New Administrator Guide

Department Administrator 0

Payroll is committed to producing an error free payroll every time. For us to fulfill this commitment, we rely on many dedicated staff members throughout the University community. Whether your job involves ensuring that a change is processed on time, submitting employee hours, reviewing turn around documents, or keying information into the Oracle system, you are an essential part of the process in making certain that each University employee is paid accurately and on time.

Responsibilities May Include

  • New Hire Appointments – While many areas still utilize paper appointment forms for specific job types, others are automated through PittSource
  • Time collection, time submission, review of missing timecards, and timecard approval for employees
  • Changes for employees via Employee Record
  • Turnaround Employee Record Review (Internal Audit Requirement)
  • Submission and Approval of Supplemental Payments (OSPPs)
  • Running and Review of Biweekly and Monthly Payroll Register Reports (Internal Audit Requirement)
  • Review of Level Reports and Labor Distribution Reports

Department Administrator Training Guide

For more information, see the Department Administrator Training Guide.

The scheduled dates for 2018 training sessions held in 342 Craig Hall are:

10/17/18               2:00 – 4:00

For a live training session, please contact your payroll representative.

Important Dates and Deadlines

Adherence to all dates and deadlines is critical in insuring an accurate paycheck for our employees. The Payroll Department processes the following payrolls:

  • Bi-Weekly
  • Monthly
  • UPP2 (University Physician Practice Plan 2)
  • Medical Health Sciences Foundation

Processing deadlines are listed on the Operations Schedule. This schedule is distributed monthly via email. A “snapshot” version, known as the Functional Overview Calendar, is also distributed to payroll administrators via email each month. View the calendar for detailed monthly and biweekly due dates.

Access to University Forms

University Business Forms (UBF) is a convenient online solution for electronically completing and maintaining official University business and financial forms. For UBF access, you will need to log into the my.pitt.edu portal and have a current forms license.

Paperwork Distribution

The Payroll Cycle involves the processing of many types of manual forms. The following chart indicates the main processing area for each type. Departments should first check with their individual responsibility centers for paperwork distribution instructions specific to their area.

Deliver To

Address

Faculty Records (Faculty, Graduate Students, Clinical & Other Fellows, Post-Doctoral Fellowships, M.D. Fellows, All Academics) G-39 Cathedral of Learning
Human Resources (Staff, including All Temps) Entered through Pitt Source 100 Craig Hall
Student Employment (Student and Federal Work Study Employees) Entered through Pitt Source 100 Crag Hall
Payroll Department (Training Grant Stipends, Pre-Doctoral Fellowships) 207P Craig Hall

Deliver To

Address

Faculty Records (Faculty, Graduate Students, Clinical & Other Fellows, Post-Doctoral Fellowships, M.D. Fellows, All Academics) G-39 Cathedral of Learning
Human Resources (Staff, including All Temps) 100 Craig Hall
Student Employment (Student and Federal Work Study Employees) 100 Craig Hall
Payroll Department (Training Grant Stipends, Pre-Doctoral Fellowships) 207P Craig Hall
Information on SPARS (Supplemental Salaried Personnel Activity Reports) can
be found by visiting www.cfo.pitt.edu/fcr or email your inquiry to:
sparhelp@cfo.pitt.edu. To sign up for various workshops relating to SPARs
please visit: https://www.cfo.pitt.edu/fcr/workshops/register.php

Deliver To

Contact Information

Financial Records Services 200 Atwood
Email: records@cfo.pitt.edu