Help payroll team by turning in timesheets on time

Attention employees and supervisors!

We all appreciate the great work of our payroll team here in HR.  Please help us help them by turning your timesheets in on time.

While most of us are great about getting timesheets turned in on time, our payroll team spends still spends way too much time correcting timesheets that have been turned in without complete and accurate data, and chasing timesheets that have not been turned in at all.  Last pay date alone, we sent out over 40 emails trying to get timesheets submitted so that we could process payroll.

Please help us by taking the time to complete, review and approve timesheets within provided timelines.  Consider adding a reminder appointment in your calendar if that might help.  Call us if you have questions about how to complete your timesheet.  We are here to help!

 

Raider Salute for W-2s!

Did you know that over 2,600 printed W-2 tax forms were mailed during the polar vortex? All thanks to the extra efforts from Becky Bailey, Mary Jo Chisholm, Dan Guajardo, Mansfield Matthewson, and Tom and Melissa Stasiak! They stuffed envelopes at home, drove to campus to mail them, and submitted our numbers to the IRS! And even though the US post office was closed, our GRCC mail room still kept us in compliance for our January 31 mail-by date.

THANK YOU for all your efforts, and we’re glad you all stayed safe, despite all the work you were able to accomplish!

Raider Salute for Polar Vortex Payroll efforts

A Raider Salute from Stacia Barczak in Student Success and Retention:

I’d love to give a Raider Salute to our Payroll team, including Becky Bailey, Jennifer Kelly, and Rachel Paulucci (and anyone else who may be pitching in during this crunch), for stepping up to get us all paid on time and correctly post-shutdown. Payroll processing is already intricate and involved with tight timelines. This has obviously been heightened by an unexpected week of closure. Thanks every pay period for getting us paid but extra big thanks this week!

2018 Year End Payroll Information for GRCC Employees

2018 W-2 Availability

  • Electronic W-2’s will be made available to employees who have given consent by January 15, 2019.
  • Paper W-2’s will be mailed to employees who have not given consent to receive them electronically on January 31, 2019. Paper W-2’s will not be available for pick up in Human Resources.

Verify Your Personal Information

  • Verify your personal information through GRCC self-service by following the instructions found on the Human Resources Year End page. Any personal information changes should be emailed to Human Resources at hr@grcc.edu no later than January 4, 2019 to be reflected on your 2018 W-2.

Update your Tax Withholding Forms

  • Complete new city tax form(s) if you moved in or out of the cities of Grand Rapids or Walker.
  • New 2019 tax forms should be completed if your filing status or exemption allowances have changed.
  • If you are currently claiming exempt, to not have any withholding for Federal or State taxes, you are required to complete a new 2019 W-4 no later than February 1, 2019.
  • 2019 tax forms will be available in January on the Payroll web page.

1095-C Tax Form

  • All benefited employees will receive a tax form 1095-C from Next Generation Enrollment (NGE) in the mail. The form contains information regarding Employer-Provided Health Insurance Offer and Coverage that you may need to report as part of your 2018 tax return.

For Informational Purposes Only

  • The 2019 Social Security tax rate is schedule to remain 6.2%, and the Medicare tax rate remains 1.45%.
  • The 2019 social security wage base will increase to $132,900.00.
  • The 2019 limitation for elective deferrals under a 403(b) or 457(b) will increase to $19,000 and the additional catch up provision for individuals age 50 and over will remain $6,000.00.

Important 2018 Year End Payroll Information

2018 W-2 Availability

  • Electronic W-2’s will be made available to employees who have given consent by January 15, 2019.
  • Paper W-2’s will be mailed to employees who have not given consent to receive them electronically on January 31, 2019. Paper W-2’s will not be available for pick up in Human Resources.

Verify Your Personal Information

  • Verify your personal information through GRCC self-service by following the instructions found on the Human Resources Year End page. Any personal information changes should be emailed to Human Resources at hr@grcc.edu no later than January 4, 2019 to be reflected on your 2018 W-2.

Update your Tax Withholding Forms

  • Complete new city tax form(s) if you moved in or out of the cities of Grand Rapids or Walker.
  • New 2019 tax forms should be completed if your filing status or exemption allowances have changed.
  • If you are currently claiming exempt, to not have any withholding for Federal or State taxes, you are required to complete a new 2019 W-4 no later than February 1, 2019.
  • 2019 tax forms will be available in January on the Payroll web page.

1095-C Tax Form

  • All benefited employees will receive a tax form 1095-C from Next Generation Enrollment (NGE) in the mail. The form contains information regarding Employer-Provided Health Insurance Offer and Coverage that you may need to report as part of your 2018 tax return.

