Payroll Information

An employee's payroll records are considered confidential, and access to them is limited to the employee, the Department of Human Resources, the Controller's Office and the employee's supervisor. As with all employee related records, the Department of Human Resources is precluded from releasing information to a third party unless it is in receipt of a signed release from the employee.

Mandatory deductions and wage attachments that are required by law will automatically be made from all paychecks issued by the University. In addition, voluntary deductions may be authorized by the employee. A statement of all deductions is provided to the employee each pay period.

A payroll schedule is distributed to employees each year identifying the deadline for submission of Appointment or Change forms, time sheets and the pay date.

Staff, maintenance and students are paid bi-weekly; faculty and administrators are paid monthly.

Procedure

I. Access to Records

A. By the employee: The employee is required to provide the payroll office a written request for any information desired. Adequate time (no less than 3 business days) should be permitted to act on such requests.

B. By a third party: When payroll information is requested by a third party, by way of a subpoena or other legal document, the University will promptly supply all applicable information.

When a third party is requesting information for credit or reference check, the employee should insure that such a request in accompanied by a signed release. All requests not accompanied by such a release cannot, unless required by law, be completed and will be returned to the third party.

II. Automatic Payroll Deductions

A. Mandatory - deductions which are required by law will be made from all paychecks issued by the University; these deductions include but are not limited to:

  1. Taxes: All employees are required to complete and submit a W-4 Employee Withholding Certificate on an annual basis to the Department of Human Resources. From the information provided on this form the payroll office will set up a recurring deduction to satisfy both federal and state tax requirements.

  2. Social Security (FICA): Deductions are made in accordance with the rate established by federal law. Both the University and employee contributes to Social Security.

  3. State Unemployment Insurance (SUI): Deductions are made in accordance with the rate established by state law.

  4. Wage Attachments, Levies and Garnishments: Garnishments and levies are reduced from you paycheck in compliance with the writ or demand served. The University will not cease such reductions until the claim is satisfied or until a favorable judgment is provided by the plaintiff.

  5. Union dues for bargaining unit employees.

B. Voluntary - the employee may authorize the payroll office to make deductions from his/her paycheck for the following:

  1. Credit Union: The Shering Credit Union will provide the payroll office with signed authorization to deduct a specified amount for savings or for loan payments. These authorizations are the property of the credit union.

  2. Employee Benefits: Deductions for fringe benefits (insurance and pension) will be made only after authorization is received from the employee and the Employee Benefits Office. Periodic adjustments to the amount of the deduction will be made to compensate for fluctuations in premium payments.

C. Payroll Direct Deposits

Direct deposit is a service offered by the University to its permanent employees to afford the convenience of having their pay deposited directly into a bank account of their choice. The funds are transferred electronically from the University's bank into the employee's bank on the regular payday. Authorization forms are available in the Department of Human Resources.

Authorization

An employee must complete an authorization for direct deposit of paychecks and furnish the Department of Human Resources with (1) a void check from the checking account into which the paycheck is to be deposited or (2) a statement from the bank showing the account number and bank transit number for savings account deposits.

Waiting Period and Test Transaction

There is up to a 60 day waiting period to effect direct deposit on an individual's paycheck, Authorization for the direct deposit of monthly paycheck must be received by the Department of Human Resources by the 15th day of the month for direct deposit to occur for the next month's paycheck. This is necessary in order to test direct deposit transactions between the employee's bank and the University's bank. In the event this test is not successful for any reason, the employee will be so notified by the Department of Human Resources.

Changes

Changes can be made to direct deposits when cancellation or change is a result of the employee changing residence and no longer banking in the same area or if the employee must close his/her present account due to extenuating circumstances.

Time Period

Once authorized by the employee, the direct deposit service will be in effect for all paychecks which the University issues to that employee. Cancellation of direct deposit may be requested in writing.

07/10/2008

If an employee chooses direct deposit of payroll checks, the full amount of net pay will be deposited to the account selected. This may be a savings or checking account. The paycheck stub with all the normal information along with a void check indicating the account the money was deposited into, will be distributed to the employee or sent tot he home department.

Vacation Pay

If employees paid on a monthly basis with direct deposit wish to receive an advance on their paycheck prior to taking a scheduled vacation lasting beyond a regular payday, the approved written request must be received in the Payroll Office at least 15 working days prior to the date the check is needed. In accordance with present University Policy, this written request must be approved by the employee's immediate supervisor and the University Controller. There is no change to the policy now in effect regarding advance vacation pay for Staff employees.

Policy No. 404.0    Effective Date: 01/01/92    Revised: 10/31/96    (mds-10/18/96)