any business process, time off request or timesheet correction with an effective date within the current biweekly or monthly pay period.   

These events must be fully completed and approved by the listed current deadline to be paid to the employee on their next on-cycle payday.   

Current is real-time; pay results are continuously updated as business processes become fully completed and timesheets are submitted and approved by manager or timekeeper.   

Current pay results are “refreshed” by Payroll as noted on calendars. Updated results are available to view after each refresh. 

Any questions regarding payroll deadlines should be directed to payroll@tamu.edu. 

Workday provides a comprehensive view of your pay, deductions, and relevant accruals though your Workday pay slip. Any employee can access their pay slip through the Pay worklet from their Workday home page using their desktop or mobile device.

A user guide is available through the Single Sign On (SSO) Menu. Click the link for Workday Help and you are directed to the home page. Clink the Education tab at the top of screen then select User Guides from the drop down menu.

On the User Guides page click the link for Reference Guides. You will then be able to choose the Reading Your Workday Pay Slip guide.

This guide provides an overview of the various components typically found on a pay slip generated by Workday so you can use this data to make important decisions relating to payroll, insurance, and other benefits relevant to your employment.

How to Remove Paid Holiday 

Per System Regulation 31.04.01: System Holidays and HROE University Holiday information, employees need to be in a paid status the day before and the day after a holiday to be eligible for Holiday pay. Encourage your managers to notify their HR Generalist ASAP if they are aware of or approve unpaid time off the workday before and/or the workday after the holiday(s). If this occurs, the paid holiday(s) should be removed. 

• Biweekly Paid 
  System-generated time blocks cannot be deleted directly on a timesheet itself. Workday is configured to have a Holiday Adjustment time entry code that can be used to adjust holiday hours. Click on the timesheet, choose Holiday Adjustment as the Time Type, and enter a negative number (-8.00 for full-time) to decrease the system-generated “paid holiday” hours.   
•  Monthly Paid 
  The Manager or Absence Partner should enter unpaid time off (8.00 for full-time) for the Holiday(s). Reference the Workday Help Job Aid of Enter Time Off for Your Employee if needed.  If you need additional assistance, please consult with your HR Generalist or email leave@tamu.edu. 

How to Remove Early Release

Same rules apply and follow same instructions for removing paid holiday; early release is generally 4.00 hours rather than 8.00 hours

Your Total Rewards from the Texas A&M University System are more than just the money you receive in your paycheck. Your total rewards also include the insurance benefits, retirement plans and other employment-related programs that are available to you as an A&M System employee. The A&M System pays the full cost for many of these programs and shares the cost with you for others. In some cases, you may pay the full cost for a program.

This statement estimates your total rewards package, using your base pay and other pay items and benefits as of the statement date for a 12-month period, or the period as noted for each section. The Total Reward graph displayed on this statement reflects the total estimated employer paid contribution only. Amounts shown do not take into consideration federal limits for Flexible Spending Accounts and Retirement Programs. Actual amounts can be viewed in your Pay and Benefits Worklets.

This statement is not a contract or guarantee of base pay and other pay items, benefits or continued employment. Benefits are paid based on your coverage records and in accordance with the terms of the applicable group policy or program. In addition, the A&M System provides paid holidays and sick leave. You may also earn vacation time depending on your position.

Workers' Compensation Insurance and Unemployment Compensation Insurance benefits are not included in the Total Rewards statement.

If you have questions about your benefits, contact the Human Resources office of the A&M System member where you work or from which you retired. Your System Member contacts are listed in the Support Roles tab on your Worker Profile Contact page:

1. From your Workday Home (Welcome) page, click the Pay Application Worklet icon.
2. From the View box, click Total Rewards.
3. Your Total Rewards are now listed.
4. Click the PDF icon in the upper right corner if you would like to create a printable PDF document for your records. 

• Following payday, our office will be notified by the TAMU System Bank if a direct deposit was rejected by an employee’s receiving bank. The rejection could be for a number of reasons such as No Account, Invalid Account, Account Closed, etc.  Because the direct deposit was returned back to TAMU our office can begin to process a duplicate paper check for the affected employee. 
• One of our staff will email the HUB HR Professionals who assist the employing department, informing them of the rejection.  We request response by email if they are aware of any reason that a duplicate check should not be processed (i.e., incorrect payment of wages by department, check cancellation being processed, call from the employee’s manager, etc.).  
• Upon receiving this notification email, HUB HR Professionals should make the employee aware of the situation. Do not immediately send employees to the Payroll office to pick up the paper check.  We will notify you when the check is ready; at that time, you can let us know if the employee will pick up the check or if we should mail it.  Please note that if we do not hear back from the HUB HR Professionals, the check will be mailed to the address in Workday. 

 Please contact payroll@tamu.edu if you have additional questions on this topic. 

Employment Verifications and Public Service Loan Forgiveness forms

Employees who have not set-up Payment Elections in Workday default to paper payroll and expense checks. 

Paper payroll checks are mailed by Payroll via United States Postal Service (USPS) to the employee’s home address in Workday.  Checks are mailed one business day prior to payday; in the event payday falls on a Monday, checks are mailed that day. 

It is critical that employees enter a valid address in Workday.  A valid and complete home mailing address includes the Apartment # or Unit # if applicable AND Zip Code; do not include the name of the Apartment Complex.  This will ensure employees receive their pay checks timely. 

Here are some examples: 

USPS Can successfully deliver:  
8085 Atlas Pear Drive Apt. #1213 
College Station TX 77845 
United States of America 

USPS CANNOT deliver:
The Enclave Student Housing 
1800 Holleman Drive 
College Station TX 77840 
United States of America  

NOTE: In the event your paycheck prints without an address, you will be notified via email and asked to update the information in Workday. 

Paper expense (reimbursement) checks (if applicable) are mailed by Financial Management Operations (FMO) when they generate. 

Payment Elections are a self-service function within Workday and are generally established during the onboarding process.  If this set-up was skipped by the employee, instructions are available from your SSO Menu: 
SSO > Workday Help > Training > Job Aids  

Payment Election Enrollment Event (Onboarding) 
Instructions for Initial Set-up and management of payment elections 

Edit Payment Elections 
Instructions how to edit / update prior choices 

To avoid delays in receipt of paper checks, Payroll highly encourages all employees to set-up both payroll and expense checks for direct deposit. 

Explore Your Pay with Model My Pay

Active employees with at least one pay result can now run simulations to see the estimated impact on their payslip by adjusting their earnings, deductions, and tax elections. Model My Pay provides approximation only and does not impact your actual pay.

Access Model My Pay in Workday via the search box, the Pay app on your home page, or directly from your payslip.

For a quick overview about using this feature, you can check out this video and/or reference the Job Aid titled Model My Pay available in SSO > Workday Help > Training > Job Aids.

1. Email payroll@tamu.edu to request an affidavit form
2. Once the form is received, the employee completes the affidavit, indicating if they want:
   • a) To pick up the replacement check at the Payroll Office in the General Services Complex (GSC). A picture ID is required.
     Or
   • b) Payroll to send to the mailing address they list on the form
3. The employee signs the completed form acknowledging the lost or destroyed paper check
4. The employee returns the affidavit form by one of these methods:
   • Email to payroll@tamu.edu
   • Fax to 979.845.4134
   • Hand-deliver to Payroll’s Office in the General Services Complex (GSC), Suite 2201
5. Payroll confirms the original check has not been cashed, then prepares a replacement paper check, either mailing it or contacting the employee directly for pick-up