Rice University logo
 
 
 

Payroll - Guidelines & Procedures

Jump to...

Guidelines for setting up direct deposit: 

-You will need official bank documentation (i.e. void check, direct deposit form, account info card, letterhead, or screen print clearly displaying routing and account information.)   
 

Key Terms

Semimonthly payroll (SM): payroll schedule in which employees receive paychecks on the 15 th and last day of the month (twice a month or semimonthly). There are 24 semimonthly paydays in a year: SM-1 through SM-12 are paid from January through June; SM-13 through SM-24 are paid from July through December. Pay is current , i.e., pay received on the 15 th reflects work performed from the first through the 15 th of the month. Pink timesheets are submitted weekly to report exceptions to the regular pay schedule. Faculty, exempt staff, and some non-exempt staff are paid on this schedule.

Biweekly staff payroll (B2): payroll schedule in which employees receive paychecks every other Friday (biweekly). There are 26 biweekly paydays in a year: B2-1 through B2-13 are paid from January through June; B2-14 through B2-26 are paid from July through December. Pay lags by one week . Approved timesheets must be submitted every two weeks in order for individuals to be paid. Non-exempt staff are paid on this schedule.

Biweekly student payroll (B1): payroll schedule in which student hourly employees receive paychecks every other Friday (biweekly). This payroll schedule also has 26 biweekly paydays in a year; paydays fall on alternate Fridays from the B2 payroll. B1-1 through B1-13 are paid from January through June; B1-14 through B1-26 are paid from July through December. Pay lags by one week . Approved timesheets (yellow for work-study students or blue for non-work study students) must be submitted every two weeks in order for individuals to be paid.

Graduate student payroll (GR): payroll schedule in which non-hourly graduate student employees receive paychecks on the 15 th and last day of the month (twice a month or semimonthly). There are 24 semimonthly paydays in a year: GR-1 through GR-12 are paid from January through June; GR-13 through GR-24 are paid from July through December. Pay is current , i.e., pay received on the 15 th reflects work performed from the first through the 15 th of the month. Graduate students holding fellowships, and graduate student research assistants or teaching assistants are paid on this schedule.

Federal Work Study: a program administered by Student Financial Services that is funded by the Federal Government with a required contribution provided by Rice University. Eligibility criteria are set by the Federal Government. Eligible students may secure responsible employment positions on-campus at wage rates related to skills needed and prior work experience. Hiring departments are charged a portion of the student's hourly wage (25% which represents the required Rice contribution); the remainder of the student's hourly wage is paid out of the student's work-study award. All student earnings are paid on the B1 payroll. Overtime cannot be paid with these funds .

Rice Works:  a Rice work program that makes on-campus employment available to students interested in working part-time during the academic year. Hiring departments pay 100% of the student's hourly wage. All Rice students are eligible.

White timesheet: timesheet used by non-exempt biweekly employees (B1) to report their hours worked, benefit time taken, etc. over the course of the two-week pay period. White timesheets must be submitted by the end of the second week of the pay period in order for the employee to receive a paycheck on the following Friday.

Pink timesheet: timesheet used by non-exempt semimonthly (SM) employees to request additional straight time and/or overtime pay and/or report reduction of pay. Pink timesheets must be submitted by the end of the week in which the exceptions to the work schedule occurred.

Yellow timesheet: timesheet used by hourly student employees with work-study awards to record their hours worked over the course of the two-week pay period. Yellow timesheets must be submitted by the end of the second week of the pay period in order for the student to be paid on the following Friday.

Blue timesheet: timesheet used by hourly student employees who do not have work-study awards to record their hours worked over the course of the two-week pay period. Blue timesheets must be submitted by the end of the second week of the pay period in order for the student employee to be paid on the following Friday.

Non-exempt employee: a person working in a position that must adhere to all requirements of the Fair Labor Standards Act. Employees in nonexempt positions are paid an hourly rate, track hours worked, and must receive at least minimum wage, as well as overtime pay for hours worked in excess of 40 in a workweek. It is preferred that non-exempt employees be on the bi-weekly (B2) payroll.

Exempt employee: a person working in a position that passes one of the tests exempting it from adhering to the requirements of the Fair Labor Standards Act. Employees in exempt positions are paid for performing a job, receive a fixed amount of pay each payday, and no not track hours worked.

Labor distribution: the combination of fund/organization/account/program/activity/location (FOAPAL) to which a person's pay is charges. Departments indicate the labor distribution for a given job on the personnel action form; all pay for that individual is charged to that labor distribution unless the department submits paperwork (pink or white timesheet for staff, yellow or blue timesheet for students, personnel action form for ongoing changes) to change the labor distribution.

