Payroll Information for Supervisors

New Hires

Notify payroll when you hire a new hourly employee by completing the HRMS Pay Advice form which can be filled out on-line, then printed and signed as your authorization to hire. This form must be completed by the first day of work for your employee.

Ensure that your employee fills out appropriate payroll and employment forms. If you have those forms in your department, have them completed to send to payroll with the HRMS Pay Advice form.

Employment Actions

If you need to take another employment action regarding an employee, complete the HRMS Pay Advice form and indicate the appropriate action and action reasons. If you are unsure of the appropriate actions, call Shannon Snapp (765-973-8314) or Duretta McKee (765-973-8487) for some assistance. If you are terminating employment, you must include a description of the reason for termination in the “Additional Information” section. If you need to terminate an hourly employee “for cause”, please contact Tracy Amyx, Director of Human Resources to discuss the situation first. The decision to terminate any appointed staff would require much more documentation prior to the final decision.

Job Offers

Non-Exempt and Exempt Employee job offers will originate in Human Resources or the Chancellor’s Office.

Changes in Information

Changes in account numbers, additional jobs at different pay rates, and other similar actions will require the completion of the HRMS Pay Advice. This signed form will be our authorization to make the change requested and will serve as the documentation required by Internal Auditing for changes made in the system.

Work Study Only

All HRMS Pay Advice forms for work-study students will be completed by Financial Aid. Be sure you have communicated clearly with Financial Aid regarding your intent to hire, terminate or make other changes regarding any work-study employees you might have in your department.

Processing Payroll

Supervisors are responsible for approving all timesheets in Kuali Time.

Paying your employees correctly and timely is our goal, but we cannot do it without your help. We appreciate your cooperation.