Human Resources & Payroll (GeoPR)

Introduction

Geosciences Payroll (GEOPR) serves as the College’s academic units first point of contact on payroll/benefits. Email payroll@geos.tamu.edu with any questions.

Single Sign On (SSO)

What Is SSO?

SSO allows university employees to access multiple employment systems using one login. The SSO system is the Texas A&M System's one point of entry for Workday, Time and Effort, Traintraq and other online applications. UINs are used as the login username. 

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If you forget your password, simply click the link “I forgot my password.” The system will send a notice to your administrator, who will be able to reset your password and issue you a one-time (temporary) password to access the system.

When you are finished using any application in SSO, click “SSO Logoff” at the top right or close your web browser.

Creating Your SSO Account

If you are a new hire, you will not be able to create an account until your hiring documentation has completed routing and approval. Wait until you have received notification via email from your HR representative before attempting this step. You may have to check your junk mail*

Create your account by going to Single Sign On and clicking on the link “New Employees - Set up your password.” The wizard will guide you through the process of setting up your account. You will need the following information:

  • Your Universal Identification Number (UIN)
  • Your Social Security number
  • Your department’s adloc number (ATMO: 02132503; GEOL: 02132501; GEOG: 02132500; OCNG: 02132504; CLGE: 02137500; GERG: 02132505; IODP: 02132507; SEAG: 02153001).
  • If you have trouble creating your SSO account, email: payroll@geos.tamu.edu
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This is the main screen of SSO. User access determines how many menu items you have.

There are seven tabs at the top of the screen:

  • Home
  • My Managerso Shows your Title, Position Number (Pin#), Adloc, and Primary Manager
  • My Employeeso Shows your Managed Positions/Employees (Pin#, Title, Name)
  • My Roles
    • Shows the security roles you have and access type
  • Profile
    • Where you can change password, verify email on file, manage your SSO menu, sign up for Two Factor Authentication Management and add frequently used URLs
  • Log – Shows login information
  • Blocked Countries – List of countries that block SSO access when traveling
  • Contact – Administrator contact info

WORKDAY

Workday is the A&M System’s employee portal. It is used for all HR and payroll processes.

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Workday Worklets

Workday has eight main worklets (some have more depending on your access):

  • Inbox
  • Personal Information
  • Employee Changes
  • Time Off
  • Pay
  • Performance
  • Career
  • Benefits

You can access Workday from the Single Sign On menu. You may find instructions and login procedures at the Single Sign On training page.

Requesting Leave

The Time Off worklet is used for personal leave requests of all types — vacation, sick leave, military leave, requests to use compensatory time, etc.

Leave Balance

You can quickly determine your leave balance for each of the various types of leave you have by going to the Time Off worklet.

Request Leave

Requesting leave can be done from any computer where you can access the Internet. It is still important to communicate with your supervisor before submitting a request if at all possible. Check with your supervisor for the preferred protocol.

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All forms of paid leave other than vacation and sick leave (administrative leave, emergency leave, jury duty, etc.) are considered “Leave of Absence with Pay.”

The Action tabs allows you to view all time and leave requests. You can choose from the menu. Leave transactions initiated by your Leave administrator will only be viewable under the “Leave Results for worker” admin action.

Your Department Administrator Functions

Your department business administrator will assist you with the Workday system and all leave- related issues, they have the following responsibilities, among others:

  • Adjusting, canceling or changing existing leave documents submitted by employees. This requires supervisor approval.
  • Reviewing all leave documents submitted in the Workday system to ensure compliance with existing rules.
  • Following up on potential medical issues with inquiry as to the necessity of Family and Medical Leave Act (FMLA) job protection.
  • Submitting mandatory FMLA documentation for completion to any employee who has missed more than 3 consecutive days of work for medical reasons.
  • Adding administrative or other reward-based leave earned in the system once it has been approved through official channels.
  • Assisting with setting up delegates for supervisors who are unavailable to approve leave in a timely fashion.

Common Types of Leave

Vacation

**Please Note: Faculty Do Not Accrue or Take Vacation Leave (Visit the Dean of Faculties website for more information regarding Faculty Policies and Guidelines)

To select this type of leave in Workday, select the option “Vacation.”