[Back to Top]  

Cycles and Deadlines

Biweekly Hourly Staff (B2 - Non-Exempt)
  1. Individuals paid on a biweekly schedule work at an hourly rate and receive checks every two weeks.
  2. Paychecks for B2 employees are issued every other Friday, or the previous business day if the pay date falls on a holiday.
  3. WTE timesheets are to be submitted at 11am and are to be approved at 5pm the Monday before the pay date. Failure to meet these deadlines will result in requiring a paper timesheet to be handed in. This may result delay your paycheck until the next pay cycle.
  4. Each pay week in the biweekly pay period runs from 12:01 a.m. Sunday until 12:00 midnight the following Saturday. Any overtime is calculated based on the workweek in which extra working hours occur.
  5. Payroll calendars for the B2 payroll can be found on the Human Resources website by following the link and selecting the appropriate month.

Semimonthly Faculty & Staff (SM - primarily exempt)  

  1. Salaried individuals paid on a semimonthly schedule (if exempt) receive a consistent amount of pay twice each month. A smaller group of individuals on this payroll work on the basis of an hourly rate (are non-exempt).
  2. Paychecks for SM employees are issued on the 15 th day of the month and the last day of the month, or the previous business day if the pay date falls on a holiday or weekend.
  3. Payroll calendars for the SM payroll can be found on the Human Resources website by following the link and selecting the appropriate month.

Biweekly Hourly Students - Undergraduate & Graduate (B1 - Non-Exempt)  

  1. Individuals paid on a biweekly schedule work at an hourly rate and receive checks every two weeks.
  2. Paychecks for B1 student employees are issued every other Friday ("biweekly"), or the previous business day if the pay date falls on a holiday.
  3. WTE timesheets are to be submitted at 11am and are to be approved at 5pm the Monday before the pay date. Failure to meet these deadlines will result in requiring a paper timesheet to be handed in. This may result delay your paycheck until the next pay cycle.
  4. Each pay week in the biweekly pay period runs from 12:01 a.m. Monday until 12:00 midnight the following Sunday. Any overtime is calculated based on the workweek in which extra working hours occur.
  5. Payroll calendars for the B1 payroll can be found on the Human Resources website by following the link and selecting the appropriate month.

Graduate Stipends (GR - Fellowships, RA/TA's)  

  1. Individuals paid on a semimonthly schedule receive a consistent amount of pay twice each month.
  2. Paychecks for GR employees are issued on the 15 th day of the month and the last day of the month, or the previous business day if the pay date falls on a holiday.
  3. Payroll calendars for the GR payroll can be found on the Human Resources website by following the link and selecting the appropriate month.

[Back to Top]  

Paying Employees

Faculty Appointments
  1. Full year faculty appointments are for the entire fiscal year (July-June). These dates normally reflect the nine months worked from August 16 until May 15 each year.

    If a part-time faculty member is appointed for only the fall semester, he or she will be paid from August 16 to December 31. If appointed for only the spring semester, he or she will be paid from January 1 to May 15.

    Although faculty usually leave after semester finals, all Personnel Action forms must have an end date of December 31 st ( if teaching in fall semester only) or May 15 th (if teaching in spring semester only, or for the entire academic year) in order for them to be paid the full salary.
  2. Benefits eligible faculty may request that compensation for the academic year be paid over a twelve-month period or nine-month period. Even if they elect to be paid over twelve months, the accounting charges to the department are only reflected during the nine-month period of work.

Summer Salary
  1. A copy of the Faculty Summer Salary Authorization Form ( PDF ) may be downloaded here. For guidelines and general information about the Faculty Summer Salary Authorization Form, please view the Guidelines on Summer Salaries ( Word ). If any additional assistance is needed to complete the form, please contact the Payroll Office  at ext. 3410 or email payroll@rice.edu .
  2. The approved summer salary form should arrive in the Payroll Office prior to May 15 for checks to be issued May 31.
  3. Summer salary requests or changes for later periods should arrive in the Payroll Office prior to the 1 st of the month for payment on the 15 th or prior to the 15 th of the month for payment at the end of the month.
  4. All summer salary requests should arrive in the Payroll Office by August 1.
  5. Faculty summer salary may be earned during the period between May 16 and August 15.

    Faculty members who conduct research to earn their summer salary may not be paid additional university funded salary for effort performed during the same period. Summer salary must comply with the Rice University Research Policy No. 311-98  
  6. Summer salaries will be paid on the semimonthly payroll cycle. Faculty who elect payment for their academic salary over 12 months will receive summer salary with their regular paycheck. Separate checks will not be issued.
  7. Summer salary is supplemental salary, and therefore is taxed at the supplemental salary rate per IRS regulations.  

