All students employed for the summer must complete and submit to Payroll Services a new Profile/Job Assignment Sheet. The Profile/Job Assignment Sheets are available at Payroll Services. Please do not submit prior versions of the Profile/Job Assignment Sheet as these cannot be processed. All profile sheets must be typed and hand delivered by the student to payroll services no later than the first day of employment.

In order to be employed during the summer, student employees must be enrolled for Summer 2013 or Fall 2013. Incoming freshmen enrolled for the Fall semester 2013 must complete the intent to enroll statement.

Student employees completing a Federal Student Employment/ Profile Job Assignment Sheet must have a Federal Work Study award, and verify with the Financial Aid Office the award has been posted to their student account, prior to submitting their Profile Job Assignment Sheet to Payroll Services. Profile sheets will not be accepted unless the award is posted to their student account.

Student employees being placed on payroll for the first time must present their social security card and a photo ID to the Payroll Services Office. They must also submit the following documents to Payroll Services no later than the first day of employment.

• Profile Sheet
• Form I-9
• Form W-4
• Residence Certification Form
• Intent to Enroll Form
• Local Service Tax Exemption Form
• State Work Study Application (for those students completing UE/Grant Student Profile Assignment Sheets)
• Direct Deposit form

International Student Employees

In addition to the documents listed above, international student employees are required by federal guidelines to provide the following documentation.

• Passport
• Visa
• I-94 Departure Record
• Ds-2019/IAP-66 Certificate of Eligibility For Exchange Visitor(J-1) Status or I-20
• State of Citizenship Status and Taxation Form

Final Exams end May 16, 2013. Undergraduate students are limited to 25 hours for the week ending May 17, 2013 (20 hours if international students). Graduating students are not permitted to work beyond May 17, 2013.

All forms are available at  Payroll Services.

May 17, 2013

• Last day graduating students may work

May 17, 2013

• Spring Payroll Ends and Last Pay date for Graduate Assistants

May 18, 2013

• Summer Payroll Begins
  • Undergraduate students may begin working 40 hours/week.
  • Undergraduate students enrolled in classes are limited to 25 hours/week. Graduate students may work 40 hours/week regardless of class enrollment.

June 14, 2013

• Last Pay date for Teaching Associates

August 23, 2013

• Summer Payroll Ends

Summer School 2013:

Early Session: May 20–June 7

• Pay date: May 31

Summer 1: June 10–July 12

• Pay date: June 28

Summer 2: July 15–August 15

• Pay date: August 9

Article 27 and 42 payments are scheduled to be paid on:

• Early Session: June 14
• Summer 1: July 12
• Summer 2: August 9

Contingencies and additions that are not paid on the above schedule will be paid approximately two to three weeks after notification that the course has materialized.

Federal Withholding Tax

A flat deduction of 25 percent of gross salary less retirement, if applicable, must be made from summer school payments and summer sabbatical payments.

All Other Taxes

Deductions will be made at the appropriate percentage rate.

Tax Sheltered Annuity: 403(b) Deduction

No deduction from summer school will be taken for those employees on the 20-pay option (including those who are using the percentage method for their deduction).

Deferred Compensation: 457 Deduction

No deduction from summer school payments will be taken for those employees on the 20-pay option.

Wage Attachments

IRS levies, court orders, etc. must be deducted accordingly from summer school payments.

Medical Hospital

Faculty employees will not have health plan employee contributions withheld from Summer payments.

Academic Year 2012–2013:

Final pay date for Academic Year 2012–2013

• 20-pay option faculty: June 14
• 26-pay option faculty: September 6

Academic Year 2013–2014:

The first pay date for Academic Year 2013–2014 will be September 20, 2013

Final pay date for Academic Year 2013–2014

• 20-pay option faculty: June 13, 2014
• 26-pay option faculty: September 5, 2014

Office of Payroll Services

All students employed for the summer must complete and submit to Payroll Services a new Profile/Job Assignment Sheet. The Profile/Job Assignment Sheets are available on the Payroll Services website. Please do not submit prior versions of the Profile/Job Assignment Sheet as these cannot be processed. All profile sheets must be typed and hand-delivered by the student to payroll services.

In order to be employed during the summer, student employees must be enrolled for Summer 2013 or Fall 2013. Incoming freshmen enrolled for the Fall 2013 semester must complete the Intent to Enroll statement.

Student employees completing a UE/Grant Student Employment Profile/Job Assignment Sheet must also complete a State Work-Study Application.

Student employees completing a Federal Student Employment/ Profile Job Assignment Sheet must have a Federal Work Study award, and verify with the Financial Aid Office the award has been posted to their student account, prior to submitting their Profile Job Assignment Sheet to Payroll Services. Profile sheets will not be accepted unless the award is posted to their student account.

Student employees being placed on payroll for the first time must present their Social Security card and a photo ID to the Payroll Services Office. They must also submit the following documents to Payroll Services no later than the first day of employment.   

• Profile Sheet
• Form I-9
• Form W-4
• Residence Certification Form
• Intent to Enroll Form
• Local Service Tax Exemption Form
• State Work Study Application (for those students completing UE/Grant Student Profile Assignment Sheets)
• Direct Deposit form

International Student Employees

In addition to the documents listed above, international student employees are required by federal guidelines to provide the following documentation:

• Passport
• Visa
• I-94 Departure Record
• Ds-2019/IAP-66 Certificate of Eligibility For Exchange Visitor(J-1) Status or I-20
• State of Citizenship Status and Taxation Form

Final exams end May 16, 2013. Undergraduate students are limited to 25 hours for the week ending May 17, 2013 (20 hours if international students). Graduating students are not permitted to work beyond May 17, 2013.

All forms are available at the Payroll Services website.

• May 17, 2013 — Last day graduating students may work
• May 17, 2013 — Spring payroll ends and last pay date for graduate assistants
• May 18, 2013 — Summer payroll begins. Undergraduate students may begin working 40 hours/week. Undergraduate students enrolled in classes are limited to 25 hours/week. Graduate students may work 40 hours/week regardless of class enrollment.
• June 14, 2013 — Last pay date for teaching associates
• August 23, 2013 — Summer payroll ends

Office of Payroll Services

• Log on to ESS.
• Click on the “Payroll” tab, then “Display W-2 form.”
• Select the tab under “Search Results for Online Forms W-2/W-2-c” next to “SSHE” Tax Company. Click on “Display” (see graphic below)
• Open the “W-2-Output” tab, and your form and links to helpful instructions will be displayed. Further instructions are available under the “Help Documents” tab, “Display W-2 Form.”

Find out more about updates and changes to the 2012 W-2.

If you experience any problems, please contact the Office of Payroll Services at 724-357-2510.

Paper W-2 forms will be mailed out in the next few weeks.

The upgrade is scheduled to be completed by Friday morning, January 18.

Payroll Services

Office of Payroll Services

December 28, Pay Date

The final pay date for calendar year 2012 will be Friday, December 28, 2012.

For those employees receiving checks, they will be mailed to your home address on December 26, 2012, from Harrisburg.

If you are interested in using direct deposit, forms are available at Payroll Services.

Address Information

Please review the address information on your pay statement to ensure your W-2 and other payroll/benefit documents are mailed to your correct address. To change your address, please complete a Residency Certification Form, available at Payroll Services. Once completed, the document should be sent to Payroll Services, G11, Sutton Hall.

