New Employee Fact SheetThis sheet can be printed and distributed to new employees. Direct all payroll questions to your departmental Payroll Representative, your liaison to the Payroll Office:
Personnel Action Form (PAF): A PAF is produced by the Payroll System when you are first entered into the system. and each time PAF information is changed. Your Payroll Representative will provide you a copy of the PAF. Review the PAF and ensure that the information on the form is correct. Notify your Payroll Representative of errors or changes. The Payroll Representative will forward changes to Systems Control where the changes are entered into the Payroll system. W-2: The W-2 form, which reports the "taxable income" you received during each calendar year, is required to prepare your income tax return. W-2s for each calendar year (January 1 through December 31) are distributed by the following January 31. Paydays: Paychecks are distributed every other Friday. Paychecks include all earnings for the period ending the Sunday preceding a payday. However, if the normal payday falls on a University recognized holiday, pay checks will be distributed the work day prior to the holiday. Biweekly Gross: To determine your biweekly gross salary, use one of the following calculations.
Optional paycheck deductions (for example, savings bonds and health insurance) will be subtracted from your gross pay based on your authorization. NOTE: When there are more than two paydays in one month, only mandatory deductions will be subtracted from the third pay check. Optional deductions are not subtracted.
Net Pay: The amount of your check is Biweekly Gross Pay less Deductions. Early Distribution of Paychecks/Advances: The University will not release paychecks before the announced payday schedule. The University will not issue advances of any type. Lost/Missing Paychecks: If you do not receive your paycheck on payday or if you lose your paycheck, contact your Payroll Representative. Definitions of Compensation Related TermsExempt and Non-Exempt: Positions are categorized according to the definitions of the Fair Labor Standards Act of 1938 (FLSA) as either "Exempt" or "Non-Exempt". "Exempt" employees are paid an annualized rate for performing the whole job, not for actual hours worked; these employees do not track, earn or receive overtime compensation. "Non-Exempt" employees are paid an hourly rate; these employees earn compensatory time or cash for hours worked in excess of 40 hours per work week.Overtime: Overtime and the method of payment must be pre-authorized by the employee's supervisor. Only Non-Exempt employees are compensated for overtime work. Overtime may be paid with cash or compensatory time. Overtime is only granted at time and one-half if hours worked in a work week exceed 40. Overtime is granted at straight time if paid time exceeds 40 hours in a work week, but hours worked in the work week do not exceed 40. Time Reporting: Submit approved employee time record and leave request to your Payroll Representative by the departmental due date. These time records are used to generate your paycheck.
Vacation and Sick Leave Accrual Rates for Benefits Eligible Employees(all figures based on 1.0 FTE; accrual is pro rated by position FTE)
Probationary employees: May not receive vacation pay; sick pay is limited to the number of sick hours accrued. If you take sick leave and terminate employment with the University before the end of the probationary period, you will be required to repay sick leave taken. Jury Duty: If you receive a check for jury duty and did not take vacation, you are required to deposit the amount paid less travel expenses into the departmental account. Contact your Payroll Representative for additional instructions.
PaychecksPaychecks take two forms, state warrants and advices of deposit. State warrants are issued by the state and must be cashed by the employee. Advices of deposit inform the employee of the net amount of money deposited in the account they specified. Following are descriptions of both.Advice of DepositIf you request direct deposit, your net pay will be deposited directly to the account you specify on payday. Instead of a check, you will receive an advice of deposit. Pick up advices of deposit on payday in your home department. You may enroll in direct deposit by completing an enrollment form available on Employee Link https://emplink.arizona.edu/pls/portal30/ELINK.ELINK_DYN_DIRECT_DEPOSIT.show. Since the Advice is a non-negotiable instrument for your information only, payment information is printed on plain paper. This allows room to display more information and special messages and saves the University the cost of check stock.Click here to view a sample paycheck stub How to Read Your Paycheck Stub It is your responsibility to review and confirm that all information on your paycheck stub is accurate, including the spelling of your name, your address, your social security number, the amount and type of your deductions, and the amount and type of your earnings. Benefits eligible employees are also responsible for confirming accurate accrual and use of all paid annual leave and sick leave. Non-exempt employees are also responsible for tracking the accrual and use of compensatory time, if compensatory time is earned. Errors or questions should be reported immediately to your payroll representative. A sample paycheck stub is displayed at the end of this document. Employee Name: Your name as it appears in the Payroll system. Ending Date: End date of the biweekly pay period for which the check is being issued. Date Issued: Date the Advice or State Warrant is issued. Advice/Warrant Number: Self-explanatory. Gross Pay:
Year to Date - Total gross pay received for the calendar year, including current amount.
Net Pay: The amount of your check is Biweekly Gross Pay less Deductions
Year to Date - Total gross received for the calendar year, including current amount. Hours: Reports vacation, sick and/or comp time hours adjusted, earned and used, as well as beginning and ending balances. An employee must be on the Central Vacation/Sick Leave System for leave hours to be reported. You should verify this critical information on each paycheck. Type of Deduction: The type of deduction taken from the paycheck according to priority in the payroll system: pre-tax deductions are listed first, then state and federal taxes, and then post-tax deductions. Mandatory paycheck deductions are subtracted from your gross pay in accordance with federal and state laws. Federal and state tax deductions are based on the W-4 and A-4 forms. W-4s and A-4s can be changed through the Payroll Office. Federal and FICA taxes are a percentage of your "taxable income" figure. (Biweekly Gross + cash value of non-cash perquisites - flexible benefits = Taxable Income.) Mandatory deductions are listed here:
Optional paycheck deductions (for example, savings bonds and health insurance) will be subtracted from your gross pay based on your authorization. NOTE: When there are more than two paydays in one month, only mandatory deductions are subtracted from the third paycheck; optional deductions are not subtracted. Deduction Total: Totals of Current and Year to Date deductions. Withholding Information: This profiles your current withholding status, number of allowances, state tax percentage, retirement plan, FICA and optional withholdings. Type of Earnings: Type and number of hours as reported on the Payroll Time Roster and the dollar amount of each type. This critical information should be verified by the employee for each paycheck. Amount: Net amount (Total earnings less Total deductions) of Advice or Warrant. This amount has been deposited in the account you specified if enrolled in Direct Deposit.
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