OP 69.07: Payroll Deduction Designated to Texas Tech for University Recreation Membership Prices

 

[Moderate revision–posted 3/25/26 (replaces 12/11/23 edition)]
[PDF Version]

 

Operating Policy and Procedure

OP 69.07: Payroll Deduction Designated to Texas Tech for University Recreation Membership Prices

DATE: March 25, 2026

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to set forth policies and procedures related to payroll deductions for University Recreation membership prices at Texas Tech University.

REVIEW: This OP will be reviewed every two years after publication by the Managing Director of University Recreation, the Senior Associate Vice President for Human Resources, and the Assistant Vice President and Chief Payroll Officer with substantive revisions forwarded to the Senior Vice President for Administration & Finance and Chief Financial Officer.

POLICY/PROCEDURE

1.  Background

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 membership for use of the Student Recreation and Aquatic Center (Texas Government Code § 659.202).

2.  General

a.    Faculty and staff of Texas Tech University, Texas Tech University System Administration, and Texas Tech University Health Sciences Center 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 six months and must run concurrently with membership.

3.  Authorizations and Change of Deduction

a.    Employees may obtain and complete a deduction authorization form from University Recreation, Room 202 in the Student Recreation Center. All payroll deduction memberships are ongoing, and deductions will continue until a cancellation form is submitted. Members are allowed to add or drop dependents during the fiscal year. This must be approved by University Recreation and accepted by Human Resources.

b.    After the forms are reviewed and processed by University Recreation, they are transferred to a digital form and forwarded to Human Resources. Original forms will be retained by University Recreation. Forms will not be accepted by Human Resources without prior review and approval by University Recreation.

c.    The employee is responsible for notifying University Recreation of any changes in employment status.

4.  Effective Date of Authorization Forms

a.    An employee’s deduction will be effective on the first day of the month as provided on the form received from University Recreation.

b.    First of the month effective dates will be reflected on the paycheck received the following month for exempt employees or the paycheck received on the 25th of the same month for non-exempt employees. For example, a form with an effective date of March 1 will be reflected on the April 1 paycheck for exempt employees and the March 25 paycheck for non-exempt employees.

c.    University Recreation is responsible for ensuring the deduction authorization form is received by Human Resources prior to the 15th of each month, to ensure a first of the month effective date.

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 University Recreation.

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 Human Resources as an amount to be deducted each pay period, with a start and no end date. The amount of the deduction will be entered on the form and will be based on prices established by University Recreation for the type and length of membership selected. The deduction will be ongoing until it is canceled by the employee.

b.    Prices established by University Recreation are subject to change. In the event of a price change, University Recreation will attempt to contact all members enrolled in payroll deduction via email and phone. University Recreation will provide detailed information regarding the price change, new deduction amount, and effective date. Members will have the opportunity to cancel membership before the effective date of the change in price. If no cancellation is received, membership will continue with the new price.

c.    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 cancel their membership to the Student Recreation and Aquatic Center by obtaining and completing a cancellation of payroll deduction form from University Recreation, Room 202 of the Student Recreation Center. An employee should not contact Human Resources or Payroll & Tax Services directly.

b.    Once the form is reviewed, University Recreation will forward the cancellation form to Human Resources. Membership will be stopped on the date as provided on the form received from University Recreation.

c.    First of the month effective dates will be reflected on the paycheck received the following month for exempt employees or the paycheck received on the 25th of the same month for non-exempt employees. For example, a form with an effective date of March 1 will be reflected on the April 1 paycheck for exempt employees and the March 25 paycheck for non-exempt employees.

d.    The employee is responsible for ensuring that cancellation forms are properly completed and turned in to University Recreation in time to meet the payroll processing deadline.

8.  Refunds of Payroll Deductions

When an employee terminates employment, University Recreation will determine if there has been an overpayment and will refund to the employee any overpayment of the employee’s deductions.

9.  Transmittal of Funds to University Recreation

Payroll & Tax Services will automatically post the deductions to the account designated by University Recreation. The posting will occur when the payroll processing is complete for the cycle in which the deduction is scheduled.

A detailed report of the following will be sent to University Recreation after each payroll/processing run:

a.    Employee name;

b.    Employee identification number (R#); and

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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