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2013 Year End Payroll Information

Important Payroll Information: Preparing for Calendar Year End 2013

December 27, Pay Date:

The final pay date for calendar year 2013 will be Friday, December 27, 2013. For those employees receiving checks, they will be mailed to your home address on December 24, 2013, from Harrisburg. If you are interested in using direct deposit, please use the ESS Portal to enroll, or forms are available on the Payroll Services Forms 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 Residency Certification Form(pdf). 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 2014 is $17,500. Employees age 50 and older have the opportunity to contribute an additional $5,500 in 2014 under the “50+ catch-up” provision for each plan.

2014 Social Security Wage Base:

The maximum wage base for Social Security Tax for year 2014 is $117,000. The Social Security tax rate remains 6.2 percent, and the Medicare tax rate remains at 1.45 percent.

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 2013 officially ends on January 10, 2014.

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

  1. Calculate your personal, sick, and annual leave earnings through January 10, 2014, to determine the amount of leave you have available.
  2. All personal, sick, and annual leave used through January 10, 2014, will be applied to available 2013 leave balances.
  1. 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 18, 2014, to use the excess. Annual leave hours in excess of the maximum and not used by April 18, 2014 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 2014 leave calendar year, beginning January 11, 2014. 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, SCUPA, PDA, and SPFPA.
  1. APSCUF (12-month faculty) have not agreed to the automatic carryover of annual leave. Therefore, all annual leave in excess of 45 days must be used by January 10, 2014. For these employees to carry over any excess annual for seven pay periods, approval is required. Any excess annual leave not used by April 18, 2014, 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 2014 leave calendar year, beginning January 10, 2014.
  1. Coaches are not entitled to annual leave.
  1. Personal leave available for 2013 may be used through April 18, 2014. 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 2014 leave calendar year, beginning January 11, 2014. Any earned personal leave not used by April 18, 2014, will be lost by all employees. Anticipated usage of personal leave for 2014 before January 11, 2014, is not permitted. Faculty must use all personal leave available for the year 2013 by January 10, 2014. After this date, unused personal leave from calendar year 2013 will be lost.
  2. If you have no leave available, you must contact the Office of Human Resources regarding your options for using leave without pay. Please remember that 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 that 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\Leave Maintenance Forms\2014 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 Payroll Services 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 Payroll Services 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.

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.

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