Payroll : Payroll Schedule for Fiscal Year 2010

Payroll Schedule for Fiscal Year 2010

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, 2009 through June 30, 2010. Paychecks are scheduled to be paid bi-weekly beginning July 2, 2009. 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 17, 2009 through May 7, 2009, with 19 equal paychecks starting August 28, 2009, and ending May 7, 2010.

Dates to be used on Personnel Action Form to have the pay calculated over 19 pays are 8/17/2009 through 5/7/2010.

Faculty members on 9-month contracts who wish to be paid on a 12-month basis should submit a Summer Reserve Deferral Withholding Authorization form to Payroll Department by July 13, 2009. This form can be found on the Payroll web site at http://www.utoledo.edu/offices/controller/payroll/forms.xml. The election form will allow the faculty member to elect for a set percentage of his/her gross salary to be withheld from his/her bi-weekly payroll beginning with the September 11, 2009 payroll. The deferred amount will be shown as "Deferred Withholding" on each of their paychecks during the academic year. The accumulated "Deferred Withholding" 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 "Deferred Withholding” deduction each pay period so that the amount received in the Summer is net of these deductions.  Faculty who signed up for this option in FY09 are already set up and do not need to make a new request.

Once this 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.  

PART-TIME FACULTY AND SUPERANNUATES teaching under the semester system are scheduled to receive 8 paychecks in the Fall semester starting September 11, 2009, and ending December 18, 2009, and 8 paychecks in the Spring semester starting January 29, 2010 and ending May 7, 2010.

Please use the dates below for the Personnel Action form:
Fall: 8/29/2009 to 12/18/2009
Spring: 1/16/2010 to 5/7/2010

SUMMER TERMS:
The schedule for the issuance of salary checks for the 2009 Summer terms is as follows:

Law Term - May 22, June 5, June 19, July 2, and July 17                          (5 checks)
Term I - May 22, June 5, and June 19                                                   (3 checks)
Term II - July 2, July 17, and July 31                                                    (3 checks)
Term III - June 19, July 2, July 17, and July 31                                       (4 checks)
Term IV - May 22, June 5, June 19, July 2, July 17, and July 31                 (6 checks)

GRADUATE ASSISTANTS: For Fall semester, graduate students whose Personnel Action form, W-4, State Withholding form, OPERS Exemption or Enrollment and SSA-1945, PIF, and I-9 forms are received in the Graduate School by August 7, 2009 will receive their first paycheck on August 28, 2009.  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 9, 2009 and August 14, 2009.  Summer GAPA’s need to be turned into Payroll by May 6, 2009.

STUDENT EMPLOYEES: SEPA’s submitted to change students who were a non-exempt student(61311) over the summer back to an exempt student(61308) for the Fall semester should have a begin date of August 22, 2009 for their exempt student(61308) assignment.   Please be sure that a new OPERS exemption form is sent with the SEPA changing the student back to an exempt student(61308).

Summer PA Dates: 5/16/2009 – 8/21/2009
Academic Year dates: 8/22/2009-5/14/2010

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 their 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 http://www.utoledo.edu/offices/controller/payroll/payroll_notices_schedules.xml. If you have any questions, please contact the Payroll Department at 530-8780.  

Payroll FAQ’s:
What should employees do if they will not be here on payday?
Employees who have direct deposit will notice no change of service.  Employees who are paid with a live check can only pick up their check on payday Friday with a valid ID in the Cashier’s Office for Main Campus employees between the hours of 8:30 – 4:30.  Health Science Campus employees can pick up their checks on payday Friday in Dowling Hall between the hours of 8:00 – 4:30.  If the check is not picked up on payday Friday, the check will be put in the mail the following Monday.  Under no circumstances will checks be distributed before payday.   Remember, direct deposit will alleviate this problem.

Who is eligible for direct deposit?
Everyone is eligible for direct deposit. If you wish to sign up for direct deposit, an authorization form may be obtained from our website, 
http://www.utoledo.edu/offices/controller/payroll/forms.xml.  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, http://www.utoledo.edu/offices/controller/payrol/rejected_timecards.xml in accordance with the deadlines listed below.  The normal day to review the list is on the Tuesday before payday, however, there are times when this day is moved due to holidays.  If you find that there is a rejected timecard for your area please make sure that it is corrected by 2:00 pm that day.  It is the departments' responsibility to check for rejects and make any necessary corrections to ensure the proper payment of their employees.  Payroll has created this list in an effort to ensure the accurate and timely payment of all employees and we ask for your help.  Please be sure to check it every pay cycle.  Manual checks will not be cut if the department fails to review and correct the rejected timecards.

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 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 /or timecard.   Please refer to the due dates listed below.