1. Academic Year 2006-2007 Payroll Topics
Faculty – Fair
Denver Downtown Thursday August 17, 2006
NC 340
Boulder Thursday August 24, 2006
Coors Event #3
Academic Year Payroll Topics
Payroll & Benefit Services (PBS Overview)
Pay
Getting Help
Forms Needed
Options – When am I paid?
Notification of Pay
FICA (OASDI, Medicare) & Voluntary deductions
Moving Expense Reimbursement
Additional Information
Web Resources
Contact Information

2. Payroll & Benefit Services (PBS) Overview
PBS is a system-wide university department responsible for the following areas:
Payroll and Benefit Administration
Managing computer system for the Human Management Resource System (HRMS) and Payroll Finance
Tax and International Tax Services
PBS also provides payroll and benefit counseling services for all campuses by appointment, phone, and on a walk-in basis.
PBS is located on the East Campus in Boulder (see last slide for complete contact information).

3. Pay - Getting Help Payroll Liaisons or Campus Administrators can:
Assist employees with specific questions related to their appointments or pay.
Enter or change salaried or hourly data.
Exception: W-4’s and Direct Deposit Forms; PBS processes this personal information.
Update personal information including the home and mailing addresses.
PBS can:
Assist employees with more detailed payroll questions. Employees may call PBS and select option #2 to speak with a payroll professional.

4. Pay – Forms Needed
2006 W-4
Single and zero allowances will be used to tax pay for both federal and state if a W-4 is not received by PBS.
Direct Deposit Form and financial institution’s documentation showing routing number and account number (i.e. voided check).
University and State Fiscal policies require all new employees to have direct deposit.
Employees can choose up to three financial institutions located within the continental United States. Deposits can be a flat dollar amount or a percent of net pay.
Due dates for changes to W-4 or Direct Deposit information is due by 5 pm on the following dates: September 18, October 9, November 13 and December 11, 2006.
Forms are available on the PBS website; see Web Resource page.

5. Pay – Options – When am I paid?
Pay day is the last working day of each month except for June. June payment is on the first working day in July.
Friday, September 29 is the first academic-year contract pay.
Academic-year contract can be paid in one of two ways:
9 PAY 9 from September 2006 through May 2007 (example: $50, / 9 or $5, for nine months). If contract amount or dates do not change.
If 9/9 pay option is selected, required deductions will be billed June through August (assumes NO summer pay).
9 PAY 12 from September 2006 through August 2007 (example: $50, / 12 or $4, for twelve months) if contract amount or dates do not change.
If 9/12 pay option is selected and employee is paid for a summer appointment, both salaries are combined and may be taxed at a higher rate.
Contact your department payroll liaison/administrator to select your contract pay option.

6. Pay - Notification
An “Advice of Deposit” (pay advice) is mailed to the employee’s mailing address one business day before pay day.
Call PBS for additional information, if needed.
Employees can also view their pay advice using the campus Faculty/Staff portal.
Boulder employees can link to: and call HELP for assistance.
UCDHSC, UCCS and System employees can link to: and call for assistance.
Employees are responsible for verifying the accuracy of personal data, payment types, tax status, deductions, contributions, financial institution and last four digits of bank account on the pay advice.
Department payroll liaisons/administrators can generate a Payroll Register report to help employee identify the type and amount of gross pay.

7. Pay – FICA (OASDI, Medicare) & Voluntary Deductions
Social Security and Medicare tax deductions taken by a prior employer cannot transfer.
2006 social security maximum gross is $94, with maximum withholding of $5,
Refunds for over withholding are available to employees at end of tax year when filing their form1040 tax return.
Medicare tax does not have a maximum gross or withholding.
Voluntary deductions such as parking, Colorado Combined Campaign, CU Foundation, etc., vary by campus.
Contact the appropriate campus office for additional information.

8. Moving Expense Reimbursement
Employment contract may provide the benefit of a moving expense reimbursement payment.
Contact payroll liaison/administrator for the processing of this one-time payment in time collection.
The university has an accountable plan and original itemized receipts are required. Credit card charge slips are not acceptable.
Employee must substantiate all expenses within 60 days of incurring the expense.
Eligibility Test
Time: Employee must work full time for 39 weeks or one Academic Year after the move.
Distance: New job location must be at least 50 miles farther from former home than old job location was from former home. For example, if old job location was 15 miles from former home, new job location must be as least 65 miles from former home.

9. Moving Expense Reimbursement cont’d
Non-Taxable Items (MVN)
Travel reimbursement is for the most direct route only, no sight seeing or visiting relatives. Mileage can be reimbursed at the IRS rate of $0.18 a mile.
Lodging during the trip.
Non-Taxable payments are recorded in W-2 Box 12 with “P” code.
Household goods and personal effects can include lab equipment and/or resource materials only if campus policy provides this option.
Taxable Items (MVT)
Meals
Additional unsubstantiated lump sum payments.
Mileage reimbursement in excess of IRS rate $0.18 a mile.
Expenses for buying or selling a home.
Pre-move house hunting expenses.

10. Moving Expense Reimbursement cont’d
Taxable reimbursement is taxed at the supplemental rates of federal 25% and Colorado 4.3%.
Payments are reported on W-2 income boxes 1, 3, 5, and 16.
No retirement deductions are taken.
Use the PBS Moving Expenses Non-Taxable and Taxable 2006 worksheets listed on the PBS website to classify and total reimbursement items. See Web Resources for forms link.
Taxpayers are to complete IRS form #3903, Moving Expenses (See IRS Publication #521).

11. Additional Information
W-2 and 1042-S tax forms are mailed to employee’s mailing address in HRMS.
Confirm this address is accurate on your pay advice (address at the bottom) to prevent delay in delivery at end of tax year.
Contact payroll liaison/administrator to update.
All overpays are legally required to be recovered.
Additional federal/state taxes can be withheld at a flat dollar rate.
Vacation leave is not provided for academic year contract faculty.
Check the Faculty Handbook and contact your department for policies and procedures for sick leave usage.
Contact PBS immediately if the security of your financial data has been compromised.

12. Web Resources PBS Home Page: http://www.cu.edu/pbs/
New Employee Tool Box:
2006 Employee Payroll Due Date Schedule:
Forms-Payroll:
CU Faculty Handbook:
IRS Home Page:
Forms and Publications:
Social Security Administration:

13. Contact PBS Faculty – Fair 2006-2007
Denver Downtown Thursday August 17, 2006
NC 340
Boulder Thursday August 24, 2006
Coors Event #3
Payroll & Benefit Services
University of Colorado
3100 Marine Street, 6th Floor
575 SYS
Boulder, CO
Phone:
Toll free:
Fax:
Customer Service Office Hours
Monday – Friday
8:00 a.m. – 5:00 p.m.
Professional Resources. Quality Service. Educated Decisions.