Tax-Sheltered Annuity/Deferred Compensation Plans

The maximum annual contributions to tax-sheltered annuity 403(b) plans and deferred compensation 457(b) plans for tax year 2013 is $17,500.

Employees age 50 and older have the opportunity to contribute an additional $5,500 in 2013 under the “50+ catch-up” provision for each plan.

2013 Social Security Wage Base

The maximum wage base for Social Security Tax for year 2013 is $113,700.

The Social Security tax rate returns to 6.2 percent, and the Medicare tax rate remains at 1.45 percent. (This could change.)

Leave Earnings and Usage for Calendar Year 2013

The Commonwealth of Pennsylvania Management Directive M530.7 defines the leave calendar year as “the first full pay period in January through the end of the pay period which includes December 31.” Therefore, leave calendar year 2012 officially ends on January 11, 2013.

To effectively manage your leave earnings and usage, please consider the following:

1. Calculate your personal, sick, and annual leave earnings through January 11, 2013, to determine the amount of leave you have available.
2. All personal, sick, and annual leave used through January 11, 2013, will be applied to available 2012 leave balances.
3. The maximum amount of annual leave allowed to be carried into the new calendar leave year is 45 days or 337.50 hours for 75-hour bi-weekly employees. For 80-hour bi-weekly employees, the maximum amount of annual leave allowed to be carried into the new calendar leave year is 45 days or 360 hours. If your balance is over this amount, you have through April 19, 2013, to use the excess. Annual leave hours in excess of the maximum and not used by April 19, 2013, will automatically be converted to sick leave up to the maximum amount of permitted sick leave accumulation. The carryover hours will be exhausted first, as annual leave is used in the 2013 leave calendar year, beginning January 12, 2013. Excess carryover will be displayed on Employee Self Service (ESS) as “Annual Leave Carryover.” The following university employees are affected by this: AFSCME, Management, OPEIU, PSSU, PDA, and SPFPA.
4. APSCUF (12-month faculty) and SCUPA have not agreed to the automatic carryover of annual leave. Therefore, all annual leave in excess of 45 days must be used by January 11, 2013. For these employees to carry over any excess annual for seven pay periods, approval is required. Any excess annual leave not used by April 19, 2013, will be converted to sick leave, but only to the extent of any sick leave used during the leave calendar year. If carryover has been approved, the excess will be displayed on pay statements and on Employee Self Service (ESS) as “Annual Leave Carryover.” These carryover hours will be exhausted first, as annual leave is used in the 2013 leave calendar year, beginning January 11, 2013.
5. Coaches are not entitled to annual leave.
6. Personal leave available for 2012 may be used through April 19, 2013. This applies to the following employees: AFSCME, Management, OPEIU, PDA, PSSU, SCUPA, and SPFPA. Any excess personal leave will be displayed on pay statements and on Employee Self Service (ESS) as “Personal Leave Carryover.” These carryover hours will be exhausted first, as personal leave is used in the 2013 leave calendar year, beginning January 12, 2013. Any earned personal leave not used by April 19, 2013, will be lost by all employees. Anticipated usage of personal leave for 2013 before January 12, 2013, is not permitted. Faculty must use all personal leave available for the year 2012 by January 11, 2013. After this date, unused personal leave from calendar year 2012 will be lost.
7. If you have no leave available, you must contact the Office of Human Resources regarding your options for using leave without pay. Please remember you do not accrue any leave when using leave without pay, and an adjustment might have to be made to prior leave usage.

Leave Usage Reminder

Please remember that all requests for leave must be submitted in a timely manner. When requests for leave are not submitted at the proper time, leave balances on the pay statement, the Payroll System, and ESS (Employee Self- Service) are incorrect. If questions arise, we cannot accurately answer inquiries regarding an employee’s leave record without complete information. Supervisors must ensure that their employees are submitting leave through ESS and the leave is approved in a timely manner.

In order to assist you in maintaining your leave record of earnings and usage, several spreadsheets have been placed in folders on the X: drive under X:\Public\Faculty Staff Payroll\2013 Leave Maintenance Forms. Please make sure to choose the correct spreadsheet based on your position and earnings rate. Spreadsheets are available for AFSCME, Managers, OPEIU, PDA, PSSU, SCUPA, and SPFPA. If your rate changes within the calendar year due to credited service, if you have any questions regarding your earnings rate, or if an employee begins at IUP during the calendar year, please contact the Payroll Services Office at 7-2510 for assistance. Please note: Only employees who are eligible to earn annual, sick, or personal leave should use these forms. Temporary employees are not eligible to earn annual or sick leave unless they have met the criteria. Please contact the Payroll Office if you have any questions.

Important Reminders

When taking an extended sick leave, a medical statement must be provided stating the period of disability. When returning from an extended sick leave, a medical statement, stating one is permitted to return to full time duties and date of return, must be given to your supervisor the day of returning to work.

When requesting leave for sick family and sick bereavement, please be sure to indicate the family relationship.

It is mandatory that all leave requests be submitted through ESS with the exception of SPFPA and Co-Gen employees, who must submit paper leave requests.

To Contact Us

Payroll Services, G-11 Sutton Hall Phone: (724) 357-2510
Office Hours: Monday–Friday, 8:00 a.m.–4:30 p.m.
Fax: (724) 357-755

Simply log in to ESS, scroll to the “Payroll” tab, and follow the simple instructions to elect to receive your W-2 electronically.

Any questions should be directed to the Payroll Services Office at 724-357-2510.

Starting this year (2012), you have the option to receive your W-2 electronically via Employee Self Service (ESS).

The benefits of signing up for electronic delivery include:

• Faster delivery—have your W-2 up to a week sooner than those that choose paper delivery.
• No possibility that your W-2 might be lost, stolen, delayed, or misplaced by the U.S mail service.
• Access is available at the same easy-to-use, secure website (ESS) at which you already access your leave, pay, benefits, and other general employee information.
• Access can be attained even if you are away from your primary residence.
• The format of the online W-2 allows an employee to quickly and easily print, just like the current pay statement, in case a paper copy is needed.
• Access to view and print copies of your W-2/W-2c as often as needed, at your convenience.

You must provide your consent to receive your W-2 in electronic format in lieu of paper format. For this reason, if you wish to attain your 2012 W-2 statement only in electronic format, please follow the directions on this webpage. At any time through December 15, 2012, you may change your mind and withdraw consent to online delivery using the ESS system. Any withdraw after that time will need to be made in writing to your payroll office. An employee’s withdrawal of consent will be effective on the date received. If consent is withdrawn, it will only be effective for those W-2 statements not yet issued.

Please note that if you consent to receive your W-2 electronically, you will not receive a paper copy of your W-2. If you do not consent to electronic delivery, you will only receive your W-2 in the mail and will not be able to access it electronically.

Office of Payroll Services

Supervisors, please ensure that your employees are submitting leave through ESS and the leave is approved in a timely manner.

AFSCME and PSSU employees, November 23, 2012, is a holiday. No leave is required.

Office of Payroll Services

The Employee Self Service (ESS) leave request will have an additional screen that you must review before submitting your leave request. This change is being put in place to accommodate those of you that have work schedules that change on a daily, weekly, or monthly basis.

The most important part of this change is that you review the new screen and confirm that the leave you have requested in ESS is what you had intended. The screen will show you, based on your work schedule for day of the request, whether you’ve requested a full day, partial day, or more leave than is necessary to cover the full day of that request. If the leave is not what you had intended, you can return to the previous screen to make changes and re-submit.

