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					         Student Employee Populations


1.       Trust Fund Student Payroll
     •     Includes Graduate Assistants and Grants
2. Federal Work Study Payroll
3. Trust Fund International Treaty Payroll
4. Office of Multi-Cultural Student
   Services/ACCESS
  Trust Fund Student Workers
• Registered students hired by departments paid
  through their Trust Fund Budgets.
• Students are exempt from Medicare taxes.
• Students are exempt from contributing to a
  Retirement Plan.
• Students may work 20 hours per week during
  school and 40 hours per week during breaks and
  in the summer
• Students may not work more than 8 hours per
  day
  Trust Fund Student Workers
• Hourly rates are $7.75/$8.75
  regular/paraprofessional.
• Summer rates are $9.25/$10.25 hourly
  regular/paraprofessional.
• Currently being paid through ADP.
• Pay checks distributed after 12:00 on the
  Friday pay day (see calendar).
• Pay checks are held for a week and mailed
  to the student’s home.
     Graduate Assistants

•   Graduate Assistantship Contract
•   20 Hours weekly
•   $6.25 Hourly/$250.00 Stipend
•   44 weeks service/$5500.00 Annual
•   Tuition Waiver
•   Amendments approved by Dean GCE
        Federal Workstudy

• Federal Workstudy awarded as part of Students
  Financial Aid package.
• Hired in the Financial Aid Office.
• Payroll processed through the Payroll Department.
• Hours/Wages same as Trust Fund Student Workers.
• Exempt from Medicare Taxes.
• Work Study exempt from contributing to a
  Retirement Plan.
• Distribution of checks same as for the Trust Fund
  Student Payroll.
Trust Fund International
     Treaty Payroll
 All criteria same as Trust Fund Student Workers
                with following exceptions.

1. International Department will verify eligibility to
   work in US.
2. International Department completes tax forms.
3. Additional Tax Form: 8233 if covered by Treaty
4. Do not pay any taxes up to Treaty Amount.
5. W4-claim S1 exceeding Treaty Amount.
  International Students
   covered by a Treaty
• Paid through HRCMS on the same bi-weekly
  schedule as full-time employees.
• Pay advices are mailed on the Friday payday (see
  calendar).
• Pay advices will be mailed on the following Monday
  when the campus is closed on the Friday pay day.
• 1042S will be sent from the State at the end of
  the calendar year (replaces a W2).
Office of Multi-Cultural Student
 Services AKA ACCESS Student
          Employment
• Students must complete a COM Contract/Terms
  and Conditions.
• Student Employment Authorization (Green).
• Paid through HRCMS on the same bi-weekly
  schedule as full-time employees.
• Pay advices are mailed on the Friday payday (see
  calendar).
• Pay advices will be mailed on the following
  Monday when the campus is closed on the Friday
  pay day.
 Office of Multi-Cultural Student
  Services AKA ACCESS Student
           Employment
• Students are exempt from Medicare taxes.
• Students are exempt from contributing to a
  Retirement Plan.
• Students may work 20 hours per week during school
  and 40 hours per week during breaks and in the
  summer
• Students may not work more than 8 hours per day
• Hourly rates are $7.75/$8.75
  regular/paraprofessional.
• Summer rates are $9.25/$10.25 hourly
  regular/paraprofessional.
             FOAPAL
• T65 6400 C05          0000 D07
 –   F = Fund                       T65
 –   O = Organization (Dept. #)     6400
 –   A = Account (Object code)      C05
 –   P = Program (PR doesn’t use)   0000
 –   A = Activity (IPED)             D07
       Required Forms and
     Compliance for Students
1.   I-9 Verification Form
2.   W-4 Federal Tax Form
3.   M-4 Massachusetts Tax Form
4.   Direct Deposit (Optional)
5.   Copy of Social Security Card
6.   Student Authorization for Employment.
7.   Work-Study Students only. Master Payroll
     Form completed in FA submitted to PR.
            I-9 Employee
            Responsibility
1. Complete section 1 with signature
   attesting to status 1st day of
   employment.
2. Provide original documents by 3rd day of
   employment.
     –   One document from list A
                          or
     –   One document from list B and one document
         from list C
          I-9 Employer
          Responsibility
•   Ensure section one completed by Employee 1st day of
    hire.
•   Ensure employee signature and attestation of status
    1st day of hire.
•   Personally meet with employee and review original
    documentation.
•   Complete Section 2, sign and date, certifying
    employee and documents.
•   Photo copy documents
•   New I-9 required after termination of one year.
W-4 Federal Withholding
        Form
• Employee complete W-4 form on or before 1st
  day of employment.
• Employee Federal default is Single 0.
• Exempt status-must complete a new form
  each year by February 15th. (Students)
• Employee may complete a new W-4 form at
  any time.
• One tax record only in ADP for Student
  employees with more than one position.
     M-4 Massachusetts
     Withholding Form
• Employee complete M-4 form on or before 1st day
  of employment.
• Employee default is Federal W-4 status.
• Exempt status-earnings < $8,000 annual
  (Students).
• Employee may complete a new M-4 form at any
  time.
• One tax record only in ADP for student employees
  with more than one position.
         Direct Deposit
• Optional Direct Deposit for all student
  employees paid through ADP.
• Mandatory for Students paid through
  HRCMS.
• We encourage students to have Direct
  Deposit because of the high volume of lost
  checks.
• FY06 approximately 30 lost checks with FSC
  absorbing bank fees.
     Social Security Card
• Fitchburg State College requires a copy of each
  employee’s Social Security Card.
• The Commonwealth of Massachusetts has
  directed all agencies to verify the match
  between Employee name and Social Security
  number with documentation.
• Internal Revenue Code 6721 assesses penalties
  for any mismatches of Name/Social Security
  information on W2 forms. These penalties will be
  charged to the college.
           Payroll Processing
               Schedule
• Trust Fund Students use Payment vouchers
  submitted bi-weekly on Monday by 9AM
• Federal Workstudy use time cards submitted bi-
  weekly on Monday by 9AM.
• OMSS/Access Thursday at 9AM (HRCMS
  schedule).
• International Students covered by a Treaty
  Thursday at 9AM (HRCMS schedule)
• All payments are posted as positive time
• MGL requires payment to be made within 6 days
  of the end of the pay period.
    Payment Vouchers/Time
            Cards
• Name
• Last 4 digits of the Social Security Number
• Hours worked
• Hourly rate
• Total Earned
• FOAPAL Account number
• Supervisor Signature
• Employee Signature
• Signatures On File (students sign work log in department—
  attendance logs must be retained for 7 years by law )
• Only Supervisors or College employees may pick up or drop
  off blank or completed pay vouchers.
    New Excel Attendance

