Director of Payroll
Assistant Director of Payroll
8:00 am -- 5:00 pm
Mail Box # 11
Fax: 508 854-4208
Payroll Home Page
Compensation for 01 Payroll
|IMPORTANT PAYROLL DATES
|All RTEs and 03 new employee paperwork must be received in the payroll office by the employee's first day of employment. Employee information cannot be added to the attendance database until all paperwork is received, therefore, the employee will not be able to record their attendance on our EZ Labor or Kronos systems. The Payroll Office no longer accepts paper timesheets for 03 employees.
RTEs must be received in the Payroll Office by 12/11/13 to be included in the 12/20/13 or 1/03/14 pay dates.
Supervisors - All 01 and 03 attendance timesheets must be approved and received in the payroll office, by 9:00am each Friday. *(see HOLIDAY below)
Employees - Please check with your supervisor for your timesheet submittal deadline within your department.
Due to the Winter Closing from 12/25/13-1/1/14, we are requesting all 01 & 03 timesheets for weeks ending 12/21 and 12/28 be submitted and approved by 9:00am on Wednesday 12/18/13.
We realize it may be necessary to anticipate hours for some employees. Please monitor this carefully so proper adjustments can be made on the next payroll if necessary.
December paydates are 12/06 and 12/20
Remaining pay dates for Adjunct Faculty for Fall 2013 are:
|Instructions for Reporting Bank Time Used
For 01 Employees using Kronos
If banked time is being used during the Winter Closing, it would be entered the same as any other leave time, using the Pay Code of "BT Used".
New MassHR Employee Self-Service Features Now Available!
Employee Self-Service is now available for you to view and update certain personal and payroll-related information!
-View/update personal information
-Home and mailing address
-View and print pay advice
-View/add/update direct deposit
-Go Green by choosing to receive an electronic copy of your direct deposit pay advice
The MassHR homepage can be found at (www.mass.gov/masshr)
Login ID and Password
The Employee Self-Service login ID will be your Employee ID and your default password is your Employee ID + the last 4 digits of your Social Security Number. When you log in for the first time, you will be prompted to change your password and select the security questions you will be asked if you need to re-set your password.
Job Aids and Online Learning Videos
Job Aids are available online. They provide click-by-click guidance for using Employee Self-Service. Online learning videos are available to assist employees who are new to self-service. The online learning videos provide an overview of system navigation and features.
Our HR/Payroll office is your first point of contact for questions related to payroll and personal information, as well as assist you with if necessary.
In order to receive important Employee Self-Service notices, such as information about password re-sets, employees must have an email address in the system. We ask that you follow the steps below to confirm your email is accurate in the system.
Follow these steps to view and update an email address:
-Navigate to the MassHR homepage (www.mass.gov/masshr).
-Click the “Employee Self-Service” link.
-Log in with your Employee ID and password.
-Click “My System Profile” in the menu on the left and you will arrive at the General Profile
-Review the “Primary Email Account” email address for accuracy and make updates, if necessary, in
Email Address” text box.
Please review your Home Address which is printed on your pay advice. This is the Home Address where your 2013 W-2 will be mailed. If not correct, please update your Home Address by logging into Self-Service eProfile www.mass.gov/MassHR or by submitting your correct Home Address to Human Resources or Payroll.
Retain final pay advice for 2013
It is important that you retain your final pay advice for 2013(dated 12/20/13) as it will contain year-to-date totals that may be helpful in preparing your 2013 tax return. Please check with your tax specialist for information regarding YTD totals needed that are not found on Form W-2.
For 01 Non-Unit Professional Employees:
Per Chapter VIII, Section 8.02C of the Board of Higher Education Community College Non-Unit Professionals Personnel Policies Handbook: "Unused vacation leave in excess of four hundred and eigthy (480) vacation hours (sixty-four (64) days) shall be converted to sick leave at the end of each calendar year."
Please check your most recent pay advice for your current vacation balance to see if you are in jeopardy of having vacation hours converted to sick hours and plan accordingly to avoid this action.
Employees with an Exempt status on Form W4
In order to continue your EXEMPT status, the IRS requires employees to file a new W4 by 2/15/14.
We are required to withhold taxes at the single-0 rate if a new W4 is not received by February 15th.
Paid Holidays for 03 Employees
Part time staff are eligible for 20 "holiday hours" per fiscal year, after 6 months of continuous service. These "holiday hours" can be utilized in 4 hour increments and only if the employee is regularly scheduled to work on any of the following legal holidays:
New Year's Day
Martin Luther King Day
It is extremely important that holiday hours are reported correctly in the EZ Labor System. You must select the "HOLIDAY" code in the Earnings Code column located to the left of the Cost Center on the timesheet.
|It is very important that all employees review their pay advice(s) each pay period. Although we strive for 100% accuracy, there is always the possibility of an error either within or beyond our control. Please notify the Payroll Office as soon as possible, if you suspect any type of discrepancy on your pay advice.
For 03 Supervisors:
Due to the increase in the amount of email adjustments that Payroll is receiving after the pay period is locked, we can not guarantee that these adjustments will be included in the employees earning for that pay period. This only applies to the second week of the pay period.