Follow this link to review the new screens that you will see when submitting a new leave request.

Office of Payroll Services

The benefits of signing up for electronic delivery include:

• Faster delivery—have your W-2 up to a week sooner than those that choose paper delivery.
• No possibility that your W-2 might be lost, stolen, delayed, or misplaced by the U.S mail service, Access is available at the same easy-to-use, secure website (ESS) at which you already access your leave,  pay, benefits, and other general employee information.
• Access can be attained even if you are away from your primary residence.
• The format of the online W-2 allows an employee to quickly and easily print, just like the current pay statement, in case a paper copy is needed.
• Access to view and print copies of your W-2/W-2c as often as needed, at your convenience.

You must provide your consent to receive your W-2 in electronic format in lieu of paper format. For this reason, if you wish to attain your 2012 W-2 statement only in electronic format, please follow the directions below. At any time through December 15, 2012, you may change your mind and withdraw consent to online delivery using the ESS system. Any withdraw after that time will need to be made in writing to your payroll office. An employee’s withdrawal of consent will be effective on the date received. If consent is withdrawn, it will only be effective for those W-2 statements not yet issued.

Please note that if you consent to receive your W-2 electronically, you will not receive a paper copy of your W-2. If you do not consent to electronic delivery, you will only receive your W-2 in the mail and will not be able to access it electronically.

To enroll in electronic delivery, or to change your election through December 15, 2012, follow this link for instructions.

Office of Payroll Services

All students employed for the Fall semester must complete and submit to Payroll Services a new Profile/Job Assignment Sheet, available on the Payroll Services website. Profile sheets must be typed and hand delivered to the Payroll Office by the student being employed. Please do not submit prior versions of the document.

Student employees completing a UE/Grant Student Employment Profile/Job Assignment Sheet will also complete a State Work-Study Application.

Student employees completing a Federal Student Employment/Profile Job Assignment Sheet must have a Federal Work Study award posted to their student account prior to submitting their Profile Job Assignment Sheet to Payroll Services. Please check with the Financial Aid Office to verify the award is posted.

Student employees being placed on payroll for the first time must present their Social Security card and photo ID to the Payroll Services Office, along with the following documents:

• Profile Sheet
• Form I-9
• Form W-4
• Residency Certification Form
• Local Service Tax Exemption Form (optional)
• State Work Study Application (for those students completing UE/Grant Student Profile Assignment Sheets)
• Direct Deposit form — Please encourage your student employees to use Direct Deposit.

International Student Employees

In addition to the documents listed above, international student employees are required by federal guidelines to provide the following documentation:

• Passport
• Visa
• I-94 Departure Record
• Ds-2019/IAP-66 Certificate of Eligibility For Exchange Visitor(J-1) Status or I-20
• Statement of Citizenship Status and Taxation Form

All payroll forms are available at Payroll Services.

Important Dates

• First Workday for Fall 2012: August 25
• First Paydate for Fall 2012: September 21. Students must sign up for payroll no later than noon on Tuesday, September 4, in order to be paid on September 21.
• Last Paydate for Graduate Assistants (Fall only): December 28, 2012
• Last Paydate for Graduate Assistants: (academic year): May 17, 2013

All cost centers must have a secondary timekeeper to approve student hours. Please contact stu-pay@iup.edu.

The first day of summer employment is May 19, 2012.

All students employed for the summer must complete and submit to Payroll Services a new Profile/Job Assignment Sheet. The Profile/Job Assignment Sheets are available on the Payroll Services website. Please do not submit prior versions of the Profile/Job Assignment Sheet, as these cannot be processed.

In order to be employed during the summer, student employees must be enrolled for Summer 2012 or Fall 2012. Incoming freshmen enrolled for the Fall 2012 semester must complete an Intent to Enroll statement.

Student employees completing a UE/Grant Student Employment Profile/Job Assignment Sheet must also complete a State Work Study Application.

Student employees completing a Federal Student Employment/Profile Job Assignment Sheet must have a Federal Work Study award, and verify with the Financial Aid Office the award has been posted to their student account, prior to submitting their Profile Job Assignment Sheet to Payroll Services. The profile sheet will not be accepted unless award is posted to student account.

Student employees being placed on payroll for the first time must present their Social Security card and a photo ID to the Payroll Services Office. They must also submit the following documents to the Payroll Services Office within three days of their first day of employment:

• Profile Sheet
• Form I-9
• Form W-4
• Residence Certification Form
• Intent to Enroll Form
• Local Service Tax Exemption Form
• State Work Study Application (for those students completing UE/Grant Student Profile Assignment Sheets)
• Direct Deposit form

International Student Employees

In addition to the documents listed above, international student employees are required by federal guidelines to provide the following documentation:

• Passport
• Visa
• I-94 Departure Record
• Ds-2019/IAP-66 Certificate of Eligibility For Exchange Visitor(J-1) Status or I-20
• State of Citizenship Status and Taxation Form

Final exams end May 10, 2012. Undergraduate students are limited to 25 hours for the week ending May 11, 2012 (20 hours if international students). Graduating students are not permitted to work beyond May 11, 2012.

All forms are available at the Payroll Services website.

Important Dates

• May 11, 2012 — Last day graduating students may work
• May 18, 2012 — Spring payroll ends, and last pay date for graduate assistants
• May 19, 2012 — Summer payroll begins. Undergraduate students may begin working 40 hours/week. Undergraduate students enrolled in classes are limited to 25 hours/week. Graduate students may work 40 hours/week regardless of class enrollment.
• June 15, 2012 — Last pay date for teaching associates
• August 24, 2012 — Summer payroll ends

• Early Session: May 14, 2012–May 31, 2012; Pay date: June 1, 2012
• Summer 1: June 4, 2012–July 6, 2012; Pay date: June 29, 2012
• Summer 2: July 9, 2012–August 10, 2012; Pay date: July 27, 2012

Article 27 and 42 Payments are scheduled to be paid on:

• Early Session: June 15, 2012
• Summer 1: June 29, 2012
• Summer 2: July 27, 2012

Contingencies and additions that are not paid on the above schedule will be paid approximately two to three weeks after notification that the course has materialized.

Federal Withholding Tax

A flat deduction of 25 percent of gross salary less retirement, if applicable, must be made from summer school payments and summer sabbatical payments.

All Other Taxes

Deductions will be made at the appropriate percentage rate.

Tax Sheltered Annuity – 403(b) Deduction

No deduction from summer school will be taken for those employees on the 20-pay option (including those who are using the percentage method for their deduction).

Deferred Compensation – 457 Deduction

No deduction from summer school payments will be taken for those employees on the 20-pay option.

Wage Attachments

IRS levies, court orders, etc., must be deducted accordingly from summer school payments.

Medical Hospital

Faculty employees will not have health plan employee contributions withheld from summer payments.

Academic Year 2011–2012

Final pay date for Academic Year 2011–2012

• 20-pay option faculty: June 15, 2012
• 26-pay option faculty: September 7, 2012

Academic Year 2012–2013

The first pay date for Academic Year 2012–2013 will be September 21, 2012

Final pay date for Academic Year 2012–2013

• 20-pay option faculty: June 14, 2013
• 26-pay option faculty: September 6, 2013

Office of Payroll Services

Final pay dates for Academic Year 2012–2013:

• 20-pay option faculty: June 14, 2013
• 26-pay option faculty: September 6, 2013

Office of Payroll Services

The Residency Certification Form (PDF) will need completed for all new employees hired after January 1, 2012, and for any employee making a change to their permanent residence after January 1, 2012.

