Welcome to. Payroll Training for UNLV STAFF UNLV. Presented by: Mary Jimenez Green. Controller s Office. University of Nevada Las Vegas

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1 Welcome to Payroll Training for UNLV STAFF Presented by: Mary Jimenez Green

2 Payroll Team Mary Jimenez Green Manager Cynthia Reynolds Supervisor Shyla McLaughlin Processes classified payroll, PERS, and other deductions ( ) Kathy Lewis Processes graduate assistant and special pays payrolls ( ) Vacant Processes student and work study payrolls ( ) Michelle Ommen Processes T&M bi-weekly and CCSN Student payrolls ( ) Francisco Orozco Processes professional and letters of appointment payroll ( )

3 Topics to be Discussed Payroll Team Payroll Website Paydays Document Submission Payroll forms Application for Lost or Stolen Check, Address Change Form, Cancellation of Misc. Deduction, Direct Deposit Form, W-4, W-2 and W-5 Payroll Deductions How to Void a Previously Issued Check How to Deal with an Overpayment to an Employee Payroll Correction Forms HRMS Print Screens Employee Self-Serve Nonresident Alien Tax Issues Useful Links Questions

4 Payroll Web Site:

5 Paydays Classified Staff Paid on the 10th and 25th of each month Letter of Appointment Paid on the last day of each month Faculty/Professional Paid on the last day of each month Student/Casual Labor Paid on the 10th and 25th of each month In the event that a pay date falls on a weekend or holiday, pay distribution will be made on the last business day before. For example: January 25 is a Saturday. All Classified Staff and Students will be paid on Friday, January 24.

6 Document Submission Classified Staff Employment documents are due in HR by 9:00 a.m. - on the 25th for the following month's 10th pay period - on the 10th for that month's 25th pay period Overtime and Payroll Adjustments are due in Payroll by 9:00 am: - on the 25th for the following month's 10th pay period - on the 10th for that month's 25th pay period Letter of Appointment LOA documents are due in the HR office by 9:00 am: - on the 10th for that end-of-month payment Faculty/Professional Professional LOA documents are due in the HR office by 9:00 am: - on the 10th for that end-of-month payment Student/Casual Labor Time Sheets are due in Student Services by 9:00 am and Payroll by 1:00 pm: - on the 25th for the following month's 10th pay period - on the 10th for that month's 25th pay period Student Wages and Employment Documents are due in Student Services by 9:00 am: - one day before Time Sheets are due (note each timesheet date may change monthly) In the event that a submission date falls on a weekend or holiday, deadlines will be moved to the last business day before. For example: January 25 is a Saturday. Classified O/T and adjustments will be due on Friday, January 24

7 Payroll Forms Application for Lost or Stolen Check If you believe that a payroll check issued to you has been lost or stolen, you would use this form to initiate a stop payment. Address Change Form Your address is maintained by the UNLV Human Resource department. In order to change Employee, Work, or Emergency Information you must complete and submit a Personal Data Sheet or you may update information online through the Employee Self-Serve System (EQUUS). Cancellation of a Miscellaneous Deduction If you placed a deduction on your paycheck, you may request to cancel that deduction by submitting this form to our office. Direct Deposit Direct Deposit is a safe, reliable and convenient way to deposit your paycheck directly into your personal bank account. And signing up is easy. W2 IRS Form W2 is a statement from your employer of how much money you have earned, and how much Federal, State, Local, Social Security and Medicare taxes have been deducted on your behalf. W4 IRS Form W4 determines how much tax should be withheld from your Federal income tax. W5 You would use Form W5 if you are eligible to get part of the Earned Income Credit in advance with your pay, and you choose to do so.

