212 - University of North Carolina at Chapel Hill Policy on Division of Payroll Record Systems

Introduction

Purpose

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

Scope

All University of North Carolina at Chapel Hill employee compensation records overseen by 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 EHRA (Exempt from the Human Resources Act) or SHRA (Subject to the Human Resources Act). Payroll actions (corrections to job data or those that affect the salary of an employee) are audited by payroll staff, before interfacing with the Payroll System each cycle.

I. EHRA Employees

Payroll actions for EHRA employees will be recorded and maintained in ConnectCarolina's HR/Payroll module, where each EHRA 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. SHRA Employees

Payroll actions for SHRA employees will be recorded and maintained in the ConnectCarolina HR/Payroll module, where each SHRA 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 EHRA or SHRA 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.

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.

Related Data

Types of Employees

1. EHRA: EHRA employees are defined as those University employees who are exempt from the State Human Resources Act, as provided by NCGS 126-5.
2. SHRA: In most instances, SHRA employees are employees in staff positions or are Subject to the State Human Resources Act, including permanent or temporary, full time or part time, and all undergraduate students.

Contacts

History

Revised:

• February 7, 2023: Edits made to terminology of classification of employees.
• October 15, 2014: Systems information updated.
• August 24, 2009
• May 28, 2007