Exempt Staff
  1. Timesheets are not required for exempt staff, except for the purpose of docking pay.

    Individual departments may have requirements for individual employees to account for their time.  
  2. Exempt employees' pay may need to be docked for one of the following reasons:
    • Benefit time paid, but not earned;
    • Leave without pay for disciplinary action.  

    Such payroll reductions should be turned into Payroll on a pink timesheet for processing during the pay period for which they apply .

    For deadlines, please refer to the payroll calendar  
Leaves of absence: Short-term disability, Workers' Compensation, sabbaticals, etc. need not be documented on a timesheet - submit Personnel Action Forms for those.

Holiday and winter recess days worked: Document this information on the Professional, Executive, Administrative Record of Leave (PEARL) form (add 1 day of benefit time for each holiday and recess day worked).
Non-Exempt Staff
  1. Payroll does not require weekly timesheets to be submitted for semimonthly non-exempt employees who are working a normal, 40-hour week. However, this time does need to be reported on the Time and Attendance Record.
  2. Semimonthly non-exempt employees are paid the federally required overtime rate for hours worked in excess of 40 hours in any week. Only regular hours worked and holidays which staff members are required to observe are taken into consideration for the purpose of calculation of overtime.
  3. In order for payroll to pay either additional Straight Time pay and/or Overtime pay, employees must submit a timesheet for non-exempt semimonthly employees (the pink timesheet ), which is a request for pay for additional hours worked.

    A copy of the pink timesheet can be picked up from the Payroll Office , Suite 2650 of Memorial Hermann Medical Plaza or e-mail payroll@rice.edu for copies to be mailed.  

Rice Works Program

The Rice Works Program is an institutional employment program sponsored by various departments to provide on-campus employment opportunities to Rice students. Students need not be financial aid recipients to be employed through the Rice Works Program.

To be eligible for employment through the Rice Works Program during the fall and spring terms a student must be enrolled at least half-time in for-credit courses at Rice University. (For undergraduate students half-time is defined as 6 hours; for graduate students half-time is defined as 5 hours.)

During the summer, a student must meet one of the following criteria:

  1. is a current student registered for the upcoming fall term;
  2. is an entering student admitted for the upcoming fall term who has accepted the offer of admission in writing;
  3. is a student enrolled in for-credit coursework at Rice during the June/July summer session.

To hire a student, the sponsoring department should have the student complete a Student Personnel Action Form and submit this form to Student Financial Services for initial processing. Student Personnel Action Forms are available online to student through the ESTHER website. If a student has any difficulty logging into the ESTHER website, the student should contact the Office of the Registrar .

The Payroll Office may request additional employment forms. All students in the Rice Works Program are subject to federal employment rules and regulations. Students employed through the Rice Works Program are not benefits eligible. For questions related to the payroll process including timesheet deadlines and pay dates, please contact the Payroll Office .

Federal Work Study at Rice University
  1. Work-study awards are student-based, not department-based. Each year Rice University receives a budget for work-study funds.
  2. 75% of student wages are paid through a federal grant; the department pays 25% of wages.
  3. Work-study awards are need-based awards. If a student has no unmet need (as defined by Rice), the student does not qualify for a work-study award. The student must have a work-study award offer from SFS to be employed using work-study funds.
  4. There is a limit to the amount of work-study funds a student can earn. This amount is listed on a student award letter.
  5. The SPAF form does not indicate a student's award offer. If the student has been previously employed during the year or if the student is also employed in another position, the student will have less funding available. Please inquire when you hire students as to their prior/current work history at Rice for the academic year.
  6. Student Financial Services will receive a monthly update on the amount of work-study funds earned by students from the Controller's Office. If the report shows that the student has less than $300 or work-study eligibility left, the department will be notified.
  7. If a student earns more than their offered work-study award, the department will be charged the overage.

[Back to Top]  


Account Codes

 

Acct Code   Title  

60110

*S&W: Professor

60120

S&W: Associate Professor

60130

S&W: Assistant Professor

60140

S&W: Instructor

60150

S&W: Lecturer

60160

S&W: Faculty Other-Visiting, Art, etc.

