Payroll

/offices/controller/payroll/

Welcome

 

/offices/controller/payroll/

EPAF - Electronic Personnel Action Form

 

Contact Us

Scott Park Campus

Learning Resources Center,
2nd Floor
Mail Stop 459
Phone: 419.530.8780
Fax:  419.530-8787

payroll@utnet.utoledo.edu

Payroll Schedule for Fiscal Year 2004

The University's planned schedule of paycheck issuance is bi-weekly, with checks issued every other Friday (a holiday falling on a payday advances the paycheck distributions).  It should be understood that the gross pay in each check probably will be equal, but net amounts may vary because of differences in various types of withholding. 

CONTRACTS FOR 12-MONTH PERSONNEL will be effective for the University's academic (fiscal) year, which is from July 1, 2003 through June 30, 2004.  Paychecks are scheduled to be paid bi-weekly beginning July 11, 2003.  The bi-weekly salary rate will be determined by dividing the annual salary by 26.2.

CONTRACTS FOR 9-MONTH FACULTY teaching under the semester system will extend from August 18, 2003 through May 7, 2004, with 20 paychecks (18 equal bi-weekly and 2 half bi-weekly pays) starting August 22, 2003, and ending May 14, 2004.

Faculty members on 9-month contracts who wish to be paid on a 12-month basis will have approximately 18% of their gross salary withheld each bi-weekly payday.  This amount will be shown as "Reserve".  The accumulated "Reserve" will then be distributed to the faculty member over the summer in up to 7 bi-weekly checks.  All taxes and retirement deductions are made on the "Reserve" deduction each pay period so that the amount received in the Summer is net of these deductions.  If this option is desired, a formal request is required in the Payroll Department by August 29, 2003.

PART-TIME FACULTY AND SUPERANNUATES teaching under the semester system are scheduled to receive 8 paychecks in the Fall semester starting September 5, 2003, and ending December 12, 2003, and 8 paychecks in the Spring semester starting January 23, 2004 and ending April 30, 2004. 

SUMMER TERMS:

The schedule for the issuance of salary checks for the 2003 Summer terms is as follows:  

Law Term

May 30, June 13, June 27, July 11, and July 25

(5 checks)  

Term I

May 30, June 13, and June 27

(3 checks)

Term II

July 11, July 25, and August 8

(3 checks)

Term III 

June 27, July 11, July 25, and August 8

(4 checks)

Term IV

May 30, June 13, June 27, July 11, July 25, and August 8 

(6 checks)

GRADUATE ASSISTANTS Beginning this Fall there will not be a set schedule for graduate assistants.  For Fall semester, graduate students whose Personnel Action form, W-4, ECI, and I-9 forms are received in the Graduate School prior to August 1, 2003 will receive their first paycheck on September 5, 2003.  Once set up they will continue to be paid bi-weekly until the end of their assignment.

The change to the schedule will now allow for GA’s to be paid continuously throughout the year.

For example, assignments may run:
Fall only:  August 25, 2003 through January 9, 2004
Spring only:  January 12, 2004 through May 14, 2004
Both Fall and Spring:  August 25, 2004 through May 14, 2004
Summer:  May 17, 2004 through August 20, 2004  (Use Summer object codes)

Please note that it will still be necessary to use the Summer object code for GA assignments that are paid between May 17, 2004 and August 20, 2004.     

The above dates are the maximum length of the assignments.  It may, however, be desirable to end an assignment earlier if the student is graduating or will be away for break and wants his/her salary to be paid in full at the end of the term.   

NOTE:  This payroll schedule applies only to employees for whom a valid social security number has been provided to the Payroll Department.   

You may obtain an electronic version of this schedule on the payroll website.  If you have any questions please contact the Payroll Department at 530-8780.  

Payroll FAQ’s:

What should an employee do if they will not be here on payday?

Employees who will be out of town on the day paychecks are distributed should make arrangements with their department if they want their check to be mailed to them.    Remember direct deposit will alleviate this problem.  

