Payroll VoucherTraining Workshop

What is Covered?• OVM Documents1. Types of documents

2. Parts of the OVM document

3. Document Examples

OV1 (Hourly Employees)

OV2 (Casual Labor)

OV5 (Over Time)

OV6 (Vacation Payout)

OV7 (Contracted Services)

• Action Field Commands1. Verify (VER) and Approve (APP)

2. Search (SEA)

3. Routing (ROU)

Types of Documents

Parts of the OVM Document

Each OVM document has three main parts.

1. Cover sheet2. Sections3. Payment worksheet

Cover Sheet FieldsAccount NumberType the account number to charge in this field.

StatusThe current status of the document in the processing cycle.

Document IDThe document identification number.

Action CommandType a three-letter command that acts on the document.

SummaryEnter the summary of the document.

CreatorThe person who created the document.

Pay PeriodType the dates the employee worked.

Document Total AmountThe total amount paid on the voucher.

Number of TransactionsThe number of entries in the worksheet.

Sections Screens detailing document information.

Part 1: Cover Sheet

Part 2: Sections

Part 3: Payment Worksheet

OV1 (Hourly Employees)

OV1—payments require an appointment and are created with the account number that was used to appoint the employee

Missing an EID? Press PF4.

Missing an EID?Enter the employee’s EID and a pop-up window will identify the reason the employee is not listed on the voucher.

Common Reasons an Employee Doesn’t Show Up on an OV1 Document

• PO8 (Paycheck Profile) switch is inactive • No I-9 on file

• Appointment is not on the same account as the voucher account

• Appointment dates are not the same as the pay period on the voucher

• Appointment must have a Work-Study code assigned by the Work-Study Office

OV2 (Casual Labor)This voucher type allows payment to individuals that are performing services for a short period of time without an appointment.

Note: Effective May 9th, all casual labor employees must complete an employment application.

Casual labor payments are flat lump sum payments received for one-time Special events such as ticket-taking, ushers, parking attendants, cleanup crews, modeling, etc., or for seasonal events such as orientation or cashiering during peak registration periods.No appointment is requiredLaborer must have a current I-9 and W-4 on file with Human ResourcesProcess an OV2 document in BIS by the timesheet deadline posted on the administrative calendarInclude notes on the OV2 document briefly describing the work doneOV2 will not be approved without attached notesDepartments without access to OV2 documents in BIS need to contact the Help Desk (747-4357)

OV2 (Casual Labor)

OV5 (Over Time)

This document requires an appointment for the pay period represented on the document.

OV6 (Vacation payments)Upon termination, this document is used to pay leave balances for vacation, floating holiday, and holiday pay to an employee leaving the university. If the employee is deceased, half of the sick leave balance (up to a maximum of 336 hours) is paid to the estate. If an employee is transferring to another state agency or department, the hours are transferred.

OV7 (Contracted Services)Used as a basis for paying individuals providing consulting or specialized services to the University

– Form must be completed prior to routing for approval– A resume must be included with the APS form– Approval should be obtained from the Director or Dean

and Vice President– 26 Accounts require approval from Contracts & Grants

and Office of Research and Sponsored Projects (ORSP)– Route all forms to the Payroll Office– APS form can be found on the UTEP Forms Mine and on

the Payroll website– Please refer to the “APS Workshop” presentation for

additional information on the Payroll website

OV7 (Contracted Services)

Action Field Commands

Command DefinitionsNEW Create a NEW document.

SEA SEARCH for selected documents.

ROU Display where this document has been ROUTED.

NOT Display document NOTES.

CPY COPY the document with a new document number.

FYI Send document copy to logon ID FOR YOUR INFORMATION.

PRT PRINT the document.

VER VERIFY the document is correct.

APP APPROVE to sign this document and route forward.

FYA Approve and route to logon ID FOR APPROVAL.

DEL DELETE this document.

Verify (VER)

Use the VER command to check the document for common errors and for completeness.

Approve (APP)

The APP command is required to forward the document to the next desk/logon ID in the routing sequence.

Search (SEA)

0

10

20

30

40

50

60

70

80

90

1stQtr

2ndQtr

3rdQtr

4thQtr

East

West

North

Type SEA in the Action field and press ENTER. Each search may be limited by entering the information known such as the document creator, EID, date created, or account number and leaving other fields blank.

When the criteria is less specific, more documents will be found.

Search (SEA)

Routing (ROU)

Use the ROU command to view the routing history of a document. This command can be very useful in determining where a document is within the approval process. The window will display all prior approvals as well as the desk/logon ID of the next approver of the document.

Thank you for viewing this presentation.

For more information, contact:

Payroll Services

915-747-5171

Payroll@utep.edu