[Minor revision–posted 4/29/14 (replaces 6/21/10 edition)]
Operating Policy and Procedure
OP 69.07: Payroll Deduction Designated to Texas Tech for Recreational Sports Fee
DATE: April 29, 2014
PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to set forth policies and procedures related to payroll deductions for recreational sports membership fees at Texas Tech University.
REVIEW: This OP will be reviewed in March of even-numbered years by the Managing Director of Payroll Services and Human Resources and the Managing Director of Recreational Sports with substantive revisions forwarded to the Vice President for Administration and Finance and Chief Financial Officer.
The 77th regular session of the Texas Legislature passed House Bill 1545, which allows employees to authorize a payroll deduction for payment of a recreational sports fee for use of the Student Recreation and Aquatic Center (Texas Government Code, § 659.202).
a. Faculty and staff of Texas Tech may authorize payment for membership to the Student Recreation and Aquatic Center via payroll deductions for themselves, their spouse, and their children. (This became effective July 15, 2002.)
b. Payroll deductions must be established for a minimum of two months and must run concurrently with membership.
3. Authorizations and Change of Deduction
a. Employees may obtain a deduction authorization form from the Office of Recreational Sports, Room 202, Student Recreation Center, or by mail at Box 42151, Lubbock, TX 79409- 2151. All forms must be completed and returned to that office. Employees with Recreation Center membership can renew online; members can also complete the deduction authorization form and obtain payroll deduction online when renewing.
b. After the forms are reviewed and processed by the Office of Recreational Sports, they are immediately forwarded to Payroll Services. Forms will not be accepted by Payroll Services without prior review and approval by the Office of Recreational Sports.
4. Effective Date of Authorization Forms
a. An employee's deduction will be effective the first workday of the month following the month in which Payroll Services receives an approved authorization form.
b. Authorization forms submitted to change the amount of the deduction become effective the first workday of the month following the month in which Payroll Services receives the approved form. For example, authorization forms received between March 1 and March 31 will have the first deduction taken from pay for time worked in April and paid in late April (non-exempt employees) or the first of May (exempt employees).
5. Salary or Wages to Support a Deduction
Employees are solely responsible for ensuring that their salary or wages are sufficient to support an authorized deduction.
If the employee's salary or wages are not sufficient to cover the entire deduction authorized, then no partial deduction will be made.
If there is not sufficient salary to support the deduction, the deduction may not be made up by deduction from the employee's subsequent payments of salary or wages. Amounts due because of a missed deduction must be paid directly to the Office of Recreational Sports.
The university is not liable or responsible for any damages or other consequences resulting from an employee authorizing an incorrect contribution deduction amount.
6. Frequency and Amount of Deductions
a. All authorized deductions will be submitted to Payroll Services as an amount to be deducted each month and with a start and an end date. The amount of the deduction will be entered on the form and will be based on fees established by the Office of Recreational Sports for the type and length of membership selected. The deduction will be ongoing until it is cancelled or until the designated stop date has been reached.
b. If the employee is paid on a semi-monthly schedule, the deduction will be taken from each paycheck. If the employee is paid on a monthly schedule, the deduction will be taken from the check issued on the first working day of the month.
7. Cancellation of Payroll Deduction
a. Employees may forfeit their membership to the Student Recreation and Aquatic Center and obtain a cancellation of payroll deduction form from the Department of Recreational Sports, Room 202 of the Student Recreation Center. An employee should not contact Payroll Services directly since the deduction cannot be cancelled without turning in the membership card.
b. Once the form is reviewed and membership cards are returned, Recreational Sports will forward the cancellation form to Payroll Services.
c. The notice of cancellation will become effective the first workday of the month following the month in which Payroll Services receives the notice. For example, a notice of cancellation received between March 1 and March 31 would become effective with wages earned in April. No deduction would be taken from the payroll in late April (non- exempt employees) or on the first of May (employees).
d. The employee is responsible for ensuring that cancellation forms are properly completed and turned into the Office of Recreational Sports in time to meet the deadline.
8. Refunds of Payroll Deductions
When an employee terminates employment, the Office of Recreational Sports will determine if there has been an overpayment of membership fees and will refund to the employee any overpayment of the employee's deductions.
9. Transmittal of Funds of the Recreational Sports Department
Payroll Services will automatically post the deductions to the account designated by the Recreational Sports department. The posting will occur when the payroll processing is complete for the cycle in which the deduction is scheduled.
A detail report of the following will be sent to the Recreational Sports office after each payroll/processing run:
a. Employee name
b. Employee social security number
c. Amount deducted
10. Right to Change Policy
Texas Tech University reserves the right to interpret, change, modify, amend, or rescind this policy, in whole or in part, at any time without the consent of employees.
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