Vacation leave begins accruing upon an employee’s start date but may only be used after 6 months of continuous state employment. If you believe you have previous state employment from another institution that is not currently being recognized, contact your department business administrator.

Vacation initially accrues at a rate of 8 hours (1 business day) per month. Over time, this amount increases; see the Human Resources Vacation Accrual Rates webpage for more details. You can also consult System Regulation 31.03.01 – Vacation.

A request to use vacation leave is not automatically granted, and the supervisor may reject it if the office has a high need for the employee at a particularly peak business time. Make all requests for vacation time in advance to the supervisor.

Sick Leave

To select this type of leave in Workday, first select the type “Sick Leave” and then select the type of sick leave under reason tab.

Sick leave begins accruing upon an employee’s start date and may be used immediately. All full- time employees accrue sick leave at a rate of 8 hours (1 working day) per month, awarded at the beginning of the month. Employees who work less than 100 percent time-effort earn a pro-rated number of hours per month based upon their percent effort.

Sick leave may be used for either your own medical condition or that of an eligible family member. If sick leave is used for a family member, the rules in the table below apply.

Eligible Family Members

If the family member...

the following family members are eligible:

lives in your household,

anyone related by kinship, adoption, or marriage.

does not live in your household,

employee’s child, spouse, or parent.*

* The family member must have a documented medical condition, and documentation will be requested.

Absences of more than 3 days for medical reasons require medical documentation indicating that it is safe and advisable for you to return to work. Your Department Business Administrator (DBA) is obligated to send any employee who has missed more than 3 days due to medical reasons a packet of FMLA documentation via certified mail. If you are a supervisor, keep track of employee absences and notify your HR representative at the appropriate time.

For more details, consult University Rule 31.03.02.M1 — Sick Leave.

Sick Leave Pool

The A&M System has established a sick leave pool to provide a source of additional paid sick leave for employees who have exhausted available sick, vacation, and compensatory time as a result of a catastrophic illness or injury. Sick leave pool benefits come from voluntary donations of sick leave hours from current and retiring employees.

The employee must request pool hours through his or her supervisor or HR liaison. DBA then submits the form to the Texas A&M pool administrator.

Once an employee’s request for use of Sick Leave Pool hours is completely approved, the DBA enters the amount of available leave into the employee’s Workday Time Off. Sick Leave Pool hours will then show up as an option under types of sick leave.

Faculty Acute Leave

The College of Geosciences is committed to providing an inclusive and family-friendly workplace environment for faculty, and recognizes that there are many different types of family and domestic responsibilities. For this reason the College offers a Faculty Acute Family Leave Policy of temporary workload adjustments for acute family care situations. A college level policy ensures consistency in how such situations are handled across departments and units in the College, and that all faculty members have equal access to assistance with acute family care situations.

Acute family care situations include pregnancy, childbirth, adoption, and serious or prolonged illness of the faculty member or of a child, parent, partner or close relative. This policy is intended as a complement to employee rights under the Federal Family Medical Leave Act (FMLA). These rights and situations under which FMLA is applicable are explained in detail in the next section.

FMLA Leave

The Family Medical Leave Act is federal job protection — a benefit that allows qualified employees to be absent for up to 12 weeks (or 480 hours) per fiscal year for a documented medical condition, without fear of being terminated. FMLA may be used for:

  • The birth or adoption of a child
  • The care of a child, spouse, or parent with a serious health condition
  • The employee’s own serious health condition
  • The care of a covered military service member

To qualify, both of the following must apply:

  • The employee must have a total of at least 12 months of state service.
  • The employee must have physically worked 1,250 hours with the state within the 12 months prior to the need for FMLA leave.

Your DBA will send a packet of information about FMLA via certified mail to any employee absent for more than 3 consecutive days for medical reasons.
Once an employee’s request for FMLA has been completely approved, the DBA enters the amount of available leave into the employee’s Workday Time Off. FMLA hours will then show up as a type of leave under the Leave Balance tab.

FMLA runs concurrently with vacation leave or paid/unpaid sick leave or other leave when the reasons for those leaves meet the FMLA criteria.

Your DBA will explain to the employee how to use this leave in Workday.

For greater detail on FMLA usage and what qualifies as a serious health condition, visit the Texas A&M Human Resources website on FMLA Eligibility or System Regulation 31.03.05 — Family and Medical Leave.

