PAYROLL INFORMATION

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 accompanied by an official request obtained in the Payroll Office. The Stop Payment Notice is then sent to the Comptroller’s Office, City of New York where 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 where 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 may allow certain eligible employees to receive basic tax credit in advance, with their regular paychecks on Federal tax withholding. W-5 forms must be submitted annually, due to eligibility requirements that may change from year to year. W-5 forms are effective for the current calendar year only. W-5 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.
  

• 2001 SOCIAL SECURITY/MEDICARE DEDUCTIONS The 2001 Social Security tax will be calculated at 6.2% on the first $80,400 of wages resulting in a maximum Social Security tax deduction of $4,984.80. There is no wage cap on the Medicare tax. At l.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. 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 the timesheets. It is essential that timesheets are 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. (See Spring 2001 and Fall 2001 Adjunct Pay Schedules)
  

• DIRECT DEPOSIT forms are available in the Payroll Department. A "Voided" personal check or a copy of a savings account statement is required for enrollment. Hostos Community College is a participant in the New York City Direct Deposit Program. 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. The Direct Deposit of salary Enrollment/Change Forms and instructions are available in the Payroll Department. Enrollment and changes can take up to two (2) payroll periods.

Participation in the program is a privilege that can be withdrawn for cause and can be cancelled for insufficient or negative leave balances.

The Office of Payroll Administration, City of New York has developed their own web site at  www.nyc.gov/payroll on the Internet and on NYCWEB. This web site covers Payroll, Human Resources and Benefits related issues. Their inquiry hotline is (212) 669-8555. Visit them on the Internet or give them a call to hear how they might be of assistance.