NOTICE: The Finance Policies and Procedures Manual, along with the previous manual, is undergoing changes. These sites are continually updated to reflect changes in business processes. If you cannot find the information you are seeking in these policies, email financecomm@unc.edu for more information.
Policies and Procedures

Policy 212 – Division of Payroll Record Systems

Effective
May 28, 2007
Last Updated
October 15, 2014
Last Reviewed
October 15, 2014
Responsible University Officer
Director of Payroll Services
Responsible Unit
Payroll Services

Policy Statement

Decisions regarding appointments, promotions, terminations, and other changes affecting the rank, status, and/or salary of University employees (collectively referred to as “personnel” or “payroll” actions) will be recorded and maintained in separate databases according to the employee's designation as EPA (exempt from the State personnel act) or SPA (subject to the State personnel act). Payroll actions (corrections to the masterfile or those that affect the salary of an employee) are audited by payroll staff, before interfacing with the Payroll System each cycle.

I. EPA Employees

Payroll actions for EPA employees will be recorded and maintained in ConnectCarolina’s HR/Payroll module, where each EPA requested action must be initiated, reviewed and officially approved, according to applicable University requirements. Approvals must be completed by the 20th day of the month prior to initiating the ePAR action. Attention should be given to the established payroll run schedule on the Payroll Services website.

II. SPA Employees

Payroll actions for SPA employees will be recorded and maintained in the ConnectCarolina HR/Payroll module, where each SPA action must be initiated, reviewed and officially approved, according to applicable State requirements. Deadlines for approvals must be adhered to as designated by ConnectCarolina prior to initiating the action.

III. ConnectCarolina HR/Payroll

Regardless of EPA or SPA designation, a history of each employee's cumulative personnel and payroll actions will be maintained in the ConnectCarolina HR/Payroll module.

ConnectCarolina’s HR/payroll module allows department-specific inquiry access for Human Resource Representatives. This access allows the HR Representative to view information for their department’s employees only.

Reason for Policy

This policy defines the parameters and official University systems used for executing payroll actions for EPA and SPA employees.

Exclusions

No adjustments may be made to an employees’ status unless all approvals and budgetary allowances are completed with regard to the pending personnel or payroll action.

Special Situations

None.

Procedures

  • None.

Additional Information

Frequently Asked Questions

None.

Related Data

Types of Employees

I. EPA

EPA employees are defined as those University employees who are exempt from the State Personnel Act, as provided by NCGS 126-5:

II. SPA

In most instances, SPA employees are employees in staff positions or are Subject to the State Personnel Act, including permanent or temporary, full time or part time, and all undergraduate students

Contacts

SUBJECT CONTACT TELEPHONE FAX E-MAIL
Payroll Services Payroll Services 919-962-0046 payroll@unc.edu

History

Revised:
October 15, 2014: Systems information updated.
August 24, 2009
May 28, 2007