Educational Activities / Parent-Teacher Conference

To select this type of leave in Workday, select the option “Educational Activities” in the next drop- down box.

Up to 8 hours of Sick Leave per fiscal year may be used by parents, with reasonable advance notice, to attend educational activities for their children in pre-K through 12th grade.

Administrative Leave with Pay (ALWP)

To select this type of leave in Workday, select the option “Administrative Leave” in the next drop- down menu.

ALWP is a non-monetary reward given to recognize outstanding performance that consistently exceeds expected or required productivity or exceptional contributions by employees performing special projects of significant importance.

The following provisions apply:

  • Up to 32 hours may be granted to an employee per fiscal year. Leave may only be granted in 4 or 8 hour increments.
  • Only employees in leave-eligible positions may be awarded ALWP.
  • ALWP should be taken within 12 months of the grant of the award. The employee must be notified in writing of this award and the expiration date. Any exception to the 12-month deadline must be approved by the department head and communicated to the employee.
  • The leave cannot be transferred to another department or paid if employment with the University ends.

For more details, consult Standard Administrative Procedure 31.01.01.M5.01 — Administrative Leave with Pay.

Emergency Leave/Death of a Family Member

To select this type of leave in workday, first select the option “Death of Family Member” in the next drop-down menu. Then select the type of family member you are taking leave for under the Reason tab.

A department head may approve up to 5 working days of emergency leave with pay for the death of an employee’s family member. If the time exceeds 5 days, approval of the appropriate Dean, Vice Provost, Associate Provost, or Associate Vice President is required.

The following provisions apply:

  • The employee is not required to attend the family member’s funeral to be entitled to this leave.
  • Emergency leave hours are not required to be used consecutively but must be used within 30 days from the date of the family member’s death.
  • Relationships that exist due to marriage will terminate upon divorce. Emergency leave will not be used for the death of an ex-spouse or an ex-spouse’s family member.

For more details, consult Standard Administrative Procedure 31.03.03.M1 — Leave of Absence with Pay.

Voting Leave

To select this type of leave in Workday, select the option “Voting” in the next drop-down menu.

Employees may be allowed sufficient time off to vote in national, state and local elections. Employees must notify their supervisor prior to the election day if there is not sufficient time to vote after or before work hours. At the supervisor’s discretion, a modified work schedule may be granted for that day.

If no modified work schedule is confirmed, the employee may use paid voting leave in instances where the employee actually missed work to vote without making up time. The time taken should be reasonable and agreed upon with the supervisor.

This leave is not intended for early voting.

Jury Duty

To select this type of leave in Workday, select the option “Jury Service/Court Subpoena/Summons” in the next drop-down menu.

For leave-eligible employees, jury duty, serving as a witness, and responding to a subpoena are events that Texas A&M will grant paid leave to address.

Departments may establish internal procedures to require employees to account for time off for any of these actions. If a department requires specific documentation for jury-, witness-, or subpoena-related leave, submit this documentation to your DBA.

Other Related Faculty Leave Policies

Faculty Appointments That Do Not Accrue Vacation Leave

Faculty Leave and Vacation Quick Link

Faculty Acute Family Care Leave

Dean of Faculties Handbook WebsiteDOF Faculty Handbook

Tracking Biweekly Time in Workday

“Time” is available for all employees paid on an hourly scale who receive paychecks on a biweekly basis. It allows you to enter your hours electronically and submit the information to Payroll when due. It is a simple and fast way to record your hours during the days you have worked. We recommend recording hours on a daily basis.

Completing a Timesheet

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All completed leave documents automatically populate leave data on your timesheet, so remember to enter all applicable leave before finalizing the timesheet.

Complete the following steps to fill out a timesheet:

  1. Log in to Single Sign On.
  2. On the SSO menu, click “Workday” tab.
  3. Go to the “Time” worklet, choose week for time worked.
  4. Click on orange tab “Enter Time”
  5. Enter time for each day.
  6. Check for errors. Submit timesheet and hit “Done” Button.
  7. Your timesheet now awaits now awaits approval by your supervisor.
  8. Inform your supervisor that you have submitted your timesheet.

Completing a Project-Based Timesheet

Few employees have a project-based timesheet, which is a timesheet set up to account for hours worked on a specific task. These timesheets are often necessary for ongoing projects that are funded through contracts and grants where accounting for specific time worked is an auditing necessity.

