OTiS System Update
The OTiS server is undergoing system updates and will be unavailable on Tuesday, April 15 and Wednesday, April 16 from 8:00pm to 10:00pm.
The system will be temporarily down at these times.
If you need to record hours during those times and are using the In/Out template, you can record the hours once the system becomes available.
If you need to record hours during those times and are using the Web Punch template, you should be mindful of your punches and
should remember to record a missing punch(es), if necessary, once the system becomes available.
Thank you for your cooperation. If you have any questions or concerns please contact the OTiS Help Desk via email at
otisusc@usc.edu or phone at (213) 821-2033.
[ 4-14-2008 ]
Now Available on eTrac: Single Page Advice Slip
The memo below is an important message regarding a new service being offered by eTrac
and University Payroll Services.
We are pleased to announce that you can now print your Payroll advice slip on a single page. Please open the PDF file
for instructions and information.
If you need to download a free version of Acrobat Reader, please click the link:
(http://www.adobe.com/products/acrobat/readstep2.html).
[ 3-13-2008 ]
USC Payroll Advice Slip
Have you heard the news?
Effective January 1, you will no longer receive the green "advice slip" from Payroll for your direct deposit.
- You can view and print your payroll information from eTrac at http://www.usc.edu/etrac
- No more worries about shredding the green slip or the confidentiality of your information
But what if I want to continue to receive the Advice Slip?
No Problem! You can "opt in" to receive the advice slip at any time.
- Log into eTrac at payroll@usc.edu
- Select "Work Information Update"
- Scroll to the bottom of the page.
- To "opt in" and continue to receive your advice slip, use the drop down box and select "Home Department"
- Select: "Submit for Confirmation"
- Select: "Submit for Update"
Can I change back and forth?
You can change your preference whenever, and as many times, as you need to. For example, if you are planning on applying for a loan, you can "opt in" for a payroll or two to receive the advice slip, then opt out again.
- Log into eTrac at http://www.usc.edu/etrac
- Select "Work Information Update"
- Scroll to the bottom of the page.
- To "opt in" and continue to receive your advice slip, use the drop down box and select "Electronic -- Not Printed"
- Select: "Submit for Confirmation"
- Select: "Submit for Update"
Please contact us at payroll@usc.edu if you have any questions.
[ 12-12-2007 ]
OTiS Alert
It has come to our attention that the "Vacation Balance" and "Sick Balance" as displayed on
employees' "Leave Request" screens may be incorrect. We have reported this to our OTiS partners at TALX
and they are working to resolve the problem. The leave balances as displayed on the "Time Entry"
screen are correct. We will let you know as soon as the issue is resolved.
We apologize for the inconvenience and thank you for your patience.
[ 12-18-2007 ]
Direct Deposit Advice Slips
Effective January 1st, 2008, we will stop printing green payroll direct deposit advice slips!
You can view and print your payroll information from eTrac.
If you would like to continue to receive your green advice slip, log into eTrac and select Work Information Update any time after
December 16, 2007 to change your preference.
[ 12-10-2007 ]
Dec. 6th Payroll Office Hours
Both UPC and HSC Payroll Services offices will close early tomorrow, Dec. 6th, 2007.
UPC Payroll Services will close at 3:30 pm and HSC at 3:00 pm.
If you have any questions, please let us know.
[ 12-05-2007 ]
Year End & W-2s
Calendar year end is approaching, and W-2 season is not far behind.
All employees (faculty, staff, and students), no matter what your current status, who received compensation
in calendar year 2007, will receive a year end wage and tax statement (W-2 and/or 1042s).
In order to ensure that USC generates accurate W-2s for you, please be aware of the following:
Social Security Number
We must have a valid Social Security Number for you, regardless if your current status is active, inactive or terminated.
If you currently have an "I-social security number" in our system, please provide your valid social security number
as soon as you receive it. Bring your Social Security Number card to University Payroll Services as soon as possible.
Home Address
Please verify that your current home address is correct.
You can log onto eTrac at www.usc.edu/eTrac to check your home address
and update your Personal Information if necessary.
W2 Express
Remember that you may receive your W-2 electronically via W-2 Express
(www.w2express.com). The US Postal Service
does NOT forward W-2 forms if your home address is incorrect. Electronic delivery of the W-2 eliminates
US Postal Service delays and gets the year end tax information to you more quickly.
Please note: If you have received your W-2 electronically in the past, you do not need to sign up again--you will
"automatically" get your 2007 W-2 electronically.
[ 11-26-2007 ]
Electronic W-2
Below is a special communication from University Payroll Services regarding USC's electronic W-2 delivery option.
Please see the flyer below for everything you need to know to sign up for this easy and convenient service.
The deadline to sign up is fast approaching.
If you have any concerns about opening this attachment, you may contact us at 213-740-8855 or by email at
payroll@usc.edu, or check with your Home Department Coordinator.
