PAYROLL POLICIES & PROCEDURES

Transcription

1 PAYROLL POLICIES & PROCEDURES Related Department(s): Payroll Office (E 402) Contact: x5518 Keyword(s): Direct Deposit the dollar amount of an individual s paycheck is automatically credited to the designated bank account at the end of every pay period, on pay day. ESTUBS - electronic paystubs Pay Calc. - Payroll Calculation Week. The week before paychecks are distributed when time sheets are being calculated and entered into the payroll system. Pay Period the 2 week period between paycheck distributions. Time Sheet a document that individual employees use to track time worked, days off, vacation days, etc.

2 Links: Direct deposit form: /Divisions/Administration/Business_Office/Payroll/Directdeposit. pdf estub Form: ons/administration/business_office/payroll/estub.pdf Last Modified: 11/10/2016 POLICY GOAL: To distribute paychecks to College employees as efficiently and accurately as possible. Pay Periods are every two weeks. All pay checks for two-week pay periods will be distributed on Thursday on a pay week after 3:00 pm. Those with direct deposits are automatically deposited into individual employee checking or savings accounts on Friday of pay date. 1. General Policies: a. All employees with the title College Assistant are required to submit a time sheet to Payroll. Timesheets MUST be

3 submitted to Payroll, by Monday at 12:00 pm, following the end of the b. All employees with the Adjunct Lecturers and Non- Teaching Adjuncts titles are required to submit a time sheet to Payroll. Timesheets MUST be submitted to Payroll by Friday at 12:00 pm, following the end of the c. All employees with the Continuing Education, Adjunct Lecturers titles in the TELC department and College Laboratory Technicians (CLTs) are required to submit a time sheet to Payroll. Timesheets MUST be submitted to Payroll by Friday at 12:00 pm, following the end of the d. All employees with a DC37 Civil Service title are required to submit a time sheet to Payroll. Timesheets MUST be submitted to Payroll by Monday at 12:00 pm, following the end of the e. Payment to all employees will be based on the approved time sheets.

4 f. Employee s checks will not be given to anyone except the employee, unless a notarized letter has been sent to the Director in advance of the payroll. Note: (The Director cannot accept verbal permission to distribute an employee s paycheck to another party). g. Employee must submit a direct deposit form along with a voided check or a statement from their bank. All voided checks and direct deposit must have the employee s name printed with the routing numbers and account numbers. h. Direct deposits take 2 pay periods to take effect and must be submitted by Tuesday of a Pay Calc. week. i. Changes to federal and/or city and state tax withholding must be the original form and signature of the employee. Tax forms must be submitted by Tuesday of a Pay Calc. week. Changes will take effect in the following 2. Procedures: Each employee will complete and submit a signed individual time sheet showing hours worked, sick time, vacation time and holiday time taken.

5 a. Each supervisor will review for accuracy and sign time sheets. All time sheets are to be sent to their Directors for approval and signature. b. If an employee has not yet enrolled for direct deposit, the payroll check will be distributed to the employee normally, no earlier than 3:00 pm on Thursday before pay date. c. Pay stubs are distributed no earlier than 12:00 pm on Wednesday of pay week. d. Electronic pay stubs (ESTUBS) are sent to individuals Outlook accounts from Tuesday to Friday. 1. The stubs are scanned alphabetically into a PDF file and are individually renamed using the employee s last name, first name, and the pay date. 2. Once they are renamed, the ESTUBS are then encrypted with a password. 3. The ESTUBS are then ed to each employee.