For Informational Purposes Only

  • The 2019 Social Security tax rate is schedule to remain 6.2%, and the Medicare tax rate remains 1.45%.
  • The 2019 social security wage base will increase to $132,900.00.
  • The 2019 limitation for elective deferrals under a 403(b) or 457(b) will increase to $19,000 and the additional catch up provision for individuals age 50 and over will remain $6,000.00.

Delegating a backup supervisor for time sheets and LOA’s in ImageNow

With the holiday season comes the necessity for delegating backup supervisors to approve time sheets and LOA’s while you take some well deserved time off. The Information Technology department has now made it easier for you to add individuals as backups to your supervisor queue!

Simply follow the instructions below to prepare for your time off, provided by our knowledge base (now available off campus!)

  1. Log into the Online Center
  2. Navigate to the Supervisor Self Service home page using the drop-down at the top of the page
  3. Click on the Supervisor Backup Delegation panel
  4. Enter in the Employee ID number of the person you would like to have access to your queue or click on the magnifying glass to search by first and last name
  5. You can add multiple people if desired
  6. Select the beginning and end date for the access
  7. Click Save

As always, if you have any questions or would like assistance with this process, please give the IT Support Desk a call at 616-234-4357.

 

Online Center has new pdf check stubs available

The payroll department is happy to announce that a new pdf check stub is available with the latest PeopleSoft upgrade.

The new pay stub will be available for viewing each Thursday before the pay date.

In addition to easier printing, the new functionality will offer the following:

  • Masked direct deposit account numbers
  • Leave bank balances will be viewable on each pay stub with more detail
  • Access to view from cell phone

Important note for non-exempt (hourly) employees: In an effort to improve the compensatory time leave bank view, accrued comp time hours will now be added during payroll processing and available for view on your pay stub under the earn code “CTA.”

More information can be found on the payroll web page.

New pdf check stubs available in PeopleSoft

The payroll department is happy to announce that a new pdf check stub is available with the latest PeopleSoft upgrade.

The new pay stub will be available for viewing each Thursday before the pay date.

In addition to easier printing, the new functionality will offer the following:

  • Masked direct deposit account numbers
  • Leave bank balances will be viewable on each pay stub with more detail
  • Access to view from cell phone

Important note for non-exempt (hourly) employees: In an effort to improve the compensatory time leave bank view, accrued comp time hours will now be added during payroll processing and available for view on your pay stub under the earn code “CTA.”

More information can be found on the payroll web page.

Important 2017 year-end payroll information

2017 W-2 Availability

  • Electronic W-2’s will be made available to employees who have given consent by January 12, 2018.
  • Paper W-2’s will be mailed to employees who have not given consent to receive them electronically on January 31, 2018. Paper W-2’s will not be available for pick up in Human Resources.

 Verify Your Personal Information

Update your Tax Withholding Forms

  • Complete new city tax form(s) if you moved in or out of the cities of Grand Rapids or Walker.
  • New 2018 tax forms should be completed if your filing status or exemption allowances have changed.
  • If you are currently claiming exempt, to not have any withholding for Federal or State taxes, you are required to complete a new 2018 W-4 no later than February 1, 2018.
  • 2018 tax forms will be available in January on the payroll web page at http://www.grcc.edu/humanresources/forms/payrolforms.

Print a copy of your December 29, 2017 pay stub with year to date information

  • If you would like a copy of your last 2017 pay stub with year to date information, please be sure to print it no later than Thursday, January 4, 2018. Year to date information will only be available on your last pay stub of 2017, until we process the first check of 2018. 

1095-C Tax Form

  • All benefited employees will receive a tax form 1095-C from Next Generation Enrollment (NGE) in the mail. The form contains information regarding Employer-Provided Health Insurance Offer and Coverage that you may need to report as part of your 2017 tax return.

For Informational Purposes Only 

  • The 2018 Social Security tax rate is schedule to remain 6.2%, and the Medicare tax rate remains 1.45%.
  • The 2018 social security wage base will increase to $128,700.00.
  • The 2018 limitation for elective deferrals under a 403(b) or 457(b) will increase to $18,500 and the additional catch up provision for individuals age 50 and over will remain $6,000.00.

Important news from Payroll

Do you want to get your W-2 early?

Employees who give consent to receive their W-2 electronically get their W-2 two weeks early. To take advantage up this opportunity go to our webpage and follow the instructions to give consent.

Vacation bank carry over reminders

Employees are encouraged to review their employee contract or handbook regarding vacation leave carry overs to determine if leave time needs to be used by December 31 and to avoid losing vacation hours.

APSS, Campus Police and Meet & Confer employees wishing to have their vacation carry over rolled over into their sick bank, need to send an email to Becky Bailey at bbailey@grcc.edu by December 31.

Please contact the payroll department if you have any questions regarding your vacation bank carry over limitations.

