Bi-Weekly Pay Adjustments

The TEL document is utilized by the University to process the biweekly payroll for non-exempt employees.

Non-exempt employees who are required to report time using Campus Kronos or Hospital Kronos, the UAB TEL responsibility restricts the biweekly TEL document to view only. Department representatives utilize the TEL document in order to correct time submitted on previous pay periods.

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Monthly Pay Adjustments

To temporarily alter an exempt employees’ monthly salary, complete the Temporarily Alter Salaried Employee Pay form.

Nonrecurring Elements

Nonrecurring element pay is processed to compensate employees/trainees for specific duties or activities. These payments are processed using the ACT form.

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Out of Cycle Payments

Reason for Guidelines: This procedure was put in place due to audit concerns surrounding the controls, justification, regulations, and business practices that are put at risk when issuing an out-of-cycle payment.

Request Process: Any request for out-of-cycle payroll payments must be made to the Associate Vice President for Financial Affairs by the Dean/Vice President/Hospital Chief Operating Officer employing the individual. Communication is normally handled via email to Stephanie Mullins, This email address is being protected from spambots. You need JavaScript enabled to view it.

Justification for Payment: Generally, out-of-cycle payments will be made only when an employee receives less than 50% of what they should have received in the normal payroll cycle and the discrepancy resulted because of an Oracle system or Central Administration issue.

Method of Payment: The payment is usually wired and memo posts on the next banking business day and deposits that night.

Overpayment Policy

As a trustee of state and federal funds, UAB must aggressively collect overpayments while not jeopardizing the characteristics of the dollars originally disbursed. We deem any significant amounts overpaid to be subject to collection procedures set by Financial Affairs.

We deem any single disbursement amount over $300 (gross pay), as an overpayment and subject to the criteria listed below. Single disbursement amounts below $300 are subject to the ability to immediately collect the funds.

Trainee vs. Compensation

As a trustee of state and federal funds, UAB must aggressively collect overpayments while not jeopardizing the characteristics of the dollars originally disbursed. Trainee payments are based on an academic award and cannot be recouped due to late documents unless the trainee is removed from the program for academic or other institutional misconduct.

Departments have the ability to:

  • Issue scholarships beyond the academic fees for enrolled students via Banner
  • Issue one time payments (multiple per document) via the Administrative System — future payments may be stopped by processing an additional document if needed.
  • Process recurring monthly payments via the Administrative System — this requires the department to stop the recurring payment promptly to guarantee proper payment.

Overpayments due to removal from the trainee program, if possible, will be placed on the Student Account. If the trainee is not enrolled, they will be placed in collections but the debt may not be recouped via a compensation assignment.

Active Pay Status vs. Inactive Pay Status

Overpayments to active employees are aggressively collected and the next scheduled payment may be reduced to a net of $0. Any remaining amounts due to UAB are collected and reduced over the very limited period. Student overpayments and excessive overpayments that cannot be collected in this time frame are subject to review by senior central administration.

The University actively attempts to collect overpayments from employees placed in an inactive pay status by:

  • Corresponding with the department and the employee regarding the overpayment.
  • Maintaining the ex-employee in a file to reduce pay if rehired.
  • Placing the debt with a collection agency.
  • Seeking a court ordered judgment.

Arrangements for overpayments should be over a limited time period. If the payment amount does not “appear to be reasonable,” it should be reviewed by senior central administration.

Excessively late terminations (with pay) of a staff employee will require an “internal review of processes” document from school or administrative area financial officer.

Excessively late terminations (with pay) of a faculty member will require an “internal review of processes” document from dean of the school.

Net Pay vs. Re-Owed Amount

The University attempts to collect the net payment. However, some deductions cannot be reversed and must be repaid to UAB.

Prior year federal taxable and withholding and state tax withholding cannot be reversed and must be repaid by the ex-employee, and a refund request must be filed with the related taxation authority.

Please see the following notation from federal regulations:

TIP: "Please tell your employee that the wages paid in error in a prior year remain taxable to him or her for that year. This is because the employee received and had use of those funds during that year. The employee is not entitled to file an amended return (Form 1040X, Amended, U.S. Individual Income Tax Return) to recover the income tax on these wages. Instead, the employee is entitled to a deduction (or a credit, in some cases) for the repaid wages on his or her Form 1040 for the year of repayment."

Primary Assignment vs. Secondary Assignment

The University reserves the right to reduce either the primary or secondary employee assignment related to an institutional overpayment. Payroll Services will make an effort to:

  • Notify the “reduced” assignment HR contact that the pay will be impacted.
  • Indicate the appropriate labor source in the system.

However, the reduction of a pay on the other assignment may require Salary Reclassification documents by one department to properly credit the appropriate department. Payroll Services does not have the ability to reclassify dollars due to audit controls.

TEL vs. Retroactive ACT Documents

Submitting a retroactive ACT document will not reverse payments processed via time reported on a TEL document. Reversal of a TEL document creating an overpayment on an employee is not allowed.

New Employee Orientation Pay for Exempt Employees

Please see the New Employee Orientation policy in the You and UAB Handbook, section 1.1.

New employee orientation is funded by the University or Hospital dependent on the employee's primary organization affiliation. Employees and/or departments must submit the appropriate document (e.g. TEL or ACT) so that the cost is reflected correctly.

Biweekly (non-exempt) employees use the TEL document to submit new employee orientation hours. The element name is NEO.

Monthly (exempt) employees' new employee orientation attendance must be submitted via ACT. The processing instructions are as follows:

  • Document Reason - Nonrecurring Element
  • Effective Date - date employee attended new employee orientation
  • Element Entries - NEO Monthly
    • No entry value required. One day's pay will be charged to the University or Hospital account.
    • No labor source information required.