Complete the following steps to fill out a project-based timesheet:

  1. Log in to Single Sign On.
  2. On the SSO menu, click “Workday.” Under the Time worklet a blank project-based timesheet will appear on the screen.
  3. Do this for each day you have worked, making sure to match the correct number of hours with the project.
  4. Once you have completed all hours for the pay period, double check for any errors and then click “Submit Timesheet.”
  5. Go through all the confirmation screens to complete your timesheet. Your timesheet now awaits approval by your supervisor.
  6. Inform your supervisor that you have submitted your timesheet.

Overtime

The Fair Labor Standards Act (FLSA) establishes a common 40-hour work week for employees and dictates the circumstances under which an employee may earn overtime.

Overtime Eligibility According to FLSA

If an employee is...

he or she generally...

and is referred to as...

paid biweekly,

can earn overtime

FLSA eligible, meaning he or she satisfies all the requirements of the FLSA for overtime.

salaried,

cannot earn overtime

FLSA ineligible

You do not have to manually award overtime in the system. Time automatically tabulates any overtime earned based on the number of hours correctly entered on an employee’s timesheet.

Two kinds of overtime can be awarded to an employee:

  • Comp-FLSA
  • Comp-Straight

Comp-FLSA versus Comp-Straight Overtime


Comp-FLSA

Comp-Straight

Rate of pay

Time and a half, or 1.5 times the normal rate of pay

Normal rate of pay

Method of earning overtime

Physically working more than 40 hours in a given week

Logging more than 40 hours in a given week but not actually working more than 40 hours (usually occurs when taking leave during the week)

Method of awarding

The employee may have it paid immediately or bank the pay to be awarded at a later date*

The employee may have it paid immediately or bank the pay to be awarded at a later date*

Comp-FLSA

Comp-FLSA overtime is paid at time-and-a-half, or 1.5 times the normal rate of pay, and is earned by physically working more than 40 hours in a given week. The Texas A&M payroll week is Thursday through Wednesday.

Any FLSA-eligible employee who works in his or her position more than 40 hours per week will automatically be awarded comp-FLSA overtime, with the ability to either have it paid immediately, or bank the pay to be awarded at a later date. If an employee banks the time, that amount will show up in the Workday system, where it may be used at a later date as a form of leave.

A department may have an internal policy requiring you to bank time or pay time. Consult with your supervisor as to whether any such policy exists.

Comp-Straight

Comp-straight overtime is paid at the normal rate of pay, and is earned if an employee logs over 40 hours in a given week but does not actually work more than 40 hours. This usually occurs when an employee has taken some sort of paid or unpaid leave in the week.

For example, an employee takes 4 hours off sick, but the next day stays an additional 2 hours working. This means the total hours the employee claims via timesheet is 42 hours. Since 4 hours were taken as leave, the total hours actually worked is 38. Because the total hours physically worked does not exceed 40 hours, this employee is not eligible for time-and-a-half overtime. The 2 hours in excess of 40 that this employee earned is considered comp-straight overtime.

Just like with comp-FLSA overtime, the employee can have the time paid immediately or bank it for later. If an employee banks the time, that amount will show up in Workday, where it may be used at a later date as a form of leave.

Like with comp-FLSA overtime, a department may have an internal policy requiring you to bank or pay time. Consult with your supervisor as to whether any such policy exists.

Department Liaison Role in Biweekly Payroll

Department liaisons have the following responsibilities concerning biweekly payroll:

  • Act as a delegate for a supervisor. When biweekly payroll is due, it is very important to resolve any timesheet issues quickly. Because of this, the department liaison may need to act as a delegate for a supervisor who is unavailable. Your DBA must set up the liaison or another individual as a delegate in advance.
  • Communicate timesheet due dates to the department’s staff. The department liaison receives a message from a listserv concerning timesheet due dates. The department liaison can then forward that message to the rest of the department.
  • Tell your DBA if an employee has not been compensated appropriately for hours worked. Department liaisons and/or supervisors must communicate to your DBA any instances where an employee has not been compensated for hours worked (either due to the timing of the initial hire or a special early timesheet due date that does not allow for estimation of hours) so that your DBA can make manual adjustments to the next timesheet to correct these issues. (Texas A&M considers a regular business work week to begin on Thursday and end on Wednesday.)

