The University of Toledo

Payroll Schedule for Fiscal Year 2011

Payroll Schedule for Fiscal Year 2011

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 issuance).  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, 2010 through June 30, 2011.  Paychecks are scheduled to be paid bi-weekly beginning July 2, 2010.  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 16, 2010 through May 6, 2011, with 19 equal paychecks starting August 27, 2010, and ending May 6, 2011.   

Dates to be used on Personnel Action Forms to have the pay calculated over 19 pays are 8/16/2010 through 5/6/2011. 

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 12, 2010.  This form can be found on the Payroll web site at http://payroll.utoledo.edu/Forms.asp.   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 10, 2010 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 members who signed up for this option previously 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, therefore if you have done this in the past there is not need to submit a new request. 

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 10, 2010, and ending December 17, 2010, and 8 paychecks in the Spring semester starting January 28, 2011 and ending May 6, 2011.   

Please use the dates below for the Personnel Action form:
Fall: 8/28/2010 to 12/17/2010
Spring: 1/15/2011 to 5/6/2011

SUMMER TERMS:
The schedule for the issuance of salary checks for the 2010 Summer terms is as follows:

Law Term -      May 21, June 4, June 18, July 2, and July 16                               (5 checks)
Term I -          May 21, June 4, and June 18                                                    (3 checks)
Term II -         July 2, July 16, and July 30                                                      (3 checks)
Term III -        June 18, July 2, July 16, and July 30                                          (4 checks)
Term IV -        May 21, June 4, June 18, July 2, July 16, and July 30                    (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 6, 2010 will receive their first paycheck on August 27, 2010.  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 8, 2010 and August 20, 2010.  Summer GAPA’s need to be turned into Payroll by May 5, 2010. 

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 21, 2010 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: 5/15/2010 – 8/20/2010
Academic Year dates: 8/21/2010-5/13/2011 

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://payroll.utoledo.edu/NonResidentAliens.asp.   

You may obtain an electronic version of this schedule on the payroll website at http://payroll.utoledo.edu/PayrollNoticesSchedules.asp.   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?
Because after May 21^st 2010 we will no longer be distributing checks directly, employees do not need to be present on pay day to receive payment.      

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://payroll.utoledo.edu/Forms.asp.    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 usual cutoff for submitting additions or changes to payroll is 5:00 PM on non-payroll Tuesday.    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://payroll.utoledo.edu/RejectedTimecards.asp 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.   
 

Paid Holidays
July 5, 2010	4th of July
September 6, 2010	Labor Day
November 11, 2010	Veterans Day
November 25, 2010	Thanksgiving
November 26, 2010	Day after Thanksgiving (President’s Day – FLEX)
December 24, 2010	Christmas Eve(Columbus Day – FLEX)
December 27, 2010	Christmas Day Observance
December 31, 2010	New Years Day Observance
January 17, 2011	Martin Luther King Day
May 30, 2011	Memorial Day

When are Personnel Action forms and timecards/API due?
The normal schedule is PA’s are due completed with all the required approvals and signatures by 5:00 pm on non-payroll Tuesday.  Timecards are due by 5:00 pm on non-payroll Friday with rejects being available for review and correction Tuesday of pay week.     The API close time is normally 11:00 am on non-payroll Thursday.  Holidays that may cause a change to the normal schedule for PA’s and timecards/API are noted below.     

Pay No.	Pay Day	PA's Due	Main Campus Timecards Due	Main Campus Rejected Timecard Review & Correction	API Close	Special Notes
13	07/02/10	06/22/10	06/25/10	06/29/10	06/24/10
14	07/16/10	07/06/10	07/09/10	07/13/10	07/08/10
15	07/30/10	07/20/10	07/23/10	07/27/10	07/22/10
16	08/13/10	08/03/10	08/06/10	08/10/10	08/05/10
17	08/27/10	08/17/10	08/20/10	08/24/10	08/19/10
18	09/10/10	08/31/10	09/02/10	09/07/10	09/01/10	Holiday Change
19	09/24/10	09/14/10	09/17/10	09/21/10	09/16/10
20	10/08/10	09/28/10	10/01/10	10/05/10	09/30/10
21	10/22/10	10/12/10	10/15/10	10/19/10	10/14/10
22	11/05/10	10/26/10	10/29/10	11/02/10	10/28/10
23	11/19/10	11/08/10	11/12/10	11/16/10	11/10/10	Holiday Change/API close 9:00 am
24	12/03/10	11/19/10	11/24/10	11/30/10	11/23/10	Holiday Change/API close 9:00 am
25	12/17/10	12/07/10	12/10/10	12/14/10	12/09/10
26	12/30/10	12/17/10	12/21/10	12/23/10	12/21/10	Holiday Change/API close 9:00 am
1	01/14/11	01/04/11	01/07/11	01/11/11	01/06/11
2	01/28/11	01/14/11	01/21/11	01/25/11	01/20/11	Holiday Change
3	02/11/11	02/01/11	02/04/11	02/08/11	02/03/11
4	02/25/11	02/15/11	02/18/11	02/22/11	02/17/11
5	03/11/11	03/01/11	03/04/11	03/08/11	03/03/11
6	03/25/11	03/15/11	03/18/11	03/22/11	03/17/11
7	04/08/11	03/29/11	04/01/11	04/05/11	03/31/11
8	04/22/11	04/12/11	04/15/11	04/19/11	04/14/11
9	05/06/11	04/26/11	04/29/11	05/03/11	04/28/11
10	05/20/11	05/10/11	05/13/11	05/17/11	05/12/11
11	06/03/11	05/24/11	05/26/11	05/31/11	05/25/11	Holiday Change
12	06/17/11	06/07/11	06/10/11	06/14/11	06/09/11
13	07/01/11	06/21/11	06/24/11	06/28/11	06/23/11
14	07/15/11	07/01/11	07/08/11	07/12/11	07/07/11	Holiday Change
15	07/29/11	07/19/11	07/22/11	07/26/11	07/21/11