The Payroll Office is responsible for preparation, reconciliation and auditing of payrolls for all tax-levy personnel employed at Hostos Community College. This includes review, analysis, formal examination and verification of input and the final processed payroll. This web site covers a variety of payroll issues and hopefully answers some questions you may have. Below is a brief outline. EARNINGS VERIFICATION AND INQUIRIES for; Savings and Loans/Mortgage Associations, Credit Bureaus, New York City Housing Authority, New York State Department of Unemployment, New York State Department of Worker’s Compensation, Public and Private Retirement Systems have an average turnaround time for forms received in the Payroll Office of ten (10) business days. ORDERED WAGE DEDUCTION ORDERS (Family Court, Tax Levies, Garnishments, etc.) are reviewed and forwarded to the Comptroller’s Office, City of New York. UNCLAIMED PAYCHECKS not distributed by the Bursar’s Office within two (2) pay periods are forwarded to the Payroll Office. Telephone calls are made and post cards are sent to employees requesting pick-up within ten days to avoid cancellation. The U.S. Department of the Treasury has eliminated the purchase of paper saving bonds through payroll sales and is encouraging participants to purchase electronic savings bonds online through TreasuryDirect.gov. With Treasury Direct, the Treasury department can continue to offer employees the convenience of payroll savings while reducing the cost of the saving bond program. If participants wish to have the deduction via their payroll you must speak to the Saving Bonds coordinated in the Payroll Office. CHECK REPLACEMENT for lost or stolen paychecks: A Stop Payment on a paycheck must be initiated by an official Stop Payment Request obtained in the Payroll Office. A Stop Payment Notice is forwarded to the Comptroller’s Office, City of New York and an affidavit is sent to the employee. A replacement check is mailed directly to the employee usually within 2-4 weeks. SALARY ADVANCES are only requested when there is a processing mistake made by the Personnel or Payroll Offices. There are no exceptions. ADDITIONAL TAXES from federal, state and city wages can be withheld from paychecks biweekly. A W-4 form for federal taxes and form IT-2104 for state and city taxes must be completed and submitted to the Payroll Office. Forms are available in Personnel and or Payroll. W-2 WAGE AND TAX STATEMENT inquiries are investigated and researched if you believe there is a discrepancy. Corrected and duplicate W-2 form requests are sent to the Office of Payroll Administration, City of New York. SUPPER MONEY is paid to eligible employees who work authorized overtime not compensated for in cash. Completed Personal Expense Forms approved by the department head, Dean and Accounts Payable Department should be sent to the Payroll Department. Current meal allowances apply: 1. For two continuous hours of overtime $ 8.25 2. For five continuous hours of overtime $ 8.75 3. For seven continuous hours of overtime $ 10.75 4. For ten continuous hours of overtime $ 11.75 5. For fifteen continuous hours of overtime $ 12.75 OVERTIME AND SHIFT DIFFERENTIAL is based on individual titles and the unions representing those titles (please consult appropriate contract). An overtime request form must accompany timesheets indicating overtime. 2013 SOCIAL SECURITY/MEDICARE DEDUCTIONS – The 2013 social security wage base will be $113,700, an increase of $3,600 from the 2012 wage base of $110,100. As in prior years, there is no limit to the wages subject to the Medicare tax; therefore all covered wages are still subject to the 1.45% tax. Wages paid in excess of $200,000 in 2013 will be subject to an extra 0.9% of Medicare tax that will only be withheld from employees’ wages. The FICA tax rate, which is the combined social security tax rate of 6.2% and the Medicare tax rate of 1.45%, will be 7.65% for 2013 up to the social security wage base. The maximum social security tax employees will pay in 2013 is $7,049.40. This will be an increase of $2,425.20 for employees. Note that the 2012 FICA tax rate is 4.2% for employees under the Middle Class Tax Relief and Job Creation Act of 2012, and that the rate is scheduled to be 6.2% for employees in 2013. BI-ANNUAL UNIFORM ALLOWANCE – Campus Safety. For new hires, the first payment is paid after two (2) months of service. The second payment is paid after six (6) months of service. The third is six (6) months after the second payment. Thereafter, payment is made on regularly scheduled second pay date of every June and December. TEACHING/NON-TEACHING ADJUNCTS should not begin working until all necessary paperwork has been submitted and approvals obtained in the Personnel Office. All teaching and non-teaching adjuncts are paid based on the Personnel Action Requests submitted to the Personnel Office by their Department Chairperson and the correlating hours worked as recorded on timesheets. It is essential that timesheets be submitted according to the Pay Schedule included in the Adjunct Teaching/Non-Teaching package that is hand delivered to each department, each semester, by the Payroll Office. The package includes; Pay Schedules, Timesheets and a Signatory Sheet for persons authorized to sign timesheets. DIRECT DEPOSIT forms are available in the Payroll Department. Eligible employees may elect to have their net salary deposited via Electronic Funds Transfer (EFT) into an account at any bank, savings and loan association, Federal or State chartered credit union, or similar institution that has Automated Clearing House (ACH) capabilities. A “voided” personal check or a copy of a savings account statement is required for enrollment. Enrollment and changes can take up to two (2) payroll periods. Participation in the program can be withdrawn for cause, and cancelled for insufficient or negative leave balances. The Office of Payroll Administration, City of New York has developed their web site at www.nyc.gov/payroll on the Internet and on NYCWEB. The web site is very extensive and covers Payroll, Human Resources and Benefits related issues. Their inquiry hotline is (212) 669-8555. Please visit them on the Internet or give them a call.