See the Biweekly Payroll Schedule online.

TrainTraq

TrainTraq is A&M System’s training program. It offers and tracks all state-mandated trainings. All new employees must take five state-mandated online trainings within 30 days of their start date:

  • Orientation to the A&M System
  • Ethics
  • Creating a Discrimination-Free Workplace
  • Reporting Fraud, Waste and Abuse
  • Information Security Awareness

These online classes must be repeated at certain intervals throughout an individual’s employment. TrainTraq will notify employees when training needs to be added or renewed.

Complete the following steps to begin online training in TrainTraq:

  1. Log in to Single Sign On.
  2. On the SSO menu, click “TrainTraq.” The TrainTraq assigned courses should appear on the Home screen. If you are a new hire and see no assigned trainings, contact your DBA so the team can review your transcript and assign whatever trainings are necessary.
  3. Click on the course link to go to the training.
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TrainTraq Home Tab

The Search tab will allow you to seek out specific trainings offered online and on campus, and the Transcript tab will allow you to review your previous trainings. You can submit questions through the Support tab.

Benefits

Benefits is your point of access for registration of insurance benefits, declaration of beneficiaries, and review of data. This is also the site you will visit on an annual basis for Annual Enrollment, when you will have the opportunity to make changes to your benefits for the following year (occurs every July 1-31). Complete the following steps to access iBenefits:

  1. Log in to Single Sign On.
  2. On the SSO menu, click on the “Workday” tab, then “Benefits” worklet.
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Benefits has the following tabs:

  • Benefits allows you to review all your current benefits.
  • Dependents shows all your currently registered dependents (e.g., spouses and children) on any of your insurance plans.
  • Beneficiaries shows the names of everyone you have activated as a beneficiary on your basic or optional life insurance policies. You may edit and change beneficiaries at any time.
  • My Documents allows you to review all benefits documents you have created within the system. These documents are essentially the registration forms for insurance. They will include the document you set up when you first began employment, and new documents will be added every year during the Annual Enrollment process, so you can see your complete history of benefits changes.
For benefits questions, contact the Human Resources Benefits Office at (979) 862-1718 or by e-mail at benefits@tamu.edu. Your TAMU Benefits Representative is: Ada Green

Additional benefit information can be found on the TAMU Benefits Website.

Hiring a New Employee

Types of Employees

Budgeted Staff Employee

A budgeted staff employee is a non-faculty employee whose position is specifically identified in the budget with a unique identifier called a position identification number (PIN). They can be full time or part time:

  • Full-time budgeted employees: scheduled to work a minimum of 40 hours a week. The employee is eligible for fringe benefits such as sick leave, vacation time, health insurance and paid holidays.
  • Part-time budgeted employees: scheduled to work less than 40 hours a week. If the normal schedule is 50 percent (20 hours per week) or more, the employee is eligible for fringe benefits such as sick leave, vacation time, health insurance and paid holidays.

Faculty

A position is considered to be a faculty appointment if the primary title includes the word professor, instructor, lecturer, or librarian in the title. If you are not certain whether a particular title is a faculty or faculty-equivalent title, please contact GEOPR.

Wage Employee

A wage employee is a non-budgeted, temporary position. Wage employees may only work 20+ hours per week for 4.5 months before they must be terminated. A wage employee working less than 20 hours per week may be kept on indefinitely.

Graduate Assistant

The “graduate assistant” (GA) title is used when graduate student status is a requirement for employment. There are four types of GAs:

  • Graduate assistant non-teaching (GANT), paid on a biweekly basis
  • Graduate assistant research (GAR), paid on a monthly basis
  • Graduate assistant teaching (GAT), paid on a monthly basis
  • Graduate assistant lecturer (GAL), paid on a monthly basis
GA's are eligible for benefits, excluding the Teacher Retirement System (TRS) and Optional Retirement Program (ORP), if:
  • They are enrolled full-time in graduate-level classes at an A&M System institution as a condition of employment. GALs are not required to be registered full-time.
  • They work at least 20 hours per week
  • The appointment is expected to continue for a term of at least 4.5 months

GAs may not work more than 20 hours per week without prior approval from the Office of Graduate Studies using the Request to Allow Graduate Assistant to Work More than 50% form.