We need your help, as supervisors, to stress to your employees the importance of entering their hours in the appropriate payroll system (EZ Labor or Kronos), on time each week so that you can approve their attendance before the payroll is locked.
If any of your employees need training or assistance in entering their attendance, please have them contact Kathy Uribe or Juliana Esposito and they will be happy to set-up a time to meet with them.
Prior Period Adjustments for 03 Employees
If a prior period adjustment is necessary the supervisor must send an email to firstname.lastname@example.org and cc email@example.com requesting the employee to be paid. This email must include:
a. Employee's Name
b. Employee's Emplid
c. Cost Center Number
d. Title Number
e. Dates Worked
f. In Time and Out Time for each date worked
g. Total number of hour worked for each date
h. Supervisor's Approval
It is not necessary to wait until Friday to send prior period adjustments. The email should be sent as soon as you know an adjustment is needed.
Direct Deposits for New Hires
If you recently submitted a Direct Deposit form as part of your new hire paperwork, please be aware there is a pre-note period before the direct deposit is activated. In most cases your first pay received will be in the form of a check and by the second paydate your funds will be direct deposited.
It is important that you verify that funds were deposited into your bank account before authorizing any withdrawals such as checks, automatic payments or transfers.
Please see the "Procedure for Distribution of Pay checks/advices" section of this newsletter for information regarding receiving your paycheck without delay.
The biweekly printing of pay advices are suppressed for all new hires. When your direct deposit is activated, your pay advice can be viewed or printed via the PayInfo Website, please see "PAYINFO INSTRUCTIONS" under the "Reminders" section of this newsletter. If you do not know your User ID, please contact the Payroll Office.
Procedure for Distribution of Pay checks/advices
All pay advices will be mailed directly to each staff member's currently listed home mailing address on paydays.
For those few employees that do not have direct deposit, pay checks will be made available and held in the Business Office until 2:30 PM on paydays prior to being mailed. Exceptions to this availability will be paydays falling on or during holiday periods. On these paydays, all checks will be mailed along with all pay advices. If checks will be first made available prior to mailing during any holiday periods, a notice to that effect will be sent to the campus from payroll prior to the holiday or holiday period.
Be sure to bring your Photo ID if you are picking up your pay check!
The Office of the Comptroller has developed a web-based application that allows employees paid by HRCMS (bi-weekly payroll) to access payroll remittance advice through the Internet at your convenience. You'll find that the payroll information is actually available on the Thursday the day prior to your payday!
To access PayInfo, go to www.payinfo.state.ma.us. The User ID is your unique employee ID, found on your HRCMS payroll remittance advice. The default password is your employee ID followed by the last 4 digits of your social security number. The system will then prompt you to change your password.
Remember, if you choose to print your PayInfo payroll remittance advice at the Office, your information will be at the printer until you pick it up. I hope you will find this web site a useful benefit.
If you have been taking advantage of the opportunity to view your pay advice via PayInfo, please consider taking a positive step to the next level, by eliminating the printing and mailing of a copy of your pay advice each pay period. By doing so, you will be helping QCC by saving the cost of postage and helping the earth by saving trees.
All you need to do is log onto the PayInfo website at https://www.payinfo.state.ma.us/PayInfo/Login.asp
Select the "Go Paperless" button which will automatically turn off the printing of the paper pay advice starting with the next pay period.
Of course, if there is ever a need for a paper copy of your advice, you can always print one from your computer or request one from Payroll and we will be happy to provide it for you.
03 Payroll Processing
As of January 1, 2009 all 03 payroll is processed biweekly on the State's HRCMS system.
If you work multiple jobs here at QCC, or if you are also employed at another Commonwealth agency, you will receive multiple checks or pay advices from HRCMS. Tax withholding and direct deposit information in HRCMS applies to ALL positions held within the State payroll system.
If you have elected to have an additional amount withheld for your federal and/or state taxes, or if you have multiple accounts for your direct deposit, we encourage you to contact the payroll office to discuss how your pay will be impacted by this change.
If you are an 03 supervisor entering time for your employees via EZ Labor, please be sure to keep copies of the employees' signed timesheets in your office for a period of no less than 7 years in accordance with the Office of the State Comptroller's policy on Payroll Record Retention.
If your 03 employees are entering their own time and you have eliminated the use of paper timesheets, the software keeps an electronic record of the employees' submission, therefore, it is not necessary to have a signed timesheet on file.
When it becomes necessary to amend an RTE, please remember to use the back of the new RTE form. If you need to amend an RTE that was completed on the old form, please ask Human Resources for an amendment sheet to attach to the old form.
01 Additional Compensation Forms
Please be sure to include the Employee # on all Additional Compensation forms for the 01 payroll. Your Employee # can be found on your pay advice or supervisors can request a list of their employees' from the payroll office.
For the purpose of this newsletter:
01 payroll refers to full-time benefitted employees.
03 payroll refers to part-time non-benefitted employees.
In accordance with this year's strategic
initiative to optimize the use of technology for improved and cost effective
communication, this notice is being sent via email as the best means for
information sharing with students, faculty and staff. To ensure that payroll
announcements reach all impacted individuals, we ask that supervisors
request a QCC email account for all part-time 03 employees. The form is
available electronically from the QCC home page and can be found under
frequently used forms. Please contact Network Services if you have questions
regarding it's submission.