The University of Toledo

Payroll Schedule for Fiscal Year 2008

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, 2007 through June 30, 2008.  Paychecks are scheduled to be paid bi-weekly beginning July 6, 2007.  The bi-weekly salary rate will be determined by dividing the annual salary by 26.

CONTRACTS FOR 9-MONTH FACULTY teaching under the semester system will extend from August 13, 2007 through May 2, 2008, with 20 equal paychecks starting August 17, 2007, and ending May 9, 2008.   Dates to be used on the Personnel action form to have the pay calculated over the 20 payrolls are 8/4/2007 through 5/9/2008.

Main Campus 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 beginning August 31, 2007.  This amount will be shown as "Deferred Withholding".  The accumulated "Deferred Withholding" will then be distributed to the faculty member over the summer in up to 6 bi-weekly checks.  All taxes and retirement deductions are made on the "Deferred Withholding” 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 July 18, 2007.  Once this FY2008 request has been processed it will be an ongoing deduction year after year without having to process any future paperwork. This will remain in effect including the percentage withheld until employment terminates or a written request is submitted to Payroll.  

Another option available would be for the 9-month faculty member to determine the amount that   he/she would like to save and have it directly deposited to a savings account of his/her choice on a per pay period basis. 

MAIN CAMPUS PART-TIME FACULTY AND SUPERANNUATES teaching under the semester system are scheduled to receive 8 paychecks in the Fall semester starting August 31, 2007, and ending December 7, 2007, and 8 paychecks in the Spring semester starting January 18, 2008 and ending April 25, 2008.

Please use the dates below for the Personnel Action form:
Fall: 8/18/2007 to 12/7/2007
Spring: 1/5/2007 to 4/25/2008

MAIN CAMPUS SUMMER TERMS:
The schedule for the issuance of salary checks for the 2007 Summer terms is as follows:

Law Term - May 25, June 8, June 22, July 6, and July 20 (5 checks)
Term I - May 25, June 8, and June 22 (3 checks)
Term II - July 6, July 20, and August 3 (3 checks)
Term III - June 22, July 6, July 20, and August 3 (4 checks)
Term IV - May 25, June 8, June 22, July 6, July 20, and August 3 (6 checks)

MAIN CAMPUS GRADUATE ASSISTANTS: For Fall semester, graduate students whose Personnel Action form, W-4, PIF, and I-9 forms are received in the Graduate School prior to August 15, 2007 will receive their first paycheck on August 31, 2007. Once set up they will continue to be paid bi-weekly until the end of their assignment.

Please note that it will still be necessary to use the Summer account code for GA assignments that are paid between May 12, 2007 and August 17, 2007.

MAIN CAMPUS STUDENT EMPLOYEES: SEPA’s submitted to change students who were a 61311 over the summer back to their exempt (61308) status for the Fall semester should have a begin date of August 25, 2007 for their 61308 assignment. Please be sure that a new OPERS exemption form is sent with the SEPA changing the student back to a 61308.

Summer PA Dates: 5/19/2007 – 8/24/2007
Academic Year dates: 8/25/2007-5/16/2008

NOTE: This payroll schedule applies only to employees for whom a valid social security number has been provided to the Payroll Department. If you have an employee who is waiting on his/her Social Security card please refer to the procedure for paying NRA students on the payroll web site, http://www.utoledo.edu/offices/controller/payroll/non_resident_aliens.xml.

You may obtain an electronic version of this schedule on the Payroll website at Payroll Notices/Schedules. 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. Under no circumstances are checks to be distributed before the actual payday. 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, Payroll/Forms.  Please allow 2 to 3 pay periods from the time the form is turned into Payroll for the direct deposit to begin.

When are Main Campus changes due to Payroll?
The usual cutoff for submitting additions or changes to Payroll is 5:00 PM on the Tuesday 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 legibly in ink with the employee’s name, Rocket number, department, in and out times, totaled and signed. Before approving the card, the authorized signer should verify the hours and provide a rate of pay, position number, index number, and account code to which the hours are to be charged. Failure to complete the lower portion of the timecard in its entirety will result in the time card being rejected. Please remember that an employee must have an active assignment on the account for hours to be assigned to it.

Please assign someone in your area (and a back up for them) to review the rejected timecard list on the payroll website in accordance with the deadlines listed on the following page. The normal day to review the list is on the Tuesday before payday, howeverthere are times when this day is moved due to holidays. If you find that there is a rejected timecard for your area please see that it is corrected by 2:00 pm that day. It is the department’s responsibility to check for rejects and make any necessary corrections to ensure the proper payment of their employees. Manual checks will not be cut if the department fails to review and correct the rejected timecards, so please be sure that your area checks the list every pay.

What are the paid holidays this fiscal year?

Holidays
July 4, 2007	4th of July
September 3, 2007	Labor Day
November 12, 2007	Veterans Day
November 22, 2007	Thanksgiving
November 23, 2007	Day after Thanksgiving
December 24, 2007	Christmas Holiday
December 25, 2007	Christmas Holiday
January 1, 2008	New Years Holiday
January 21, 2008	Martin Luther King Day
May 26, 2008	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 Tuesday 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 No.	Payday	Main campus PA's Due	Main Campus Timecards Due	Main Campus Rejected Timecards available for review & correction	Special notes
14	7/6/2007	6/25/2007	6/28/2007	7/2/2007	Split pay FY 07/08
15	7/20/2007	7/10/2007	7/13/2007	7/17/2007
16	8/3/2007	7/24/2007	7/27/2007	7/31/2007
17	8/17/2007	8/7/2007	8/10/2007	8/14/2007
18	8/31/2007	8/21/2007	8/24/2007	8/28/2007	3rd pay of month
19	9/14/2007	9/4/2007	9/7/2007	9/11/2007
20	9/28/2007	9/18/2007	9/21/2007	9/25/2007
21	10/12/2007	10/2/2007	10/5/2007	10/9/2007
22	10/26/2007	10/16/2007	10/19/2007	10/23/2007
23	11/9/2007	10/30/2007	11/2/2007	11/6/2007
24	11/21/2007	11/8/2007	11/14/2007	11/16/2007	Early deadlines due to holidays
25	12/7/2007	11/27/2007	11/30/2007	12/4/2007
26	12/21/2007	12/11/2007	12/14/2007	12/18/2007
1	1/4/2008	12/19/2007	12/27/2007	12/31/2007	Early deadlines due to holidays
2	1/18/2008	1/8/2008	1/11/2008	1/15/2008
3	2/1/2008	1/22/2008	1/25/2008	1/29/2008
4	2/15/2008	2/5/2008	2/8/2008	2/12/2008
5	2/29/2008	2/19/2008	2/22/2008	2/26/2008	3rd pay of month
6	3/14/2008	3/4/2008	3/7/2008	3/11/2008
7	3/28/2008	3/18/2008	3/21/2008	3/25/2008
8	4/11/2008	4/1/2008	4/4/2008	4/8/2008
9	4/25/2008	4/15/2008	4/18/2008	4/22/2008
10	5/9/2008	4/29/2008	5/2/2008	5/6/2008
11	5/23/2008	5/13/2008	5/16/2008	5/20/2008
12	6/6/2008	5/27/2008	5/30/2008	6/3/2008
13	6/20/2008	6/10/2008	6/13/2008	6/17/2008
14	7/3/2008	6/23/2008	6/26/2008	6/30/2008	Early deadlines due to holidays Split pay FY 08/09