Paychecks and Direct Deposit notices are distributed based on the department code defined in the Human Resource System. The department number will appear directly above the employee's name on the address window of the paycheck. Contact the Records Office to change the department to which the check is to be directed.
Payroll Services issues a payroll schedule each spring shortly after Human Resources distributes the Holiday schedule. The payroll schedule provides the deadlines for submitting time and attendance records and the pay dates for the fiscal year. Generally, in pay periods without a holiday, biweekly employees are paid the second Friday following the end of the pay period, and monthly employees are paid on the last business day of the month.
Departmental Check Pickup Authorization Form
The Departmental Check Pickup Authorization form is used by department heads to designate those employees authorized to pick up departmental paychecks for distribution. Authorized employees are responsible for picking up, controlling, and issuing the checks, and returning undelivered payroll checks for their department.
Departments should separate the duties of time reporting, preparing personnel documents and picking up payroll checks.
The designated employee picks up paychecks and a listing of individual paychecks and determines if there is a check for each individual on the list.
The designated employee issues checks to employees and requests that the employees sign the listing indicating receipt of the check.
The designated employee safeguards any undelivered checks by storing them in a locked and secure file, desk, cabinet, etc.
Undelivered checks are to be returned to Payroll Services if the checks have not been delivered to the employee within 10 days after receipt by the department.
A separate form is required for each department (index) code. Return completed forms to Payroll Services, first floor Academic Center. Questions regarding this form should be directed to the Payroll Services at 994-6875 (4-6875 from campus).
With department head approval, departments may request that paychecks for employees working on night shifts be made available for release to departmental representatives after 4 PM the day preceding the scheduled payday.
The form must be received by Payroll Services no later than two business days before the scheduled payday (Wednesday before a Friday payday). Only employees working on night shifts may be listed on the form. A separate form must be prepared for each index code.
Return completed forms to Payroll Services, first floor, Academic Center. Questions may be directed to Payroll Services at 994-6875 (4-6875 from campus).
Payroll Services monitors checks that have been issued, but not presented for payment. If a payroll check has not been cashed within 90 days of the issue date, damaged ormisplaced, you must notify Payroll Services so that a Stop Payment can be placed on the original check and a replacement check can be issued. A replacement check will be issued within 24-48 hours after placing the Stop Payment. following the procedures below.
Payroll checks that are outstanding for one year as of June 30th of the current year are escheated to the D.C. Government on November 1st. Payroll Services will send written notification to employees two months prior to the scheduled escheatment.
All University paychecks and direct deposit notices include information related to pay period and year-to-date earnings, deductions and benefits. The information below defines the data provided in each block of the Earning/Benefit Statement.
HOURS AND EARNINGS:
Current pay period and year-to-date hours and earnings are reported by earning type. The Hours and Earnings section of the statement will display up to 15 lines of data. If there are more than 15 types of earnings, the remaining items will be consolidated into the last line entitled "Other." Abbreviations frequently used in this section include:
Regular Regular Pay RetroReg Retroactive Regular Pay Overtime Overtime Pay 1.5 Shft1Prm Shift 1 Premium Shft2Prm Shift 2 Premium OnCallPr On Call Premium WkendPrm Weekend Premium AnnualLv Annual Leave Sick Lve Sick Leave Holiday Holiday Leave JuryDuty Jury Duty Brvement Bereavement Leave Birthday Birthday Leave DeferPay Deferred Faculty - Regular Pay Fac Temp Faculty Temporary Appointment AcadOver Academic Overload Lecture Lecturer Supplemental Compensation SummrSal Summer Salary Sabb Full Sabbatical Uniform Uniform Allowance