•     Excel Attendance Spreadsheet Format:
    1. Student Name
    2. ADP file number
    3. FOAPAL
    4. Contract End Date
    5. Rate of Pay
    6. Formulas are protected
    7. Student signature must be on file
    8. Supervisor signature
     New Excel Payment
         Voucher
1.   Student Name
2.   ADP file number
3.   FOAPAL
4.   Hours worked
5.   Hourly rate/stipend amount
6.   Formulas are protected
7.   Supervisor signature
        Electronic/Excel
           Attendance

• Contact the Payroll Office for guidance.
  Spreadsheet or Payment Voucher Format
  may be submitted electronically and sent
  by email to: ptattend@fsc.edu.
• Electronic Supervisor Signatures available
           Fiscal Year
• ADP Student Payroll is processed as a
  fiscal year expense from July 1 through
  June 30th.
• Split week payroll is processed in two
  fiscal years and two separate payrolls.
• Last week of June processed as an
  anticipated payroll—paychecks must be
  dated the last Friday in June.
• Fiscal year payroll time-line is distributed
  by email.
      Grant Exceptions

• Student Employment Authorizations may
  be based on the Grant year.
• New FOAPAL numbers for each new Grant
  year.
• Payroll expenses for each grant year need
  to be charged to the appropriate grant
  year and fiscal year.
       ADP Pay Checks
• Students Paychecks/Advices may be
  picked up in the Payroll Office on Payroll
  Friday after 12:00 Noon.
• Paychecks/Advices held one week and
  mailed to Student’s home address.
  Departmental Reports

• Trust Fund Payroll ADP Departmental
  Reports sent to departments after each
  payroll processes.
• Federal Work Study Departmental
  Reports sent to departments by the
  Financial Aid Office.
    Payroll Training and
        Questions
• You may set up appointments for individual
  training with payroll staff.
• The Payroll Staff invites you to call our
  office with any questions or concerns.
• Thank you for attending this workshop.

				
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Description: Adp W2 Forms document sample