[ 11-16-2007 ]
Benefits: Open Enrollment Alert
The following announcement is from Benefits Administration.
If you have any questions, please contact Benefits directly.
OPEN ENROLLMENT ALERT!!!
Do you want an FSA Account for 2008?
REMEMBER:
FSA ENROLLMENTS FOR
2008 MUST BE DONE VIA ETRAC!
THE DEADLINE IS FAST APPROACHING!
ENROLLMENT ENDS NOVEMBER 21, 2007
[ 11-15-2007 ]
Individual Taxpayer ID Numbers FAQ Update
Non-Resident Alien Scholarship recipients:
Be sure to check out the updated Payroll FAQ on Individual
Taxpayer ID Numbers.
The procedures to apply for an ITIN, and who may apply for an ITIN through USC, have changed radically.
Due to changes in IRS procedure, USC is now able to process ITIN applications for all non-resident alien scholarship
recipients, whether or not there is a tax treaty.
If you do not already have an ITIN or Social Security number refer to the Individual
Taxpayer ID Numbers FAQ for instruction on how to apply for an ITIN.
[ 08-27-2007 ]
2007 OTiS Calendars
Welcome newly hired and rehired bi-weekly employees to a new school year!
If you do not already have a copy of the 2007 OTis Calender, be sure to pick one up from
your Home Department Coordinator.
[ 08-24-2007 ]
IMPORTANT: Fiscal Year End & OTiS
Due to Fiscal Year end, there are some critical matters involving OTiS:
- Be sure you record hours worked for June 28, June 29 and June 30 BEFORE July 1.
- IMPORTANT: No changes may be made on OTiS to June 28, June 29 or June 30 after July 1.
- In/Out Template Users: DO NOT pre-populate any hours for July 1 - July 11.
The only hours which may be pre-populated are the holiday hours on July 4.
- Web Punch Template Users: Inform your supervisor/approver of any missing punches.
All missing punches must be resolved with actual times by midnight, June 30,
for midnight-to-midnight employees, or by noon on July 1 for noon-to-noon employees.
- All vacation and sick leave, or other paid and unpaid leave, taken on June 28, June 29 or June 30 must be updated
on OTiS by midnight Friday, June 30, for midnight-to-midnight employees, or by noon on July 1 for noon-to-noon employees.
- Accruals earned for the month of June will be posted on OTiS on Sunday, July 8 instead of July 1.
[ 06-28-2007 ]
Payroll's Moving!
The Payroll Services Counter at the University Park Campus will be moving to our new offices in the University Gardens Building
(UBG) Room 212 on May 29 and May 30.
The move will severely limit our availability during those two days. We will remain open for walk-in business until
Tuesday, May 29, but we will not have phones nor computers running.
We will be open for business on Thursday, May 31 at 8:30am.
Our new Main Campus address:
3500 S. Figueroa Street, Suite 212
University Gardens Building
Los Angeles, CA 90089-8016
UGB 212 MC 8016
Main Campus Phones (unchanged):
Phone #: 213-740-8855
Fax #: 213-740-3051
[ 05-18-2007 ]
Summer CWSP Applications Available
The Financial Aid Office has asked us to let you know that the Summer Work
Study applications will be available starting Monday, March 5. The deadline
to submit these applications will be March 30, 2007.
The applications can be picked up at the window in JHH, or downloaded from
the web at www.usc.edu/financialaid.
If you have any questions, please do not contact payroll services. Rather,
please call 213-740-1111 if you have any questions.
[ 03-02-2007 ]
eTrac Availability
eTrac is scheduled to be down during the holiday weekend from 5:00pm on Friday, February 16 through 7:00am on
Tuesday, February 20 due to the AIS Data Center move. All systems will be available again on Tuesday morning.
[ 02-05-2007 ]
Non-Exempt Conversions and Old Salary Lines
For employees who recently transitioned from Exempt status to Non-Exempt status, you may notice that both your "old" salary funding line(s) and your "new" hourly funding line(s) are displayed on your OTiS timesheet. Last night, we added an enhancement that adds "(07H)" for hourly or "(07S)" for salary at the beginning of each Account Description. Please be sure that you are clocking in/clocking out and that your January 1, 2007 holiday hours are on the account description line that includes "(07H)".
To ensure that you are clocking in and out of the hourly funding line, go to "Employee's Time Entry" and select the hourly funding line that begins with "(07H)" and submit/update the timesheet. The end results should reflect "(07H)" at the beginning of the account description for all activity in the pay period.
Important: When reviewing timesheets on OTiS (using "Employee's Time Entry" on your menu), it is important that you view the results of the timesheet after hitting the "Review" button. The "Review" button will apply all the programmed rules including the calculation of overtime and double time and display the account name to which the hours will be charged. In order to save your changes, hit the "Save for Later" button.
Please feel free to contact us at the OTiS help desk or email otisusc@usc.edu should you have any questions or concerns.
[ 01-05-2007 ]
