Payroll

What's Inside

Related Links

• Employee Self-Service
• Pay Calendar
• University Holidays

Downloads

• Faculty and P&A Vacation Record
• Civil Service/Bargaining Unit Absence Record
• Timesheet

The tools and resources available on this page will address the basic components of the University of Minnesota's payroll process.  Above you will find information on pay checks and direct deposit, links to the pay calendar and holidays, and payroll forms available for download. 

Please read the instructions below for the vacation/absence records and timesheets. 

Faculty and P&A Vacation Record Instructions
Civil Service/Bargaining Unit Absence Record Instructions
Timesheet Instructions
Military Time Conversion Table

Faculty and P&A Vacation Record Instructions

1. Download the Faculty and P&A Vacation Record and save it to your computer.
2. Open the document using Microsoft Excel.
3. Set the Pay Period Start date.
   1. Click on the Pay Period Start date.
   2. An arrow appears to the right of the date; click on that arrow to view the dates in a dropdown menu.  Select the appropriate Pay Period Start date.  You will notice that all other dates populate based on the start date you select.
4. Fill in your Department, Name, Employee ID, Division (if applicable), and Job Title.  Employee ID numbers MUST be filled in.  If you do not know your ID number, contact Tracy Houston at 612-626-3021 or thouston@umn.edu.
5. Enter the number of vacation days taken during the two week pay period.  Vacation time must be recorded in whole (1) or half days (.5) only.
6. After you have filled out the record, please print, sign in pen, have your supervisor (for P&A) or the department head (for faculty) sign off and turn in the record to your departmental contact.
7. Vacation records are due to the CNC Payroll Office no later than 12:00 Noon on the Tuesday following the end of the pay period.  Departmental contacts - please fax the records to Tracy Houston at 612-626-4700 or scan/email them to thouston@umn.edu.

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Civil Service/Bargaining Unit Absence Record Instructions

1. Download the Civil Service/Bargaining Unit Absence Record and save it to your computer.
2. Open the document using Microsoft Excel.
3. Set the Pay Period Start date.
   1. Click on the Pay Period Start date.
   2. An arrow appears to the right of the date; click on that arrow to view the dates in a dropdown menu.  Select the appropriate Pay Period Start date.  You will notice that all other dates populate based on the start date you select.
4. Fill in your Department, Name, Employee ID, Division (if applicable), and Job Title.  Employee ID numbers MUST be filled in.  If you do not know your ID number, contact Tracy Houston at 612-626-3021 or thouston@umn.edu.
5. Enter the number of sick leave or vacation hours taken during the two week pay period.  Time must be recorded in whole and quarter hours (.25, .50, .75) only.
6. Indicate Comp Time or Leave of Absence hours taken in the Personal Holiday/Other column.  Indicate the number of hours and a “P” for Personal Holiday, “C” for Compensatory Time (also use a “+” for earned or “-” for used Comp Time), or “L” for Leave of Absence.  
7. After you have filled out the record, please print, sign in pen, and submit to your supervisor for signature.
8. Absence records are due to the CNC Payroll Office no later than 12:00 Noon on the Tuesday following the end of the pay period.  Please fax the record to Tracy Houston at 612-626-4700 or scan/email it to thouston@umn.edu.

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Timesheet Instructions

1. Download the Timesheet and save it to your computer.
2. Open the timesheet using Microsoft Excel on a PC running Windows.  Click “OK” through any warning messages you may receive.
3. Set the Pay Period Beginning Date.
4. Click on the pay period beginning date.
5. An arrow appears to the right of the date; click on that arrow to view the dates in a dropdown menu.  Select the appropriate Pay Period Beginning date.  You will notice that all other dates populate based on the beginning date you select.  A LATE message appears at the top of the form if you are recording hours for a pay period after the deadline.
6. Fill in your Name, Employee ID, Job Title, Project Name, and check the appropriate boxes for UROP and Student.  Employee/Student ID numbers MUST be filled in.  If you do not know your ID number, contact Tracy Houston at 612-626-3021 or thouston@umn.edu.
7. Fill in the hours that you worked during the pay period using the rules listed below.
   • Use military time (HH:MM) in the "In” and “Out" fields. Please see the Military Time Conversion Table below.
   • Have an "Out" time for every "In" time.  Record “In” and “Out” times in consecutive fields.  There are 2 extra "In” and “Out" columns for each work day to track times when you leave and come back later in the day.
   • Daily, weekly, and pay period hour totals are calculated automatically and cannot be changed.
8. After you have filled out the form, please print, sign in pen, and submit to your supervisor for signature.
9. Timesheets are due to the CNC Payroll Office no later than 12:00 Noon on the Tuesday following the end of the pay period.  Please fax the record to Tracy Houston at 612-626-4700 or scan/email it to thouston@umn.edu.  If a timesheet is turned in late and misses the deadline, the hours will be paid on the next pay period’s pay date.  Timesheets turned in without a supervisor’s signature will not be paid.

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Military Time Conversion Table

The timesheet has to be filled out using military time. The following table has been provided to assist in the conversion.