1. Payroll FAQ & Roundtable Presented by: HRS Payroll Staff January 7, 2011 Professional Development Institute Session

2. Agenda Introductions – Payroll Staff and Attendees Frequently Asked General Questions Break out groups – Faculty & Admin Professional FAQ State Classified FAQ Grad, Vet Residents & Fellowship Grant Trainees FAQ Hourly – State Classified, Student & Non-Student FAQ

3. Payroll Processing Cycle

6. Special Payment Fees Occasionally, departments ask the Payroll Office to issue payments to employees outside of the scheduled pay dates (special payments). These special payments require the manual processing of an off-cycle payroll run and are labor intensive and expensive to produce. Human Resource Services is required to focus on its primary functions and to eliminate or reduce non-essential functions. Starting August 1, 2009, a fee of $25 is assessed for each special check requested by a department after 10 such checks have been issued within any given fiscal year.

7. Requesting a Special Payment To request a special payment send an e-mail to hrs_payroll@mail.colostate.edu with the following information: hrs_payroll@mail.colostate.edu ◦ Department payroll liaison name & phone number ◦ Department name and number ◦ Account number to assess the $25 fee against ◦ Reason a special payment is being requested ◦ For each employee who is to receive a special payment:  Employee’s full name as it appears in the personnel/payroll system  Employee assignment number  Employee type (i.e., student hourly, state classified, faculty) For payments to hourly employees, attach a scanned copy of the completed timecard. For payments to salaried employees, provide the dates the requested special check covers.

8. Supplemental Pay Supplemental pay, as defined in D.7.2 of the Academic Faculty/Administrative Professional Staff Manual, is additional pay for work done beyond that normally expected under the individual’s appointment. Except in extraordinary situations, all Supplemental Pay requests must be approved by the cognizant department head/director and dean, as appropriate, and Provost/vice president before the activity commences. Payment requires the approval of the individual’s department head/director, dean, as appropriate, and Provost/vice president prior to being submitted to the President for final approval. Up to 20% of the 9-month base, or a maximum of $12,000 (which ever is the greater) may be earned as Supplemental Pay during any fiscal year. Supplemental payments of less than $100 will not be approved. Supplemental Pay is administered by the Office of the Provost. Forms Forms are posted on the Provost's website.Provost's website

9. State Classified Personnel & Supplemental Pay HUMAN RESOURCE SERVICES MANUAL Section 3: State Classified Personnel Page: 3-9 Compensation of State Classified Employees 8. Supplemental Pay The use of supplemental pay requires prior authorization from the Director of Human Resources. Supplemental Pay is a non-base building temporary form of payment in additional to base pay that may be used when: ◦ an employee assumes the full set of duties of a higher-level position that is vacant or the incumbent is on extended leave for a period of one to six months (i.e., acting/interim appointment) ◦ an employee is assigned to a long-term project that is not an expected or customary part of the employee’s regular assignment and is critical to the mission and operations of the University. ◦ Supplemental Pay may not be used to substitute for a promotional or position classification review process. ◦ Likewise, employees who are eligible for overtime and who are performing additional temporary duties that are similar to their regular assignment are entitled to overtime payment for any hours in excess of 40 in a given work week and cannot be paid supplemental pay in lieu of overtime. http://admin.colostate.edu/pdfs/operating-procedures.pdf

10. Awards All awards require a written statement signed by the appropriate college dean or vice president and documenting the purpose of the award, criteria for eligibility, and selection procedures. All awards (except token awards) to employees (including students) constitute taxable wages subject to applicable tax and reporting requirements. This requirement applies even if the student's University employment is unrelated to the award. Cash awards must be for the stated award amount and may not be increased to offset the effect of required withholding Financial Policy & Procedure Instructions Manual, FPI D-6 Payments to Students

11. Award Procedures All award payments are issued through payroll, including non-employee payments. An email or written request is acceptable, it should contain the following information: ◦ Formal name of the Award ◦ Acct # to be charge ◦ Name of Recipient ◦ Amount of Award ◦ Oracle Assignment # ◦ How should payment be processed:  Added to next standard payroll  Manual check and the date needed ◦ Contact name if questions or for check delivery If the award is to be a separate check, it will be taxed at the applicable Federal and State supplemental tax rates (current – Federal 25%, Colorado 4.63%). If the award is for a non-employee a completed IRS form W9 must be submitted with the request for payment.

12. HRS – Payroll Processing Staff State Classified Elaine O'Riordan, 491-4972 Elaine O'Riordan Hourly Nilia Walter, 491-4973 Nilia Walter Faculty/AP (A-K), Post Docs Carol Breuer, 491-4968 Carol Breuer Faculty /AP (L-Z), Post Docs Pat Key, 491-0452 Pat Key Grad, Vet Residents & Fellowship Grant Trainees Kris DeQuasie, 491-4974 Kris DeQuasie

13. HRS – Payroll Staff W4 & Direct Deposits Forms, Employment Verifications, General Accounting Tech Kathy Greiner, 491-0538 Kathy Greiner Bank Liaison, Tax Accounting Tech Vivian Maxwell, 491-5852 Vivian Maxwell Asst. Mgr, Redistributions, Certification Reports Vickie Schultz, 491-4969 Vickie Schultz Payroll Manager Joanne Robel, 491-5853 Joanne Robel

14. Communication Mailing Lists Hourly Payroll Information:prtime Oracle Information (including Payroll notices):oracle_hrms_users www.acns.colostate.edu www.acns.colostate.edu follow the instructions for subscribing Human Resource Services – Updated website http://www.hrs.colostate.edu/ HRS/Payroll – Payroll/Department/College meetings & discussions can be setup upon request

15. Questions?