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Preparing for Calendar Year End 2012

Important Payroll Information

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

Posted on 12/11/2012 4:20:38 PM

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