8 Application for Lost or Stolen Check If you believe that a payroll check issued to you has been lost or stolen, you would use this form to initiate a stop payment. All efforts should be made to locate this check before your request is submitted: Once the stop is placed, the check becomes VOID. The check cannot be cashed and must be returned to the Payroll office if received after the stop payment is issued. A replacement check will be issued in 7-10 working days. Form Instructions Complete the following: - Your Name - Social Security Number - Phone Number - Check Number - Check Date Provide the following: - Reason for Stop Payment Sign and Date the Form Bring this form to the in CSB 244

9 Application for a Lost or Stolen Check Form

10 Address Change Form Your address is maintained by the UNLV Human Resource department. In order to change Employee, Work, or Emergency Information you must either complete and submit a Personal Data Sheet or you may make changes on-line through the Employee Self-Serve System (EQUUS). Some reasons to complete this form: - to change your address - if you get married or change your name - you would like to update your emergency contacts - you change your citizenship status Form Instructions Provide the following: - Reason for form submission - Employee type Complete the following: - Employee Information - Work Information - Emergency Contacts - Demographic Information - Residency Information Sign and Date the Form Bring this form to the Human Resources Department in the Campus Services Building

11 Cancellation of a Miscellaneous Deduction If you placed a deduction on your paycheck, you may request to cancel that deduction by submitting this form to our office. This request must be received by our office at 9:00 am on the 10th and 25th in order to be effective the following pay period. Note that deductions initiated by other agencies (such as taxes, loans, levies or garnishments) may not be stopped by you. In these instances, you may wish to contact the agencies responsible. Form Instructions Complete the following: - Your Name - Name of the company with the deduction - Effective date to stop deduction - Social Security Number Sign and Date the Form Bring this form to the in CSB 244

12 Address Change Form

13 HRMS Employee Query and Update System (EQUUS)) Employees may access EQUUS through the website at: Employees may change their address, emergency contact information and sign up for direct deposit

14 Human Resources EQUUS Web Site

15 Direct Deposit Form Direct Deposit is a safe, reliable and convenient way to deposit your paycheck directly into your personal bank account and signing up is easy. For checking account deposits: You may sign up for or make changes to direct deposit through the Employee Self-Serve System (EQUUS) or simply bring or fax a voided check and completed enrollment form to the. For security reasons, please do not send through campus mail. The fax number is For savings account deposits: You may sign up for or make changes to your direct deposit through EQUUS or you may bring or fax the completed enrollment form with information from your savings institution that details the ACH Routing Transit Number and savings account number. Please contact your financial institution for the proper transit number, as it may differ from your checking account. If you opened your savings account outside of the Las Vegas area, please contact the original branch of your financial institution where you opened the account for their specific transit number. Form Instructions Provide the following: - Employee Name - Department Phone Number - HR Employee ID Number or SS Number - Bank Name - Deposit to a checking or savings account - Employee Type Sign and Date the Form Bring this form and supporting documentation to the in CSB 244

16 Direct Deposit Enrollment Form

17 Form W-2 IRS Form W2 IRS Form W2 is a statement from your employer of how much money you have earned, and how much Federal, State, Local, Social Security and Medicare taxes have been deducted on your behalf. Your employer should send this to you the year after your employment. Since this form is provided by your employer, it is not something you can complete. Details on this form can be found on the IRS web site

18 Form W-4 IRS Form W4 determines how much tax should be withheld from your Federal income tax. The amount to withhold should match the amount you will be required to pay. The University of Nevada, Las Vegas is not permitted to provide tax advice to its employees. You should consult a tax consultant for details on how much to withhold from your taxes, depending on your current situation. The IRS does provide a withholding tax calculator to aid in completing your Form W4. Form Instructions This form is available in your department or from the Payroll Office. Complete the following: - Employee Name - Social Security Number - Home Address - Filing Status Indicate if your name differs from that on your Social Security Card Complete the following: - Number of allowances claimed - Additional amount to withhold - "Exempt" if you are claiming an exemption Sign and Date the Form The remaining fields will be completed by the UNLV Payroll office.

19 Form W-4

20 Form W-5 Use Form W5 if you are eligible to get part of the Earned Income Credit in advance with your pay, and you choose to do so. The amount you can get in advance is dependent on your wages. Please review the instructions on Form W5 to determine if you are eligible for this tax credit. You may view the instructions and download a copy of this form from the IRS web site. Form Instructions Provide the following: - Your Name - Social Security Number Indicate if you qualify for the EIC per IRS requirements Provide your Filing Status Indicate if your spouse has a form W5 in effect with another employer Sign and Date the Form

21 Form W-5

22 Payroll Definitions Advanced earned income credit: Eligible employees can receive the earned income tax credit (EIC) when they file their tax return or by completing Form W-5, Earned Income Credit Advance Payment Certificate, they can get a portion of the credit in advance with their pay. Form W-5 expires on December 31 of each year and a new form must be filed each year in order to continue receiving advance EIC in the next year. Automated Clearing House (ACH): Federal Reserve Bank or private financial institution acting on behalf of an association operating a facility that serves as a clearinghouse for direct deposit. Compensation: All cash and non-cash remuneration given to an employee for services performed for the employer. Constructive Receipt: Occurs when wages are made available to an employee, not when they are earned (paycheck, direct deposit advice form). Deduction: An amount subtracted from an employee's gross pay to reach net pay.