Please feel free to contact Payroll Services at 724-357-2510 if you have any questions or concerns.

December 30, Pay Date

The final pay date for calendar year 2011 will be Friday, December 30, 2011.

Employees receiving a check: Your check will be mailed from Harrisburg to your home address on December 29, 2011. If you are interested in using direct deposit, forms are available on the Payroll Services website.

Address Information

Please review the address information on your pay statement to ensure your W-2 is mailed to the correct address.

To change your address, please complete a Residency Certification Form (PDF), available on the Payroll Services website. Once completed, the document should be sent to Payroll Services, room G11, Sutton Hall.

Local Services Tax

Student employees earning less than $12,000 in a calendar year may apply for exemption from the Local Services Tax for year 2012. To apply for exemption, complete the Local Services Tax Exemption Certificate located on the Payroll Services website. Bring the completed Local Services Tax Exemption Certificate and a copy of your last year’s W-2 or a copy of your most recent pay statement to Payroll Services, G-11, Sutton Hall, 1011 South Drive, IUP, Indiana, Pennsylvania, 15705. If you are unable to deliver the paperwork in person, you may mail it to the address above. To ensure that the Local Services Tax is not deducted from your paycheck in year 2012, all documents need to be completed and received in the Payroll Services Office no later than noon on Friday, December 23, 2011.

The Student Payroll Office will forward the Local Services Tax Exemption Certificate along with your documentation (last year’s W2 or your most recent pay statement) to the local tax office.

For more detailed information concerning the Local Services Tax, go to the Department of Community and Economic Development website.

View the complete Holiday Schedule for 2012, including compensatory and official holidays. If you have any questions, please contact the Office of Human Resources at 724-357-2431.

Final pay dates for Academic Year 2011–2012:

• Twenty-pay option faculty: June 15, 2012
• Twenty-six-pay option faculty: September 7, 2012

Office of Payroll Services

Incomplete profile sheets will be returned to the student for completion. The student will not be placed on payroll until all paperwork is complete.

Students Submitting a Federal Profile Sheet

Please verify the student’s funding has been awarded (contact the Financial Aid Office to verify). The student is not permitted to work and will not be placed on payroll until the award has been made.

Student Employment at IUP requires the student to be enrolled in course work for a minimum of six credits during the Fall and Spring semesters. In order to be employed during the Summer, a student must be enrolled for the following Fall semester.

Student Employees – First Time on IUP Payroll

Student employees being placed on IUP payroll for the first time must complete:

• Profile/Job Assignment Sheet
• Form I-9
• Form W-4
• Local Service Tax Exemption Form — if seeking exemption from this tax
• State Work Study Application — if completing a UE/Grant Student Profile/Job Assignment Sheet

Students must complete all documents prior to arriving at the Payroll Services Office, G-11 Sutton Hall. New student employees also must present a social security card and photo ID.

A student without a social security number is not permitted to work.

International Student Employees

International student employees must provide the following documents Services Office as required by federal law.

• Profile/Job Assignment Sheet
• Form I-9
• Form W-4
• Earned Income/Wage Tax Questionnaire/Change of Address Form
• Local Service Tax Exemption Form
• Passport
• Visa
• I-94 Departure Record
• DS-2019/IAP-66 Certificate of Eligibility For Exchange Visitor(J-1) Status or I-20
• State of Citizenship Status and Taxation Form

Returning Student Employees

Returning student employees must complete a Profile/Job Assignment Sheet. If the student employee was on IUP payroll last year, this is the only document they will need to complete prior to arriving at the Payroll Services Office, G11 Sutton Hall.

Returning student employees who were not on IUP payroll last year will be treated as newly hired. (See above: Student Employees – First Time on IUP Payroll)

Federal Work Study

Students will not be employed through the Federal Work Study Program until verification of eligibility for federal aid.

Direct Deposit

Please encourage your student to sign up for Direct Deposit.

If you would like IUP Payroll Services to direct deposit your pay, you must provide a voided check along with a direct deposit form. Students do not need to reapply for direct deposit if they have had direct deposit through IUP Payroll Services in the past year. Direct deposit will continue until the Payroll Office is notified by the student to stop the direct deposit. It is the student’s responsibility to notify the Payroll Office of any changes that could affect their direct deposit (new bank, new account number, or a stop of a direct deposit). It is also the student’s responsibility to notify the Payroll Office of any changes that could affect their payroll information (federal withholding, address changes, phone numbers, name change, etc.).

To be paid on September 23, 2011, students must sign up for payroll no later than 12:00 noon on Tuesday, September 6, 2011. NO EXCEPTIONS

Noteworthy Information

• First workday for Fall 2011: 08/27/2011
• First paydate for Fall 2011: 09/23/2011
• Last paydate for graduate assistants (Fall only): 12/30/2011
• Last paydate for graduate assistants (academic year): 05/18/2012

If a student is not enrolled or has graduated from IUP, the student can no longer be on payroll and their employment ends.

All supervisors must have a proxy to approve student hours in case the supervisor is unable to approve the hours for the student. Please contact stu-pay@iup.edu for assistance.

All forms and information are available at Payroll Services.

The new AFSCME fair share rate of 0.99% of base salary will commence with the pay of July 29, 2011.

The new AFSCME fair share rate of 0.99 percent of base salary will commence with the pay of 7/29/2011.

Office of Payroll Services

Student employees who currently receive a paper check will continue to receive their check in the usual manner.

To ensure a smooth transition, the Office of Payroll Services encourages students to begin using Employee Self Service (ESS) at their earliest convenience. By accessing ESS now, students can take care of any user name or password issues they might encounter when logging into the system. Note: Students will not be able to view their payroll information until they have been entered on the payroll system.

Pay statements are normally accessible through ESS as early as four days prior to the pay date. (Keep in mind that the direct deposit will not be in the bank account until the actual pay date.) Statements can be printed from ESS at any time. In addition, prior pay statements are available through ESS beginning with the pay date January 4, 2008.

Step-by-step instructions are available in the Full User Guide PDF (also available on the Human Resources website under the “Employee Self-Service (ESS) Portal” link). Students are encouraged to set up the self-service feature which is explained in the user guide, enabling them to reset their own password as needed in the future.

To log in and use ESS, go to the Human Resources website and click on “Employee Self-Service (ESS) Portal.” You can also access the ESS portal directly. If there are difficulties accessing ESS, please contact Payroll Services at 724-357-2510. If you need your PASSHE Active Directory password reset, you may use the Password Reset Option on the URSA Personal Information menu.

Once logged into the portal, pay statement can be acessed by clicking on the Employee Self-Service tab, then clicking on the word “Payroll,” then clicking “Online Pay Statement.” The current pay statement should pop up immediately.

Questions concerning pay statements should continue to be directed to Payroll Services at 724-357-2510.

Summer School 2011:

Early Session: May 9–May 27, 2011

Pay date: May 20, 2011

Summer 1: May 31–July 1, 2011

Pay date: June 17, 2011

Summer 2: July 5–August 5, 2011

Pay date: July 15, 2011

Article 27 and 42 Payments are scheduled to be paid on:

• Early Session: June 3, 2011
• Summer 1: July 1, 2011
• Summer 2: July 29, 2011

Contingencies and additions that are not paid on the above schedule will be paid approximately two to three weeks after notification that the course has materialized.