PRETAX ITEMS:
Pretax items represent deduction/withholding items not subject to tax and are subtracted from the actual gross pay to determine the taxable gross earnings. Examples of pretax items include applicable retirement and health insurance deductions/withholdings. Abbreviations used in the Pretax Items section are:
TIAA RA TIAA/CREF Retirement Annuity TIAA SRA TIAA/CREF Supplemental Retirement Annuity EQUITABL Equitable Investments FIDELITY Fidelity Investments VANGUARD Vanguard Investments GWHP-HIR GW Health Plan - High Option GW10/10 GW Health Plan 10/10 Hono Reduction GWUHP-ST GW Health Plan - Standard GWPOS20R GW Health Plan - POS20 BCBS-STR Blue Cross Blue Shield - Standard CAPCAR-R Capital Care GHA-HIR GHA - High Option GHA-STR GHA - Standard Option Dental/R Dental Insurance FlexHlth Flexible Spending Account - Health Plan Flex Dep Flexible Spending Account - Dependent Care Park-Red Parking Fees GW - Reduction Prk Reimb Parking Reimbursement Account SMARTRIP Smartrip METROCHEK Metrocheck
NONCASH TAXABLE BENEFITS:
These items are included in the taxable gross earnings but not in the net pay amount. Examples include taxable employee tuition benefits and the value of group term life insurance premiums over $50,000. Abbreviations used in the Noncash Taxable Benefits section are:
50K + Ins Taxable Group Term Insurance over $50,000 TxblTuit Taxable Tuition
TAXES
These items represent employee withholding/deductions such as FICA (old age and Medicare), federal and state taxes. Abbreviations used in the Taxes section are:
FICA Med FICA Medicare FICA Old FICA Old age and Survivor Disability Fed Tax Federal Tax DC Tax DC Tax MD Tax Maryland Tax VA Tax Virginia Tax
AFTERTAX DEDUCTIONS:
These items represent deductions taken that do NOT affect the taxable gross earnings. Deductions for term life insurance premiums, United Way contributions, and US Savings Bond allotments are included under this heading. Abbreviations used in the Aftertax Deductions section are:
Union Due Union Dues TermLife Term Life Insurance UnivLife Universal Life Insurance Dis Ins Short Term Disability Insurance CourtSpc Court Ordered Garnishment UnitedWy United Way GW Gift GW Gift Donation US Bonds US Savings Bonds
UNIVERSITY CONTRIBUTIONS:
These items represent the University's contributions to retirement or insurance benefits. These amounts are NOT subtracted from Gross Earnings. Abbreviations used in the University Contributions section are:
FICA Med FICA Medicare FICA Old FICA Old age and Survivor Disability TIAA RA TIAA/CREF Matching Retirement Contribution FIDELITY Fidelity Matching Retirement Contribution VANGUARD Vanguard Matching Retirement Contribution Ret Base TIAA/CREF Base Retirement Contribution Grp AD&D Group Accidental Death & Dismemberment Insurance GrpTrmLf Group Term Life Insurance DisLngTr Long Term Disability
LEAVE BENEFITS:
Leave Benefits will be reported at a later date.
SUMMARY:
This section summarizes all data from the other sections and reports the year-to-date net pay amounts.
Net Pay = Gross - Pretax - Taxes - DeductionsThe lower portion of the statement contains the following information:
- Social Security Number
- Number of exemptions currently claimed for both federal and state tax withholding purposes
- Additional amount of federal or state withholdings
- State code representing state to which state tax withholdings are being remitted
- Document or Check Number
- Deposit or Check Amount
- Deposit or Check Date
- Pay Period Ending date
- Direct Deposit Info
- Bank Account Type
- Amount
The employee's address appearing on the paycheck or deposit notice is the address where the W-2 will be sent. When an employee changes residence, a new W-4, Employee Withholding Certificate should be completed and returned to Payroll Services at 2100 M Street NW, Suite 310 or to the Payroll office located on the first floor of the Academic Center. Employees may obtain the W-4 form from Payroll Services, located in the Academic Center, 801 22nd St. NW, Room T-101 OR by calling (202) 994-6875.
![[GW Home Page]](gw-thmb.gif)
| Financial Administration
| Payroll Services
| Payroll Policies and Procedures
|
| Last Update : December 30, 2003 |