Who is eligible for direct deposit?

Direct deposit is now available to everyone.   If you wish to sign up for direct deposit, an authorization form may be obtained from our website.   Please allow 2 to 3 pay periods from the time the form is turned into Payroll for the direct deposit to begin. 

When are changes due to Payroll?

The cutoff for submitting additions or changes to payroll is 5:00 PM on the Wednesday preceding the week of payday.    This includes all changes for federal and state tax withholding submitted with a valid social security number.  Tax forms may be printed from the website listed above.

What can I do to be sure that my area does not have rejected timecards?

Timecards should be completed with in and out times, totaled and signed in ink.    Before approving the card, the authorized signer should verify the hours and provide the 10-digit account number to which the hours are to be charged.   The employee must have an active assignment on the account for hours to be assigned to it.    Remember that Payroll always makes an effort to call on rejected timecards when a phone extension has been provided.   If you wish to be called about rejected timecards, remember to include your 4-digit extension in the blank area above the account number.

What are the paid holidays this fiscal year?  

Holidays

July 4, 2003  

4th of July  

September 1, 2003  

Labor Day  

November 11, 2003  

Veterans Day  

November 27, 2003  

Thanksgiving      

November 28, 2003  

Day after Thanksgiving  

December 25, 2003  

Christmas         

December 26, 2003  

Day after Christmas  

January 1, 2004  

New Years Day  

January 19, 2004  

Martin Luther King Day  

May 31, 2004  

Memorial Day  

When are Personnel Action forms and timecards due?

The normal schedule is PA’s are due completed with all the required approvals and signatures by 5:00 pm on the Wednesday of the week preceding payday.  Timecards are then due by 5:00 pm on non-payroll Friday with rejects being available for review and correction Tuesday of pay week. Holidays that may cause a change to the normal schedule for PA and timecard due dates are listed below. 

Pay Date

PA's Due

Timecards due

Rejects available

 for review

7/11/2003

7/1/2003

7/3/2003

7/8/2003

7/25/2003

7/16/2003

7/18/2003

7/22/2003

8/8/2003

7/30/2003

8/1/2003

8/5/2003

8/22/2003

8/13/2003

8/15/2003

8/19/2003

9/5/2003

8/26/2003

8/28/2003

9/2/2003

9/19/2003

9/10/2003

9/12/2003

9/16/2003

10/3/2003

9/24/2003

9/26/2003

9/30/2003

10/17/2003

10/8/2003

10/10/2003

10/14/2003

10/31/2003

10/22/2003

10/24/2003

10/28/2003

11/14/2003

11/4/2003

11/6/2003

11/10/2003

11/26/2003

11/17/2003

11/19/2003

11/21/2003

12/12/2003

12/3/2003

12/5/2003

12/9/2003

12/24/2003

12/15/2003

12/17/2003

12/19/2003

1/9/2004

12/30/2003

1/2/2004

1/6/2004

1/23/2004

1/13/2004

1/15/2004

1/20/2004

2/6/2004

1/28/2004

1/30/2004

2/3/2004

2/20/2004

2/11/2004

2/13/2004

2/17/2004

3/5/2004

2/25/2004

2/27/2004

3/2/2004

3/19/2004

3/10/2004

3/12/2004

3/16/2004

4/2/2004

3/24/2004

3/26/2004

3/30/2004

4/16/2004

4/7/2004

4/9/2004

4/13/2004

4/30/2004

4/21/2004

4/23/2004

4/27/2004

5/14/2004

5/5/2004

5/7/2004

5/11/2004

5/28/2004

5/19/2004

5/21/2004

5/25/2004

6/11/2004

6/2/2004

6/4/2004

6/8/2004

6/25/2004

6/16/2004

6/18/2004

6/22/2004

7/9/2004

6/29/2004

7/1/2004

7/6/2004

Last Updated: 6/26/15