Payment is only made when Payroll Services has received all paperwork necessary to process the payment.

Federal Withholding Tax

A flat deduction of 25 percent of gross salary less retirement, if applicable, must be made from summer school payments and summer sabbatical payments.

All Other Taxes

Deductions will be made at the appropriate percentage rate.

Tax Sheltered Annuity: 403(b) Deduction

No deduction from summer school will be taken for those employees on the twenty-pay option (including those who are using the percentage method for their deduction).

Deferred Compensation: 457 Deduction

No deduction from summer school payments will be taken for those employees on the twenty-pay option.

Wage Attachments

IRS levies, court orders, etc., must be deducted accordingly from summer school payments.

Medical Hospital

Faculty employees will not have health plan employee contributions withheld from summer payments.

Academic Year 2010–2011

Final pay date for Academic Year 2010–2011:

• Twenty-pay option faculty: June 17, 2011
• Twenty-six-pay option faculty: September 9, 2011

Academic Year 2011–2012

The first pay date for Academic Year 2011–2012 will be September 23, 2011.

Final pay date for Academic Year 2011–2012

• Twenty-pay option faculty: June 15, 2012
• Twenty-six-pay option faculty: September 7, 2012

Student employees will be able to view their pay statements through the Employee Self Service System (ESS). Student employees that currently receive a paper paycheck will continue to receive their check in the usual manner.

Please encourage your students to sign up for direct deposit.

Office of Payroll Services

December 30, Pay Date:

The final pay date for calendar year 2010 will be Thursday, December 30, 2010.

• Employees receiving checks: checks will be mailed to your home address on December 29, 2010.
• If you are interested in using direct deposit, forms are available at Payroll website.  

Address Information:

Please review the address information on your pay statement to ensure your W-2 and other payroll/benefit documents are mailed to your correct address.

To change your address, please complete a Change of Address and Wage Tax Form. Once completed, the document should be sent to Payroll Services, G11, Sutton Hall.

Tax-Sheltered Annuity/Deferred Compensation Plans:

The maximum annual contributions to tax-sheltered annuity 403(b) plans and deferred compensation 457(b) plans for tax year 2011 is $16,500 each.

Employees age fifty and older have the opportunity to contribute an additional $5,500 in 2011 under the “50+ catch-up” provision for each plan.

2011 Social Security Wage Base:

The maximum wage base for Social Security Tax for year 2011 is $106,800.

Leave Earnings and Usage for Calendar Year 2011:

The Commonwealth of Pennsylvania Management Directive M530.7 defines the leave calendar year as “the first full pay period in January through the end of the pay period which includes December 31.” Therefore, leave calendar year 2010 officially ends on December 31, 2010.

To effectively manage your leave earnings and usage, please consider the following:

1. Calculate your personal, sick, and annual leave earnings through December 31 to determine the amount of leave you have available.
2. All personal, sick, and annual leave used through December 31, 2010, will be applied to available 2010 leave balances.
3. The maximum amount of annual leave allowed to be carried into the new calendar leave year is 45 days, or 337.50 hours, for 75-hour bi-weekly employees. For 80-hour bi-weekly employees, the maximum amount of annual leave allowed to be carried into the new calendar leave year is 45 days, or 360 hours. If your balance is over this amount, you have through April 8, 2011, to use the excess. Annual leave hours in excess of the maximum and not used by April 8, 2011, will automatically be converted to sick leave up to the maximum amount of permitted sick leave accumulation. The carryover hours will be exhausted first, as annual leave is used in the 2011 leave calendar year, beginning January 1, 2011. Excess carryover will be displayed on pay statements and on Employee Self Service (ESS) as “Annual Leave Carryover.” The following university employees are affected by this: AFSCME, Management, OPEIU, PSSU, PDA, and SPFPA. 
4. APSCUF (twelve-month faculty) and SCUPA have not agreed to the automatic carryover of annual leave. Therefore, all annual leave in excess of forty-five days must be used by December 31, 2010. For these employees to carry over any excess annual for seven pay periods, approval is required. Any excess annual leave not used by April 8, 2011, will be converted to sick leave, but only to the extent of any sick leave used during the leave calendar year. If carryover has been approved, the excess will be displayed on pay statements and on Employee Self Service (ESS) as “Annual Leave Carryover.” These carryover hours will be exhausted first, as annual leave is used in the 2011 leave calendar year, beginning January 1, 2011.
5. Coaches are not entitled to annual leave.
6. Personal leave available for 2010 may be used through April 8, 2011. This applies to the following employees: AFSCME, Management, OPEIU, PDA, PSSU, SCUPA, and SPFPA. Any excess personal leave will be displayed on pay statements and on Employee Self Service (ESS) as “Personal Leave Carryover.” These carryover hours will be exhausted first, as personal leave is used in the 2011 leave calendar year, beginning January 1, 2011. Any earned personal leave not used by April 8, 2011, will be lost by all employees. Anticipated usage of personal leave for 2011 before January 1, 2011, is not permitted. Faculty must use all personal leave available for the year 2010 by December 31, 2010. After this date, unused personal leave from calendar year 2010 will be lost.
7. There will be no anticipation of 2011 sick or annual leave earnings prior to January 1, 2011. If you have no leave available, you must contact the Office of Human Resources regarding your options for using leave without pay. Please remember you do not accrue any leave when using leave without pay, and an adjustment might have to be made to prior leave usage.

Leave Usage Reminder:

Please remember that all “Request for Leave” slips or electronic requests for leave must be submitted in a timely manner. When requests for leave are not submitted at the proper time, leave balances on the pay statement, the payroll system, and ESS (Employee Self- Service) are incorrect. If questions arise, we cannot accurately answer inquiries regarding an employee’s leave record without complete information.

In order to assist you in maintaining your leave record of earnings and usage, several spreadsheets have been placed in folders on the X: drive under X:\Public\Faculty Staff Payroll\Leave Maintenance Forms-2011. Please make sure to choose the correct spreadsheet based on your position and earnings rate. Spreadsheets are available for AFSCME, Managers, OPEIU, PDA, PSSU, SCUPA, and SPFPA. If your rate changes within the calendar year due to credited service, if you have any questions regarding your earnings rate, or if an employee begins at IUP during the calendar year, please contact the Payroll Services Office at 7-2510 for assistance. Please note: Only employees who are eligible to earn annual, sick, or personal leave should use these forms. Temporary employees are not eligible to earn annual or sick leave unless they have met the criteria. Please contact the Payroll Office if you have any questions.

Important reminders

When taking an extended sick leave, a medical statement must be provided stating the period of disability. When returning from an extended sick leave, a medical statement stating one is permitted to return to full time duties and date of return must be given to your supervisor the day of returning to work.

When requesting leave for sick family and sick bereavement, please be sure to indicate the family relationship.

It is mandatory that all leave requests be submitted through ESS, with the exception of APSCUF, SPFPA, and Co-Gen employees, who must submit paper leave requests.

To Contact Us:

Payroll Services, G-11 Sutton Hall
Phone: (724) 357-2510
Fax: (724) 357-7551
Office Hours: Monday–Friday, 8:00 a.m.–4:30 p.m.

To ensure a smooth transition, we encourage you to begin using Employee Self Service (ESS) at your earliest convenience. By accessing ESS now, you can take care of any user name or password issues that you might encounter when logging in to the system. You can also compare your current paper statement (if you receive one) to the ESS statement. Pay statements are normally accessible through ESS as early as four days prior to the pay date. You can print your statement from ESS at any time. In addition, if you need statements for prior pays or years, you may view or print these as well. Pay statements are available through ESS beginning with the pay period ending January 9, 2004.