Timesheets tips for the holidays

The holidays are approaching and payroll can use your help with following:

  • We will be asking for timesheets early for the December 1 and December 29 pay dates. Timesheets for the January 12 pay date will be due on Wednesday, January 3. Watch for emails with more information.
  • If you are going to be gone on a timesheet due date, please remember to submit your timesheet before you leave.
  • Supervisors, please remember to designate a backup to approve your employees timesheets if you are going to be away from the office. Simply email IT Help with the name of your temporary replacement and the date range they will be covering for you.

Payroll improvements and National Payroll Week survey feedback

Thank you to all those who completed Human Resources’ National Payroll Week survey. The feedback you provided was very helpful in making sure we are providing you with useful information that is easily obtained. We hope the following provides answers to some of the comments or suggestions we received:

Holiday Schedule

The 2016-17 Holiday Schedule is now available on our webpage.

Printing Pay Advices

We are currently researching new functionality, and hope to provide an easier print option in 2017.

YTD Totals and Leave Bank Balances

These balances are only available on current pay advice documents, because our payroll software does not store historical balance data with each paycheck. We are constantly monitoring improvements and new functionality and would enable this feature should it be delivered in a subsequent release.

Meanwhile, we recommend saving a copy of your pay advice after each period if you wish to track YTD totals and Leave Bank balances from previous pay periods.

Webpage improvements

A clearer list of deductions and earn codes can be found  on the payroll webpage under the “Understanding Your Paycheck” category on the right.

We will continue to look for ways to improve our webpage, and hope to provide easier accessibility to forms and a page dedicated to retirement information in 2017.

Timing of Adjunct & Overload checks

It is our always our goal to pay adjunct and overload classes as close to the start of the semester as possible, according to the college’s payroll schedule, on the 1st available pay date following count date.

For example, the first date of classes for the fall 2016 semester was on August 29, and the first pay was on September 23rd which covered the pay period of August 29th through September 11th, making the first pay timely. Unfortunately, this is not always the case as the first date of classes can change from semester to semester, not allowing for enough processing time.

Important 2016 year-end payroll information

2016 W-2 Availability

  •  Electronic W-2’s will be made available to employees who have given consent by January 17, 2017
  • Paper W-2’s will be mailed to employees who have not given consent to receive them electronically on January 31, 2017. Paper W-2’s will not be available for pick up in Human Resources.

 Verify Your Personal Information

Update your Tax Withholding Forms

  • Complete new city tax form(s) if you moved in or out of the cities of Grand Rapids or Walker.
  • New 2017 tax forms should be completed if your filing status or exemption allowances have changed.
  • If you are currently claiming exempt, to not have any withholding for Federal or State taxes, you are required to complete a new 2017 W-4 no later than February 1, 2017.
  • 2017 tax forms will be available in January on the payroll web page at http://www.grcc.edu/humanresources/payroll/forms

Print a copy of your December 30, 2016 pay stub with year to date information

  • If you would like a copy of your last 2016 pay stub with year to date information, please be sure to print it no later than Thursday, January 5, 2017. Year to date information will only be available on your last pay stub of 2016, until we process the first check of 2017.

 1095-C Tax Form

  • All benefited employees will receive a tax form 1095-C from Next Generation Enrollment (NGE) in the mail. The form contains information regarding Employer-Provided Health Insurance Offer and Coverage that you may need to report as part of your 2016 tax return.

For Informational Purposes Only

  •  The 2017 Social Security tax rate is schedule to remain 6.2%, and the Medicare tax rate remains 1.45%.
  • The 2017 social security wage base will increase to $127,200.00.
  • The 2017 limitation for elective deferrals under a 403(b) or 457(b) will remain at $18,000 and the additional catch up provision for individuals age 50 and over will remain $6,000.00

Celebrate National Payroll Week with us

Please join Human Resources for an open house on Friday, September 9th. We will be hosting two Open Houses from 6:00 – 7:30 AM and 2:00 – 3:30 PM, with “pay day” treats for you!

Don’t forget to complete our Payroll Survey at https://www.surveymonkey.com/r/92P7CG7, for an opportunity to win Campus Dining Gift Certificates. Winners will be announced in the GRCC Today on Monday, September 12th.

National Payroll Week starts September 6

Human Resources will be celebrating National Payroll Week Tuesday, September 6th through Friday September 9th.

A short survey was created for all employees at GRCC, in celebration of National Payroll Week, and is completely voluntary. The link to the survey is https://www.surveymonkey.com/r/92P7CG7.

Our intent is to gather information so we can better serve you. Your feedback is appreciated.

By completing the survey, you have the opportunity to win a $10 campus dining gift certificate! Please take a few minutes now to complete the survey.