Quinsigamond Community College
PAYROLL NEWSLETTER
Volume 1, Issue 1 February 2012
Staff           
Peggy Tata,
Director of Payroll
Phone:  x4304
 ptata@qcc.mass.edu

Kathy Uribe,
Assistant Director of Payroll
Phone:  x4401
 kuribe@qcc.mass.edu

Carole Coakley
Phone:  x2756
 ccoakley@qcc.mass.edu

Juliana Esposito
Phone: x4276
 jesposito@qcc.mass.edu

 

Hours         
Monday--Friday
8:00 am -- 5:00 pm

Room B07A
Mail Box # 11
Fax: 508 854-4208

Links         
Payroll Home Page
QCC Intranet

Pay Info  
 http://www.payinfo.state.ma.us

Additional
Compensation for 01 Payroll
IMPORTANT PAYROLL DATES
All RTE's 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 system. The Payroll Office no longer accepts paper timesheets for 03 employees.

RTEs must be received in the Payroll Office by 2/8/12 to be included in the 2/17/12 pay date.
RTEs must be received in the Payroll Office by 2/22/12 to be included in the 3/2/12 pay date.

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.

*HOLIDAY:
Due to the Presidents' Day Holiday on 2/20/12, we are requesting all 01 & 03 timesheets for week ending 2/18/12 be submitted and approved by 9:00am on Thursday 2/16/12.

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.

February paydates are 2/3 and 2/17.

Pay dates for Adjunct Faculty for Intersession are:
1/20/12
2/3/12

Pay dates for Adjunct Faculty for Spring are:
2/17/12
3/2/12
3/16/12
3/30/12
4/13/12
4/27/12
5/11/12
5/25/12
NEW ITEMS
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 2/14/12.
We are required to withhold taxes at the single-0 rate if a new W4 is not received by February 14th.

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" under the "Reminders" 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.

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.
REMINDERS
W-2 Distribution
Tax Year 2011 W-2 Forms for employees, along with the "Comptroller's W-2 Form Instructional Brochure," were mailed to each employee's home address on or before January 31, 2012.

An employee informational W-2 (not to be submitted to the IRS) is available on PayInfo when W-2 forms. This will be a convenience for employee reference.

Retain final pay advice for 2011
It is important that you retain your final pay advice for 2011 (dated 12/23/11) as it will contain year-to-date totals that may be helpful in preparing your 2011 tax return. Please check with your tax specialist for information regarding YTD totals needed that are not found on Form W-2.
Reminder: Year-end earning balances on the pay stub may not match the W-2 values. Non-taxable earnings are included on the pay stub but excluded from taxable earnings. Only earnings subject to income taxes will be reported on the w-2.

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 Employees and Supervisors:
When entering snow time via the EZ Labor Manager System, please use the Earnings Code of Snow on your electronic time sheet. This is done by clicking on the look-up button in the Earnings Code Column on your time sheet and choosing Snow. Eligibility for snow time for 03 employees is as follows, per the August 2, 2007 Memorandum from President Carberry:
"Part time staff will be eligible for paid snow days after six months of continuous service. On those days when the College is closed due to inclement weather, the employee would only receive his or her normal per diem compensation, and only if the employee was scheduled to work on the day in question.** This provision does not apply to adjunct faculty.

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" under the "Reminders" 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.

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.

PAYINFO INSTRUCTIONS
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.

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 at the campus switchboard 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 at the switchboard!



Go Paperless
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.

Prior Period Adjustments for 03 Employees
If a prior period adjustment is necessary the supervisor must send an email to jismail@qcc.mass.edu and cc kuribe@qcc.mass.edu 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.

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.


03 Supervisors
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.

RTE INFORMATION
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.

Clarification
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.