If you are a first-time ESS user, you will find helpful step-by-step instructions in the Full User Guide, which is available at the Human Resources website. We encourage you to set up the self-service feature which is explained in the user guide so you can reset your own password as needed in the future.

To log in and use ESS, go to the Human Resources website and click on Employee Self-Service (ESS) Portal. If you encounter any difficulties accessing ESS, please contact Human Resources at 724-357-2431. If you need your password reset, you must send an e-mail request to IT-Support-Center@iup.edu.

Once you log on to the ESS portal, you can access your pay statement by the following: Click on the Employee Self-Service tab — click on the word “Payroll” — click on the “Online Pay Statement” link. (A screenshot of the link is at left—just click on it to see the full-size image.) Your current pay statement should pop up immediately.

Questions concerning your pay statement should continue to be directed to Payroll Services at 724-357-2510.

To ensure a smooth transition, we encourage you to begin using Employee Self Service (ESS) at your earliest convenience. By accessing ESS now, you can take care of any user name or password issues that you might encounter when logging in to the system. You can also compare your current paper statement (if you receive one) to the ESS statement. Pay statements are normally accessible through ESS as early as four days prior to the pay date. You can print your statement from ESS at any time. In addition, if you need statements for prior pays or years, you may view or print these as well. Pay statements are available through ESS beginning with the pay period ending January 9, 2004.

If you are a first-time ESS user, you will find helpful step-by-step instructions in the Full User Guide, which is available at the Human Resources website. We encourage you to set up the self-service feature which is explained in the user guide so you can reset your own password as needed in the future.

To log in and use ESS, go to the Human Resources website and click on Employee Self-Service (ESS) Portal. If you encounter any difficulties accessing ESS, please contact Human Resources at 724-357-2431. If you need your password reset, you must send an e-mail request to IT-Support-Center@iup.edu.

Once you log on to the ESS portal, you can access your pay statement by the following: Click on the Employee Self-Service tab — click on the word “Payroll” — click on the “Online Pay Statement” link. (A screenshot of the link is at left—just click on it to see the full-size image.) Your current pay statement should pop up immediately.

Questions concerning your pay statement should continue to be directed to Payroll Services at 724-357-2510.

To ensure a smooth transition, we encourage you to begin using Employee Self Service (ESS) at your earliest convenience. By accessing ESS now, you can take care of any user name or password issues that you might encounter when logging in to the system. You can also compare your current paper statement (if you receive one) to the ESS statement. Pay statements are normally accessible through ESS as early as four days prior to the pay date. You can print your statement from ESS at any time. In addition, if you need statements for prior pays or years, you may view or print these as well. Pay statements are available through ESS beginning with the pay period ending January 9, 2004.

If you are a first-time ESS user, you will find helpful step-by-step instructions in the Full User Guide, which is available at the Human Resources website. We encourage you to set up the self-service feature which is explained in the user guide so you can reset your own password as needed in the future.

To log in and use ESS, go to the Human Resources website and click on Employee Self-Service (ESS) Portal. If you encounter any difficulties accessing ESS, please contact Human Resources at 724-357-2431. If you need your password reset, you must send an e-mail request to IT-Support-Center@iup.edu.

Once you log on to the ESS portal, you can access your pay statement by the following: Click on the Employee Self-Service tab — click on the word “Payroll” — click on the “Online Pay Statement” link. (A screenshot of the link is at left—just click on it to see the full-size image.) Your current pay statement should pop up immediately.

Questions concerning your pay statement should continue to be directed to Payroll Services at 724-357-2510.

If you plan to take the day after Thanksgiving off, you need to submit leave via Employee Self-Service (ESS).

Office of Payroll Services

All student employee hours must be entered in the Banner system by midnight on Thursday, November 18, 2010.

Please allow students to estimate hours worked for Friday, November 19, 2010.

Supervisors must approve their students’ hours worked by 10:00 a.m. on Friday, November 19, 2010.

Student hours not entered and approved by the above times and date will not be paid on the December 3, 2010, pay date. The hours will instead be paid on December 17, 2010.

You can find updated student forms and other important student payroll information at Payroll Services.

The pay you receive on October 22 will be for the pay period ending October 8, 2010, which includes four days at your old pay rate and six days at your new rate. The pay you receive on November 5, 2010, (pay period ending October 22, 2010) will be your new biweekly rate.

Office of Payroll Services

20 Pay Faculty

The October pay increase will be implemented October 1, 2010, and will be reflected on pay date October 22, 2010. The pay you receive on October 22 will be for the pay period ending October 8, 2010, which includes four days at your old pay rate and six days at your new rate. The pay you receive on November 5, 2010 (pay period ending October 22, 2010), will be your new biweekly rate.

26 Pay Faculty

The October pay increase will be implemented on October 11, 2010, and will be reflected on pay date November 5, 2010.

Office of Payroll Services

• Full-time SCUPA employees: $34.90 per biweekly payroll period
• Part-time SCUPA employees: $17.95 per biweekly payroll period

Office of Payroll Services

If you currently have student employees who will be continuing employment in the Fall, please have the student employees complete a new profile sheet and submit it to Payroll Services as soon as possible. Encourage them to sign up early to prevent them from having to wait in line and to ensure their September 24, 2010, paycheck will not be delayed.

To be paid on September 24, 2010, all profile sheets MUST be submitted to the Payroll Services office by noon on Tuesday, September 7, 2010.

Student Payroll Guidelines

Student employment at Indiana University of Pennsylvania requires the student to be enrolled in course work for a minimum of six credits during the Fall and Spring semesters. In order to be employed during the summer, a student must be enrolled for the following Fall semester.

Student Employees — First Time on IUP Payroll

Student employees being placed on IUP payroll for the first time must complete:

Profile/Job Assignment Sheet

• Form I-9 
• Form W-4 
• Local Service Tax Exemption Form - If seeking exemption from this tax
• State Work Study Application – if completing a UE/Grant Student Profile/Job Assignment Sheet.

Students must complete all documents prior to arriving at the Payroll Services Office, G-11 Sutton Hall. New student employees also must present a social security card and photo ID.

A student without a social security number is not permitted to work.

International Student Employees

International student employees must provide the following documents to be kept on file in the Payroll Services Office as required by federal law.

• Profile/Job Assignment Sheet
• Form I-9
• Form W-4
• Earned Income/Wage Tax Questionnaire/Change of Address Form 
• Local Service Tax Exemption Form 
• Passport
• Visa
• I-94 Departure Record
• DS-2019/IAP-66 Certificate of Eligibility For Exchange Visitor(J-1) Status or I-20
• State of Citizenship Status and Taxation Form 

Returning Student Employees

Returning student employees must complete a Profile/Job Assignment Sheet. If the student employee was on IUP payroll last year, this is the only document they will need to complete prior to arriving at the Payroll Services Office, G11 Sutton Hall.

Returning student employees who were not on IUP payroll last year will be treated as newly hired. (See above: Student Employees — First Time on IUP Payroll.)

Federal Work Study

Students will not be employed through the Federal Work Study Program until verification of eligibility for Federal Aid.

