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A. The Payroll Process

  1. Pay Period
The work week runs from 12:01 a.m. Monday through 12 midnight Sunday. Hourly staff are paid biweekly on alternating Fridays. Administrative staff are paid at the end of each month. Copies of the payroll schedule are available in the Human Resources department.

  2. Time Cards for Hourly Staff
In compliance with federal law, hourly staff are required to maintain accurate records of time worked. Employees must enter their hours worked on the university’s web time entry system. Time cards must then be signed electronically by the employee, approved by the immediate supervisor, and submitted electronically to the Payroll Office by noon on the Monday preceding payday. When holidays cause a disruption in this procedure, you will be notified of the deadline date for submitting time cards.

Your time card is a legal record of the hours you are at work, and your compensation is based on the time recorded on your web time entry time card. Time cards must reflect the actual time and hours worked. As permitted under FLSA rules, the university uses “rounding off” practices and requires staff to record their starting and stopping time to the nearest quarter of an hour. (i.e. 15, 30, 45)

  3. Direct Deposit
The university pays all of its employees by direct deposit to the financial institution(s) of their choice. Deposits are made electronically on the established university pay dates. If the payday falls on a holiday or a Saturday, the payday will be the preceding workday. If the payday falls on a Sunday, the payday will be the following Monday. When you begin your employment, you are responsible for completing a direct deposit instruction form available in the Human Resources department. We urge new staff to complete this paperwork immediately after confirming your employment. You may make changes to your direct deposit choices once per quarter for a maximum of four (4) changes per calendar year. Please direct questions or issues concerning pay discrepancies to the Payroll Office.

  4. Withholdings and Payroll Deductions
Federal and state laws mandate certain payroll deductions. The following kinds of deductions will be made:

• Federal and State Income Tax Withholdings from wages. Wages are defined as all remuneration for services performed by an employee for the employer regardless of the circumstances under which the employee is employed or the frequency or size of the individual wage payments. Taxes are withheld based on the W-4 and IT-4 forms as completed by the staff member. The university uses the percentage method of withholding for an annual payroll period and then prorates the tax back to the payroll period.

Both stipends and honoraria qualify as payments for services performed and are reported as taxable  earnings to the Internal Revenue Service. Taxes are withheld as if they were a one-time payment considering the exemption(s) claimed and the salary level of the staff member.

• Social Security (FICA). The Federal Social Security Act requires your participation in this program through payroll deduction. A required percentage of your salary is deducted from your pay, and the university matches contributions in accordance with the law. The plan is designed to assist you with your retirement, disability, death, survivor, and Medicare benefits.

• City Withholding Taxes

• School District Taxes (where applicable)

• Elective Deductions designated by the employee

Although salaries and most other “wages” must be included in an employee’s gross income and are subject to federal income taxes, employee contributions for some benefits such as health insurance are withheld on a pre-tax basis, and other benefits such as retirement contributions are exempt from federal and state income tax but still subject to Social Security, Medicare and city taxes. At this time the tuition waiver and scholarship programs may not be considered taxable income, but you are urged to consult your individual tax adviser regarding the reporting of this benefit.

By the last day of January of each calendar year, the university will supply you with your Wage and Tax Statement (W-2) form that summarizes your taxable income and deductions for the year. It is your responsibilities to advise the Payroll Office of any change in the number of exemptions you are allowed. If you have any questions regarding your wages or withholdings, please contact the Payroll Office.