To provide excellent administrative and
support service to the College and its infrastructure by means of:
Ensuring a timely and accurate employee
payroll
Providing excellent and responsive customer
service to the entire college community
Ensure that Payroll operates within the
statutes and regulations established by the state, city, and
local governments
OVERVIEW:
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 five (5)
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.
NEW SERIES ‘I’ AND TRADITIONAL SERIES ‘EE’
SAVINGS BOND applications for enrollment, changes and cancellation are available 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-2 Form must be completed and submitted to the
Payroll Office. Forms are available in Personnel or Payroll.
EARNED INCOME CREDIT (W-5 form): Under current Internal Revenue
Service Regulations certain eligible employees may be allowed to receive basic tax credit
in advance, with their regular paychecks, on Federal tax withholding. Due to eligibility
requirements that may change from year to year, W-5 forms must be submitted annually. W-5
forms are effective for the current calendar year only. Forms and eligibility requirement
information are available in the Payroll Office.
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
$ 7.50
2. For five continuous hours of overtime
$ 8.00
3. For seven continuous hours of overtime
$ 10.00
4. For ten continuous hours of overtime
$ 11.00
5. For fifteen continuous hours of overtime
$ 12.00
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.
2003 SOCIAL SECURITY/MEDICARE DEDUCTIONS - The 2003 Social
Security tax will be calculated at 6.2% on the first $87,000 of wages resulting in a
maximum Social Security tax deduction of $5,394.00. There is no wage cap on the
Medicare tax. 1.45% Medicare tax applies to all taxable wages.
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.