Direct Deposit

If you would like IUP Payroll Services to direct deposit your pay, you must provide a voided check along with a direct deposit form. Students do not need to reapply for direct deposit if they have had direct deposit through IUP Payroll Services in the past year. Direct deposit will continue until the Payroll Office is notified by the student to stop the direct deposit. It is the student’s responsibility to notify the Payroll Office of any changes that could affect their direct deposit (new bank, new account number, or a stop of a direct deposit). It is also the student’s responsibility to notify the Payroll Office of any changes that could affect their payroll information (federal withholding, address changes, phone numbers, name change, etc.).

To be paid on September 24, 2010, students must sign up for payroll no later than noon on Tuesday, September 7, 2010. No exceptions. 

Noteworthy Information

• First workday for Fall 2010: 08/28/2010
• First paydate for Fall 2010: 09/24/2010
• Last paydate for graduate assistants (Fall only) 12/31/2010
• Last paydate for graduate assistants: (Academic year) 05/20/2010

If a student is not enrolled or has graduated from IUP, the student can no longer be on payroll. Their employment ends.

All supervisors must have a proxy to approve student hours in case the supervisor is unable to approve the hours for the student. Please contact stu-pay@iup.edu for assistance.

A new electronic employee pay statement is now available, instead of the paper pay statement.

Summary:

• A newly formatted, print-friendly, electronic employee pay statement has been rolled out.
• New pay statement has been reviewed by both employees and outside financial and credit vendors.
• It contains all of the information that the current employee paper pay statement has, but in a PDF document.

Details

What does this means for employees?

• You can retrieve your pay statement in a cleaner look that is more consistent with our current paper pay statement.
• The print capability allows employees to have a high-quality printed pay statement, whenever they need it.
• This process improvement allows us to deliver comprehensive pay information to our employees electronically.

Can I use this statement for credit purposes when requested by banks, mortgage brokers, and other credit institutions?

• This statement has been reviewed by mortgage brokers, insurance industry representatives, and several other financial professionals whose job it is to provide credit, or like services, to individuals.
• In all cases, the black-and-white printed statement proved sufficient documentation for these professionals.

We hope that you will share this information with your employees and, with this improvement, encourage them to “go paperless.” The new electronic employee pay statement is accessed via the same way as the old pay statement. Please follow the instructions below:

• Access ESS Portal.
• Navigate to Employee Self Service.
• Under Employee Self Service, navigate to Payroll.
• Under Payroll, choose the Online Pay Statement link.
• To print, choose the Print icon on the menu bar within the pay statement.

For questions or further guidance, please contact Payroll Services at 7-2510.

The AFSCME union membership rate remains 1.5 percent of base salary.

Payroll Services

At times you find a discrepancy in the hours submitted by your student employees. Now what do you do? In the past, you could not approve the hours and e-mail or call the Payroll Services Office to let them know you intentionally did not approve for that student employee. You now have a new option—you can Return for Correction. This will remove the documents from your approval queue, allowing the student employee to make corrections and resubmit their hours (please see Important Note* below). Once you have Returned for Correction, you will contact the student employee to make corrections and resubmit their hours.

*Important Note:

The student time collection system is not available to the student employees after midnight Sunday following a payday. If you find the discrepancy after the midnight Sunday deadline, the student employee will not have the ability to make changes and resubmit. You can still Return for Correction and work with the student employee to submit back hours.

Instructions for using this new feature (Return for Correction) are at the Payroll website.

Please begin to use this new feature immediately. Thank you.

Student employees must be enrolled for the Summer Sessions or Fall semester 2010 in order to work during the summer. Incoming freshmen enrolled for the Fall 2010 semester must complete the Intent to Enroll statement.

All student employees working over the summer must complete a new profile sheet. 

Student employees completing a UE/Grant Student Employment Profile/Job Assignment Sheet must also complete a State Work-Study Application.

Student employees completing a Federal Student Employment/ Profile Job Assignment Sheet must have received a Federal Work Study award and verified the award has been posted to their student account prior to submitting their Profile Job Assignment Sheet to Payroll Services.

Students who want to request Federal Work Study for summer must submit the 2010 IUP Financial Aid Application to the Financial Aid Office in Clark Hall. This application may be obtained at the Financial Aid service desk in Clark Hall or from Financial Aid’s website.

New student employees being placed on payroll for the first time must complete:

• Appropriate Profile Sheet
• Form I-9 
• Form W-4 
• Earned Income (Wage) Tax Questionnaire/Change of Address Form 
• Intent to Enroll Form 
• Local Service Tax Exemption Form 
• State Work Study Application (for those students completing UE/Grant Student Profile Assignment Sheets)

Students must complete these documents prior to arriving at the Payroll Services Office, G-11 Sutton Hall. All documents must be presented by the student employee. Faxes will not be accepted.

New student employees must present a Social Security card and a photo ID when submitting their documents to Payroll Services. A student without a Social Security number is not permitted to work.  Do not permit any student to work if they do not have a Social Security number.

International Student Employees

When hiring an international student, the following must be on file:

• Profile Sheet
• Form I-9 (This form will be provided by and completed in the Payroll Services Office)
• Form W-4 (This form will be provided by and completed in the Payroll Services Office)
• Earned Income/Wage Tax Questionnaire/Change of Address Form 
• Local Service Tax Exemption Form 
• Passport
• Visa
• I-94 Departure Record
• Ds-2019/IAP-66 Certificate of Eligibility For Exchange Visitor(J-1) Status or I-20
• State of Citizenship Status and Taxation Form 

Note: IUP is required by federal guidelines to maintain documentation for each international student. If these guidelines are not adhered to, the student will not be authorized to work and will not be placed on the payroll.

When hiring new student employees for summer, the first day they will be eligible to work is May 8, 2010.

Final Exams end May 7, 2010. Therefore, undergraduate students are still held to 25 hours for that week (20 hours if international students). Graduating students are not permitted to work beyond May 7, 2010.

Noteworthy Dates

Last day of finals: May 7, 2010

Spring payroll ends: May 7, 2010

Spring Commencement: May 9, 2010

Last day graduating students may work: May 7, 2010

Undergraduate students may begin working forty hours/week: May 8, 2010 (If a student is taking classes, hours are limited to twenty-five hours per week. Graduate students may work forty hours whether they are taking classes or not.)

Summer payroll begins: May 8, 2010

Summer payroll ends: August 27, 2010

Last pay date for graduate assistants: May 21, 2010 (for pay period ending 05/07/2010)

Last pay date for teaching associates: June 18, 2010 (for pay period ending 06/04/2010)

• 20 Pay Option Faculty - June 18, 2010
• 26 Pay Option Faculty - September 10, 2010

Office of Payroll Services

When you choose paperless pay statements, your statement will be available through Employee Self Service (ESS) as early as Tuesday of pay week. The information is identical to your current paper pay statement. To go paperless, log on to the Employee Self Service (ESS) Portal, select Employee Self Service, then Payroll, then On-Line Pay Statement, then follow the instructions.

There are no paper forms to complete.

Employees must have direct deposit to receive paperless pay statements. If you would like to enroll in direct deposit, see the Direct Deposit Form on the Payroll website. Complete the form and attach a voided check (needed for routing and account numbers) and send to Payroll Services, Sutton Hall, Room G11.

If you are a first-time ESS user, you will find helpful step-by-step instructions in the Full User Guide on the Human Resources website. To log in and use ESS, go to the ESS Portal. If you encounter any difficulties accessing ESS, please contact Human Resources at 724-357-2431.