60170

S&W: Faculty Summer

60180

S&W: Sabbatical Leave (Traditional)

60410

S&W: President Provost VP / Staff Rate

60411

S&W: President Provost VP / Faculty Rate

60420

S&W: Deans/Faculty Rate

60421

S&W: Deans/Staff Rate

60440

S&W: Other Executive & Managerial / Staff Rate

60441

S&W: Other Executive & Managerial / Faculty Rate

60515

S&W: Technical Professional Staff

60520

S&W: Administrative Professional Staff

60530

S&W: Coaches / Athletics

60540

S&W: Research Associates

60555

S&W: NIH Post-Doc Fellowship/Spec Rate

60570

S&W: Research Faculty Fellows

60580

S&W: Research Senior Faculty Fellows

60590

S&W: Research Distinguished Faculty Fellows

60650

S&W: Secretarial & Clerical

60670

S&W: Technical Non-Exempt

60710

S&W: Skilled Crafts

60715

S&W: Campus Police

60720

S&W: Other Services / Maintenance

60750

S&W: Event Labor

60760

S&W: Special Event Labor

60765

S&W:  Officer-in-Charge

60780

S&W: Temporaries / Non-Professional

60785

S&W: Temporaries / Administrative Professional

60787

S&W: Temporaries / Technical Professional

60810

S&W: Student Graduate Assistant

60820

Stipend: Student Graduate Fellowship

60830

Stipend: Student Undergraduate Scholarship

60850

S&W: Graduate Research Assistant

60860

S&W: Graduate Teaching Assistant

60880

S&W: Student Graduate Assistant

60910

S&W: Overtime Non-Billable

60920

S&W: Overtime Billable

60925

S&W: Overtime Billable Student

60930

S&W: Staff Standard Leave

60935

S&W: Faculty Standard Leave

60950

S&W: Professional Services & Honoria / Faculty Rate

60955

S&W: Professional Services & Honoria / Staff Rate


*S&W: Salary & Wages

[Back to Top]  

 

Student Researchers Guideline and Matrix

Guidelines - Student Researchers

 

Matrix - Student Researchers

 


[Back to Top]  

 

Procedures for Reporting Personal Use of University Automobiles

(Ref: Policy No. 831-96)  

Staff members who are responsible for reporting on personal use of university automobiles should read and become familiar with the policy on Personal Use of University Property (831-96).  

Category I Employees: Employees who are not officers of the university, whose salary is under $100,000, who have a valid business reason for having a university automobile, and whose personal use of university automobiles is limited to commuting and de minimus personal use must complete the following form:

Automobile Odometer Survey ( PDF or Excel ) and Usage Statement (2 files in each format - PDF or Excel ).

Use this form to report the odometer reading annually at the beginning and end of each special accounting period (November 1-October 31), when an automobile is turned back to the university, and when a replacement automobile is received from the university. This form also documents the fact that the employee's personal usage was limited to commuting and de minimus personal use. The number of days the employee commuted is reported on this form and $3.00/day is then added to the employee's W-2. The completed form should be sent to the Controller when any of these events occur. Each year, annual reports are due in the Controller's Office by December 1 for the special accounting period, which ended October 31.

Category II Employees: Officers of the university, those whose salary exceeds $100,000, those who do not have a valid business reason for having a university automobile, or employees who do not limit personal use to commuting and de minimus personal use must complete the following forms:

1. Automobile Usage Summary ( PDF or Excel )

These reports must be completed and sent to the Controller at the end of each special accounting period (November 1-October 31) to summarize the business and personal miles for that period.

2. Automobile Usage Detail ( PDF or Excel )

These forms do not have to be returned to the university, but should be completed and retained in the employee's personal tax files as support for the summary information on the Automobile Usage Summary.

 

 

 Web time entry video tutorial for student employment (B1 Payroll)  

 

 

    

   

Web time entry automates the timesheet preparation and approval processes.   Pay periods and pay dates will not change. Students will continue to be paid every two weeks. Payroll calendars can be found online at Payroll Calendars. 

Timesheet deadlines 

Student timesheets must be submitted for approval via Esther no later than 11 am on the Monday after the last day of the pay period.  Once you know you will not be working more hours in any job during the pay period, you may submit your timesheet.  You do not need to wait until Monday. Approvers must complete the approval process no later than 5 pm on the Monday after the last day of the pay period. 

Accessing timesheets 

Log on to Esther using your student ID and password (https://esther.rice.edu) to access your timesheet.  You will find it in the Employee section.  Your timesheet will be available once both you and your approver have been trained on web time entry. Please enter your time daily whenever possible.  If you miss a day, catch up as soon as you can. As with any Esther application, you may access it remotely at almost any time.  

When you begin to enter your timesheet, first select the appropriate job and pay period from the drop down menus. If you have more than one job, select the one for which you wish to enter time using the My Choice column. The Pay Period and Status section will show the current pay period as well as up to five past pay periods, which remain available in case you want to review them.  The current pay period will always be displayed first.  If you are entering your time on Sunday or Monday after the pay period ends, look at the dates and be sure to select the pay period that corresponds to the days you worked. After making your selection, click on the Time Sheet button. This will bring up your timesheet. 


 

 

[Back to Top]