2018 Year-end Payroll Information

Posted on 12/14/2018 11:43:53 AM

Here is information about preparing for calendar year end 2018 and New Year 2019.

December 21, Pay Date

The final pay date for calendar year 2018 will be Friday, December 21, 2018.

For those employees receiving checks, they will be mailed to your home address from Harrisburg. If you are interested in using direct deposit, please use the forms that are available at the Payroll Services website.

January 4, 2019 Pay Date

For those employees receiving checks, they will be mailed to your home address from Harrisburg. If you are interested in using direct deposit, please use the forms that are available at the Payroll Services 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, available at the Payroll Services website. 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 2019 is $19,000.00. Employees age 50 and older have the opportunity to contribute an additional $6,000 in 2019 under the “50+ catch-up” provision for each plan. 

2019 Social Security Wage Base

The maximum wage base for Social Security tax for year 2019 is $132,900.00.

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 2018

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 2018 officially ends on January 4, 2019.

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

  1. Calculate your personal, sick, and annual leave earnings through January 4, 2019, to determine the amount of leave you have available.

  2. All personal, sick, and annual leave used through January 4, 2019, will be applied to available 2018 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 12, 2019, to use the excess. Annual leave hours in excess of the maximum and not used by April 12, 2019, 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 2019 leave calendar year, beginning January 5, 2019. 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.

  4. 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 4, 2019. For these employees to carry over any excess annual leave for seven pay periods, approval is required. If carryover has been approved, any excess annual leave not used by April 12, 2019, 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 2019 leave calendar year, beginning January 5, 2019.

  5. Coaches are not entitled to annual leave.

  6. Personal leave available for 2018 may be used through April 12, 2019. This applies to the following employees: 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 2019 leave calendar year, beginning January 5, 2019. Any2018 earned personal leave not used by April 12, 2019, will be lost by all employees. Anticipated usage of personal leave for 2019 before January 5, 2019, is not permitted. Faculty must use all personal leave available for the year 2018 by January 4, 2019. After this date, unused personal leave from calendar year 2018 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, you are encouraged to go to the Payroll Services website for 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 specific criteria. Please contact Payroll Services if you have any questions.

Important Reminders

When on an extended FMLA leave of absence due to a serious health condition (i.e., Sick, Sick Family, Parental leave, etc.), appropriate supporting medical documentation must be provided to Human Resources. When returning from an extended leave of absence, a release to return to full duty work, including the date of release, must be provided by the employee’s healthcare provider and must be provided to Human Resources prior to returning to work. Supervisors that receive any confidential medical documentation should immediately notify the Benefits manager and forward all documentation to Human Resources. Additional information on FMLA/Leave of Absence can be found on the Human Resources Benefits website and then by clicking on the appropriate bargaining unit.

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