This page contains answers to common questions handled by our support staff, along with some tips
that we have found useful and presented here as questions.
- When are certifications due?
- When are timecards due?
- How many pay periods are there in the year?
- How many hours can be accumulated for annual leave?
- How much of my sick leave is paid upon termination?
- Do I have to file a new IRS form W-4 if I move?
- By when do I have to use my Personal Holiday?
- How do I reflect that I worked on a Legal Holiday?
- How do I join the Sick Leave Pool?
- Does a 12-month Faculty member get his
annual leave paid when converting to a 9-month position?
- When do I
need to complete a new W-4 or W-5 form?
- How do I sign up for Direct Deposit?
Certifications
should be picked up on Friday prior to each payday after 12:30 PM and returned
(the coded top sheet) in the Blue Envelope by 4:30 PM on Monday following
payday. FAXED
COPIES ARE NOT ACCEPTED.
USPS timecards are due each Thursday before payday and OPS/CWS timecards
are due each Friday/Payday. All
timecards with overtime hours recorded must have an Overtime Approval Sheet
attached.
USPS, A&P and 12 Month Faculty are calculated with 26.1 pay periods, 9
Month Faculty are calculated with 19.5 pay periods.
USPS
can accumulate a maximum of 240 hours by December 31st.
Any hours that are over the 240 maximum hour limit will be turned into
sick leave. A&P
and 12-month Faculty can accumulate a maximum of 352 hours by December 31st.
Any hours that are over the 352 maximum hour limit will be turned into
sick leave.
The University pays 25% of accrued sick leave after 10 years of permanent
employment up to a maximum of 480 hours.
Yes,
a new IRS Form W-4 is required to be completed any time there is a change in
address or change in the employee’s status.
A Personal Information Change Form must also be completed if there is
a change in address.
If
you are claiming an exempt status, you must complete a new IRS Form W-4 for
every calendar year that the exemption applies.
Pursuant to IRS regulations, nonresident
aliens cannot claim “exempt” on their IRS W-4 Forms.
USPS
must use their personal holiday by June 30th.
Once used, your leave card will reflect the date taken under Personal
Holiday.
OPS/CWS: Record
the hours on your timecard, and submit a memo signed by your supervisor,
approving the hours worked. Attach
this memo to your timecard before submitting to Payroll.
USPS: Record
the hours worked on your time card, and have your supervisor place their
initials next to those hours.
You must first meet all of the following criteria:
- Be a Full-Time Faculty, A&P, or USPS employee
- Completed at least one year of employment
- Have an accrued sick leave balance of at least 64 hours
If you meet all of the above contact Joanne Cuesta in the Human Resources
Department.
When converting to a 9-month position, you must let the Payroll Department
know whether you want the leave paid out or held for a period of up to two
years. Regardless of when the leave is paid, it is paid at your 12-month
position rate of pay and not at the 9-month position rate. The maximum leave
that can be paid to a 12-month Faculty member is 352 hours. Note: This is a
one time maximum, once the maximum hours are paid further accruals cannot be
paid out.
A new W-4 form needs to be completed each year only if you are
claiming "EXEMPT" status as your withholding allowance.
A new W-5 form must be completed each calendar year in order to claim
the "earned income credit".
Complete the Direct Deposit form found on our Forms
page and send it to the Bureau Of State Payrolls. You can also take your form
to the University Credit Union if you have or are opening a new account.
Please allow three to four weeks for the first direct deposit to begin.