23 Payroll Definitions continued Disposable Earnings: The part of the employee's check remaining after deductions required by law (taxes); it is used to determine the amount of an employee's pay that is subject to a garnishment, attachment, or child support withholding. Earned Income Credit: A tax credit that is available to low-income employees; it may be taken when the employee files his or her individual tax return. Federal Income Tax Withholding (FITW): FIT withheld from an employee's wages when they are paid. Federal Insurance Contribution Act (FICA): Describes the combined taxes levied for Social Security and Medicare. Form 1042-S: A 1042-S Form is a year-end tax document given to a Nonresident Alien who received wages protected by a tax treaty, or received a Qualified Scholarship Form 8233: "Exemption from Withholding on Compensation for Independent Personal Services of a Nonresident Alien Individual" is an IRS-issued form that must be filed by any NRA claiming exemption from Federal income tax withholding based on a tax treaty.

24 Payroll Definitions continued Form I-9: Immigration & Reform Act Form used to verify identification and eligibility to work. Garnishment: A legal proceeding that authorizes an involuntary transfer of an employee's wages to a creditor to satisfy debt. Gross Income: The compensation for services, including fees, commissions, fringe benefits, and similar items. Gross Pay: The total amount received from the employer before any deductions are made. Medicare: Federal Hospital Insurance program for individuals age 65 or older and some disabled persons; it is funded through he hospital insurance component of FICA tax

25 Payroll Definitions continued Net Pay: The part of an employee's wages that remains after all deductions have been subtracted. Non-Cash Fringe Benefits: The benefits provided to employees in some form other than cash. Non-Qualified Scholarship ('Stipend'): A scholarship received by a Nonresident alien via a 'stipend' check. Nonresident Alien (NRA): A foreign national who is on a temporary visa and is not becoming a permanent resident in the U.S.

26 Payroll Definitions continued Qualified Scholarship: Awards in Qualified Scholarships are applied directly to the student's account - this includes tuition, fees, books, supplies, and equipment. Resident Alien: A non-us Citizen making a permanent home in the U.S. A Resident Alien is taxed the same as a US Citizen. Social Security (OASDI): Old age, Survivors, and Disability Insurance; a component of FICA Tax Levy: Requires employers to deduct an amount of money that the employee owes, plus any penalties and interest payments, from the employee's wages and remit to the proper government agency. Withholding Tax Calculator: The purpose of this application is to help employees to ensure that they do not have too much or too little income tax withheld from their pay.

27 Payroll Deductions There are many ways that funds can be deducted from your paycheck. This can include many types of Voluntary deductions.

28 How to Void a Previously Issued Check Contact the Payroll Office for steps involved in voiding a payroll check Provide reasons for voiding check Return the check directly to the Payroll Office for cancellation Inform staff if check needs to be reissued

29 How to Deal with an Overpayment to an Employee Contact the Payroll Office for steps involved in an Overpayment to an Employee If the check has been cashed, have the employee contact the Payroll Office directly to arrange reimbursement

30 Payroll Correction Forms Contact the Payroll Office for a copy of the correction form. Explain the reasons for the correction

31 Nonresident Alien Employees If a department employs an individual who indicated on their I-9 form that they are not a U.S. Citizen or Permanent Resident, please contact the Nonresident Alien Tax Specialist in the Debbie Honrath at or for additional information. This employee needs to schedule an appointment and should complete their W-4 form during that appointment.

32 Nonresident Alien Information

33 Useful Links UNLV Home Page UNLV Human Resources Internal Revenue Service Social Security Administration Nevada State Administrative Manual

34 Questions? Thank You for your time!

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