Student Employee

Student employee positions require student status. They are non-budgeted positions and are not eligible for fringe benefits. Future link to New Position Coversheet.

Posting a New or Vacant Position

If you wish to post a new or fill a vacant position contact your DBA. Have available the job description, duties, percent effort, rate of pay and account information.

Closing a Notice of Vacancy

All NOVs must remain open for a minimum of five calendar days. After a suitable period, you may put the NOV on hold so that you can begin interviewing candidates and make your selection. Email your DBA to have your NOV placed on hold. **It is critical that you follow each and every step relating to hiring a staff position.

TAMU Hiring Information

For information on hiring employees at TAMU, visit the Managers Resource website. For additional questions, contact your DBA.

Foreign National Hires

If you are hiring an international employee in any position, contact GEOPR as soon as possible. This individual will require additional, specialized processing and further contact with International Faculty and Scholar Services (IFSS) or International Student Services (ISS). These steps may sometimes take months to complete.

Additional processing varies on a case-by-case basis, so begin processing of foreign national hires early. Some additional processing items may include:

  • Clearance with IFSS for the Department of Homeland Security
  • Requirement of additional documentation
  • Procurement of a Social Security card
  • Procurement of an H1-B Visa (90-120 days lead time is required)
  • Entering into the GLACIER Tax System

Dual Employment

Any employee, whether exempt or non-exempt under the provisions of the Fair Labor Standards Act, may accept additional employment with another department, unit, or component of The Texas A&M University System provided the employee obtains the advance approval of the head of both the current department or unit and the employing department or unit. This approval is necessary to assure proper coordination of payment for employment when more than one department is involved.

Ongoing dual employment requires completion of the Dual Employment Template and submission to your DBA. Texas A&M HR Classification and Compensation will document approval of dual employment arrangements and review of applicable overtime pay requirements under federal law. One department must accept responsibility for overtime pay requirements if HR Classification and Compensation determines it applicable. The agreement must be renewed at the beginning of each fiscal year (September 1).

Internal Promotion/Transfer/Reclassification

In accordance with Standard Administrative Procedure 31.01.01.M7.03 — Internal Promotions and Transfers of Non-faculty Employees, qualified employees may now be moved into a vacant position within a department as a promotion, without the department having to post this vacancy when an ideal candidate already exists. This rule only applies to full-time budgeted employees. It may not be used to promote a wage employee to a budgeted position.

To begin the process of initiating and approving an internal promotion or transfer, fill out the Non-Faculty Internal Promotion and Transfer Approval Form. Contact your DBA before you fill out the form to ensure compliance with all rules and procedures.

Reclassification is the process of changing an employee’s title. Sometimes this is a lateral move, but generally it is a form of promotion. To reclassify an employee, the department must be able to show the individual has met the minimum qualifications and requirements of the new title. If the reclassification is a vertical move, the department must also be able to show a reasonable increase in the responsibility level of the employee in question.

An increased responsibility level is different from an increase in the volume of work assigned. The Classification and Compensation Office does not consider workload volume to be a viable reason for reclassification.

For example, showing that an employee has gone from assisting with a function to being solely responsible for its completion is one type of responsibility increase. Indicating that an employee is now working with an increased number of students or files (but is still performing the same duties) is not a responsibility increase and is not grounds for reclassification.

It is recommended that you review the Suggested Action Verbs for Position Descriptions whenever working on any kind of reclassification.

***Reclassification of a staff, research, and faculty position all require different forms and processes. Contact your DBA to assist with this process.

Communication Allowances/Device Reimbursement

The department head is responsible for ascertaining if an employee should be granted a communication allowance and subsequent mobile device reimbursement. Only emergency personnel are eligible. All communication allowance actions require Dean’s approval (signature approval cannot be delegated).

Fill out the Monthly Communication Allowance Enrollment Form or Cellular Communication Device Reimbursement Form.

See System Regulation 25.99.09 — Cellular Communication Devices and Services for more information.

Exiting/Transferring Employees

As soon as the department is aware of an employee exit or transfer, notify your DBA. Also consult the Employee Exit Checklist for further instructions.

If an employee needs to be terminated for cause, contact your DBA and they will guide you through the process.

Please note: Employees must be removed from payroll within 48 hours of termination.