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Payroll

Types of Positions:

The university employs more than 13,000 people on campus, throughout the state, and around the world in a variety of position types.

Payroll is one unit of the Controller's Office. They are responsible for all payroll processes, training and related information.

A/P - Administrative & Professional

GA - Graduate Assistant

GRA - Graduate Research Assistant

GTA - Graduate Teaching Assistant

Staff - Staff

T&R - Teaching & Research Faculty

P14 - Part Time Temporary Faculty

Schedules & Calendars

Payroll Schedule

Salary Payroll Period: 24 per year; in each month, the 10th through the 24th, and the 25th through the 9th
Wage Payroll Period: 24 per year; in each month, the 1st through the 15th, and the 16th through the end of the month
Payroll Calendar: One for salary, one for wage; determines earning periods and pay dates, and when expenditures hit Finance
Fall Semester: August 10 through December 24 (9 pay periods)
Spring Semester: December 25 through May 9 (9 pay periods)
Summer 1: May 10 through June 24 (3 pay periods)
Summer 2: June 25 through August 9 (3 pay periods)

For payroll schedules, visit the Controller's website.

Wage Payroll

This process is used for payment to employees who are paid according to hours worked. The positions are considered part-time and not eligible for benefits. They are limited to 1,500 hours in a fiscal year.

Banner TIme Entry (BTE)

Banner Time Entry (BTE) is the electronic timekeeping system for Virginia Tech and the system of record for documenting hours worked by wage employees. All hourly wage employees are expected to record hours worked in BTE.

IMPORTANT: Per USCIS regulation 8 CFR 214.2(f)(9)(i), students in the U.S. in F or J visa status cannot work more than 20 hours in a work week from all combined positions.

BTE Training

Current Wage Payroll Reconciliations

Please note that these will update when the BTE system has been fully implemented.

Directions are emailed bi-weekly for this process.

The timecard entry verification and payroll summary should be checked after the exports are complete.

To review the directions provided in that email click the button below.

Wage Payroll Recons

Refer to Procedure 23820 for an overview of the TimeKeeping System.

F1 & J1 Students

Students in the F or J student visa status cannot work more than 20 hours in the work week during the academic year.

For directions on tracking, use the documents provided.

2025 -20 Hours Limit Schedule

Payroll: International Student Employee Training

F1 and J1 Reminders

Steps to Set Up 20 Hour Summary Report

Steps to Set Up Approaching Overtime Report

FNIS FAQ

Labor Redistribution System

Often departments need to change funding on a position for past, current, or future pay periods. This system is used for after-the-fact corrections for employee salary and fringe expenses, to ensure that the charge matches the effort on sponsored projects. Visit the Controller's website for Labor Redistribution resources.

Processing Schedule

Labor Redistribution Procedures

Approver Quick Guide

Things to remember

Non-grant-related funds - the transaction routes through the department approval and central payroll approval.

Grant-related funds - the transaction routes through the department, Principal Investigator (PI), and central payroll. If the funding request is 60 days or more after the original charges, Payroll routes the request to the Office of Sponsored Programs for approval. Labor redistribution requests changing an employee’s effort will generally be rejected if the Personnel Activity Report (PAR) has previously been certified as accurate.

Manual Payment request

If an employee did not receive a regular paycheck due to an administrative error, please use the Manual Payment Request Forms

Taxes

Payroll would like to remind everyone that filling out the online tax forms in HOKIESPA is the BEST way for employees to update their info.

Tax forms and directions

Other state tax information

Journal Vouchers

The Controller’s Office is pleased to announce that electronic journal voucher submission is available for use for all departmental finance users. Electronic submission is facilitated through Banner’s My Journals module, and departmental voucher review occurs directly within Banner Finance. Both the preparer and the approver must already have Banner Finance access to facilitate the process.

Due to configuration limitations within My Journals and Banner Finance, only vouchers where the preparer has Banner Finance access to all the funds in the entry are able to be submitted using My Journals. A voucher where the preparer does not have Banner Finance access to all the funds in the entry must be submitted using the legacy process of submitting the required form and related support to journal@vt.edu (or mailed to the Controller’s Office, MC 0312).

A self-paced online training is available on Page Up now (link below). Also available at that same link are quick reference guides (one for preparers and one for approvers) and a detailed training manual available for download.

The use of My Journals is currently not required but is encouraged. Please see the training materials referenced below for more specific details. Questions not answered through the materials can be directed to genactg@vt.edu. We are offering a live demonstration and introductory training session at the times noted below via ZOOM.

Journal Entry Demonstration

On demand Journal Entry training

Employee Class Codes

1A - Class FT CY Reg

2A - Fac FT Reg TR

2B - Fac FT CY Restr TR

2F - Fac FT AY (9 month) Reg TR

2P - Fac FT CY Res Conv (12 month)

3A - Fac FT CY Reg AP

7B - GTA

7C - GRA

9B - Non-Inst PT Temp Fac/Sum Res

UA - University Staff FT CY Reg

UB - University Staff CY Restr

Human Resources Account Codes and Descriptions

11231 - Classified Salaries CY

11241 - Classified Salaries CY - University

11301 - Teaching & Research Salaries AY

11303 - Teaching & Research Salaries CY

11307 - Spec Res Fac Teach & Res CY

11352 - Administrative CY

11411- Administrative+Faculty Wages

114GA - Graduate Assistant Wages

11601 - Teaching & Research Adjunct Wages

11603 - T&R Summer School Wages

118GRA - Graduate Research Assist. Wages

118GTA - Graduate Teaching Assist. Wages

Payroll Drop Box Form

Payroll Drop Box

The Payroll drop box should be used to send secure information, rather than email. Below are the list of processes that should be sent through the drop box.

Non-Virginia State tax forms (loaded form)
Social security number confirmations and newly issued cards (loaded form)
Labor redistributions/P10s (loaded form)
Emergency fund payments for Student Affairs (loaded form)
Timeclock access requests
Retroactive pay actions
Manual payment requests (loaded form)
Bookstore deduction requests (loaded form)
Approved P14A (payments of $5,000 or more) (loaded form)

Important Contacts

payroll@vt.edu - General payroll questions

vtw2@vt.edu - W2 or other tax-related questions
vtvec@vt.edu - Unemployment related questions
fnisadmin@vt.edu- Foreign national information system related questions
laborredist@vt.edu - Labor Redistribution questions

Questions to Ask yourself:

What processes exist to monitor time keeping/entry?
Are hours worked appropriately documented, approved, and correctly entered?
Does the reconciliation ensure someone other than the enterer reviews the report?
Is overtime accurately recorded and approved?
Is overtime accurately calculated?