Questions concerning your pay statement should continue to be directed to Payroll Services at 724-357-2510.

The forms were mailed to each employee’s most recent Mailing or Permanent Residence address on file in the Human Capital Management (HCM) system.

Office of Payroll Services

All student employees and their supervisors should keep this in mind when reviewing earning statements or reports for paydate August 14, 2009. Four days of salary will be paid at the old rate and six days will be paid at the new rate.

Payroll Services

The pay you are receiving on paydate July 17, 2009, will reflect a partial new biweekly. The salary for this pay period will be dependent on your work schedule. The new biweekly rate will not be reflected until paydate July 31, 2009. If you would like to know what the new rate will be, you are encouraged to use ESS (Employee Self- Service).

If you are a first-time ESS user, you will find helpful step-by-step instructions in the Full User Guide, available at Human Resources. To log in and use ESS, go to Human Resources and click on “Employee Self-Service (ESS) Portal.” If you encounter any difficulties accessing ESS, please contact Human Resources at extension 7-2431.

Office of Payroll Services

Payroll Services

This is voluntary—it is not mandatory. In addition, you will have the option to revoke this election at any time.

If you elect the paperless pay statement, your pay statement will be available electronically through Employee Self Service (ESS). If you are a first-time ESS user, you will find helpful step-by-step instructions in the “Full User Guide,” available at the Human Resources website. To log in and use ESS, go to Human Resources and click on “Employee Self-Service (ESS) Portal” or select the Employee Self-Service Portal link. If you encounter any difficulties accessing ESS, please contact Human Resources at ext. 7-2431.

Questions concerning your pay statement should continue to be directed to Payroll Services at ext. 7-2510.

If you would like to have the Paperless Pay Statement, you can find it along with the direct deposit form under Faculty and Staff Forms on the Payroll Website.

New withholding tables may reduce the amount of income tax withheld from your wages. The new tables, prescribed by the Department of the Treasury, reflect the Making Work Pay credit and other changes resulting from the American Recovery and Reinvestment Act of 2009.

You do not have to submit a Form W-4, Employee’s Withholding Allowance Certificate, to get the automatic withholding change. If you do not want to have your withholding reduced (because, for example, you have more than one job or you are married and your combined income places you in a higher tax bracket), you may want to file a new Form W-4 with your employer. You may claim fewer withholding allowances on line 5 or request additional amounts to be withheld on line 6.

For additional help, get IRS Publication 919, How Do I Adjust My Tax Withholding? Or visit the IRS website and use the “Withholding Calculator.”

The 2008 W-2 forms have been mailed directly to all active and terminated Pennsylvania State System of Higher Education employees who had taxable wages in calendar year 2008. The forms were mailed to each employee’s most recent Mailing or Permanent Residence address on file in the Human Capital Management (HCM) system.

The 2008 W-2 form consists of four copies, each on a separate sheet of paper. Copy C of the W-2 form is for the employee’s own personal records, Copy B is for the employee’s Federal tax return, the first sheet of Copy 2 is for the employee’s State tax return, while the second sheet of Copy 2 is for the employee’s Local tax return. The 2008 W-2 form is an official tax document, and it should be retained by all active and terminated employees. The
Internal Revenue Service (IRS) requires employers to retain this document for four years.

2008 W-2 FORM HIGHLIGHTS

There have been no major changes to the information contained on the W-2 form. The following is a breakdown of each box on the form:

1. Boxes 1, 3, and 5 contain the Federal, Social Security, and Medicare Taxable Gross Wages, respectively. The amount in Box 3 (Social Security Wages) should not exceed $102,000.
2. Boxes 2, 4, and 6 contain the Federal, Social Security, and Medicare income taxes withheld, respectively. The amount in Box 4 (Social Security Tax Withheld) should not exceed $6,324.00.
3. Boxes 16 and 17 contain the State Taxable Gross Wages and the State Income Tax withheld, respectively, for the applicable State indicated in Box 15.
4. Boxes 18 and 19 contain the Local Taxable Gross Wages and the Local Income Tax Withheld, respectively, for the applicable Local entity indicated in Box 20.
5. Detailed explanations of the codes used in Box 12 are printed on the back of Copy B to be filed with the Federal Tax Return.
6. Box 10 contains Dependent Care Flexible Spending Account Deductions, if applicable for the employee.
7. Box 14 may include one or more of the following:

• Retirement Plan Contributions (SERS, PSERS, or ARP)

• Pre-Tax Benefit Programs
  Payroll deductions covered under the Internal Revenue Code Section 125 for flexible spending account programs are also shown in this box. These include deductions for:

• Other deductions such as:

NOTE: Employee health insurance premiums and employee HCFSA contributions are grouped together and described as Flexible Spending Account (FLX SP AC) contributions in Box 14.

Employees should verify the Social Security Number, Name, and Address reported on the W-2 form, as this is the information that will be sent to the Social Security Administration (SSA) and the IRS. Any discrepancies in social security number and/or name should be reported immediately so we can notify the proper agencies. Please note, employee names should be the same in the HCM system as they are on the employee’s social security card for the employee to receive proper credit for the earnings reported in calendar year 2008.

To be employed at IUP as a student worker, each student must have a social security number and provide the Payroll Services Office with completed paperwork mandated by the IRS and PASSHE.

To continue to work and receive compensation from IUP, you MUST provide the following documentation to the Payroll Services Office (G8 Sutton Hall)

• Social Security Card 
• Form I-9 (Under Student/Faculty and Staff Forms)
• Form W-4 (Under Student/Faculty and Staff Forms)
• Earned Income (Wage) Tax Questionnaire/Change of Address Form (Under Student/Faculty and Staff Forms)
• Visa
• Passport
• I-94 Departure Record
• DS-2019/IAP-66 Certificate of Eligibility for Exchange Visitor (J-1) Status or I-20
• Statement of Citizenship Status and Taxation Form (Under Student/Faculty and Staff Forms)

If you have questions concerning the completion of these forms, please call 724-357-2510.

Your assistance in this issue will be greatly appreciated.

Early Session: May 4, 2009–May 22, 2009; pay date: May 22, 2009

Summer 1: June 1, 2009–July 2, 2009; pay date: June 19, 2009

Summer 2: July 6, 2009–August 6, 2009; pay date: July 17, 2009

Please note the following:

• Contingencies and additions that are not paid on the above schedule will be paid approximately two to three weeks after notification that the course has materialized.
• Payment is made only when Payroll has received all paperwork necessary to process the payment.

Federal Withholding Tax

A flat deduction of 25 percent of gross salary less retirement, if applicable, must be made from summer school payments and summer sabbatical payments.

All Other Taxes

Deductions will be made at the appropriate percentage rate.

Tax Sheltered Annuity, 403(b) Deduction

No deduction from summer school will be taken for those employees on the twenty-pay option (including those who are using the percentage method for their deduction).

Deferred Compensation, 457 Deduction

No deduction from summer school payments will be taken for those employees on the twenty-pay option.

Wage Attachments

IRS levies, court orders, etc. must be deducted accordingly from summer school payments.

Medical Hospital

Faculty employees will not have health plan employee contributions withheld from summer payments.

Academic Year 2008–2009

Final pay date for Academic Year 2008–2009:

• Twenty-pay option faculty: June 5, 2009
• Twenty-six-pay option faculty: August 28, 2009

Academic Year 2009–2010

The first pay date for Academic Year 2009–2010 will be September 25, 2009.