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Presented by Payroll and Human Resources
Santa Monica-Malibu Unified School District
February 6, 2013
How do you get paid? When do you receive your paycheck? How to read your paycheck How to read your Form W-2 Communication – Who do you call?
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Position Control (PC) must be entered in the HRS system o PC MUST be submitted to Human Resources by site
Administrator before the assignment begins. Employee must be on the timesheet in order to be paid
o Timesheets are submitted by site/department timekeeper.
Payroll receives and reviews timesheets o Timesheets must be approved by Site
Administrator prior to submission Submitted timesheets are entered in the
payroll system Timesheets and Change Forms must meet
due dates Late timesheets may not be paid on time
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We cannot process your paycheck.
Monthly Employees o Monthly Salary equals to the annual salary divided by number of months
worked o E1 Pay Cycle
• Paid on the 20TH of current month and 5TH of following month • 20TH paycheck is an ESA (Earned Salary Advance) • 5th paycheck is the final pay for the previous month
Daily or Hourly Employees o Substitutes & hourly certificated employees o C5 Pay Cycle
• Paid on the 5th of each month
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Monthly Employees o 12-month employee’s salary is based on their monthly salary schedule o 11-month or 10-month employee’s salary is based on the number of
working days in that month (e.g. 10 days in August or 7 days in June) o E4 Pay Cycle
• Paid on the 25TH of current month and 10TH of following month • 25TH paycheck is an ESA (Earned Salary Advance) • 10th paycheck is the final pay for the previous month
Daily or Hourly Employees o Substitutes and Non-merit (not covered by Merit Rule) positions o C3 Pay Cycle
• Paid on the 10th of each month
AUGUST AND JUNE Certificated employees will not receive an ESA check on August 20th
10-month and school year classified employees will not receive an ESA check on June 25th and August 25th
OTHER REASONS FOR NOT RECEIVING AN ESA CHECK Late hire or early separation in that month Dock time (when final pay is not sufficient to cover an ESA)
• No vacation accrued • Unpaid Medical leave • Personal time off
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Check your earnings – Make sure you have bee paid correctly.
Examine the federal and state taxes withheld – The withholdings are based on the Forms W4 & DE4 you filed.
Track your deductions – Health Insurance, 403(b), Child Care tax benefit and other Flex 125 plans.
Understanding your income will help you manage and budget your money.
Earned Salary Advance (ESA) is NOT one-half of net pay for the month. This is an advance of one-half of the monthly salary rate LESS any pre-tax reductions. (20th or 25th)
Other types of earnings, such as EDUs, stipends, overtime, cash-in-lieu, etc. are included on the final payment received after the close of the month. (5th or 10th)
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Gross Monthly Salary: $3,720.00 - LESS Pre-Tax Reductions: PERS $ 260.40 VSP Plan $ 30.44 AFLAC-ACC $ 48.84
Total Taxable : $3,380.32
ESA Gross Taxable Amount Calculation: Gross Monthly Salary: $3,720.00
- LESS Pre-Tax Reductions:
• PERS $ 260.40 • VSP Plans $ 30.44 • AFLAC-ACC $ 48.84 $3,380.32
One-half = $1,690.00
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o TSA o Flex 125 Plan o Life Insurance o Cancer Insurance o Accident Insurance o Credit Union
Voluntary deductions are taken out of your monthly final paycheck (5th / 10th) from October to July.
Employer'sIDNumber Employee'sSocialSecurityNo. 1)Wage,<ps,OtherCompensa<on 2)FederalIncomeTaxWithheld
956002855 123‐45‐6789 39,324.14 1,662.24
Employer'sName,StreetAddress,andZipCode 13) 3)SocialSecurityWages
4)SocialSecurityTaxWithheld
SANTAMONICA‐MALIBUUNIFIED StatutoryEmployee 42,825.94 1,798.69
64980050N 5)MedicareWagesandTips 6)MedicareTaxWithheld
165116THST Re<rementPlan 42,825.94 620.98
SANTAMONICACA90404 X
Third‐PartySickPay11)Nonqualifiedplans
10)DependentCareBenefits
CopyBTOBEFILEDWITHEMPLOYEE'SFEDERALTAXRETURN. 12)EBE HealthInsuranceCoverage 14)Other
THISINFORMATIONISBEINGFURNISHEDTOTHEINTERNALREVENUESERVICE. L DD15,934.40 CASDI
Employee'sName,AddressandZipCode Nontax,Sickpay 403(b)Contrib MovingExp.Reimb.
JOHNDOE J E490.00 P
12416THSTREET Roth403(b) 457Contrib. Grp.TermLife
SANTAMONICACA90404 BB G C
15)ST Employer'sStateIDNumber 16)StateWage,Tips,etc. 17)StateIncomeTaxWithheld 18)LocalWages,Tips,etc. 19)LocalIncomeTax 20)LocalityName
CA 80093651 39,324.14 101.25
FormW‐2WageandTaxStatement 2012 DepartmentoftheTreasury‐IRS OMB‐No.1545‐0008
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Total Gross Earnings: Everything you have been paid in a calendar year (January 1 to December 31).
Gross pay includes your total pay before reductions, deduction and taxes. NOT REPORTED IN BOX 1 ON FORM W-2.
The wages amount reported on your Form W-2 is taxable compensation which has been reduced from the total Gross by pre-taxable amounts such as STRS, PERS, 403(b), 457, dependent care benefits and 125 plans.
a. Employer identification number (EIN) b. Employee’s social security number c. Employer’s name, address, and ZIP code d. Employee’s name, address, and ZIP code
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Box 1 – Wages • Taxable Income = Gross salary less Pre-tax Reductions
Box 2 – Federal income tax withheld Box 3 – Social security wages
• Capped at $110,100
Box 4 – Social security tax withheld • 4.2% in 2012 & 6.2 % in 2013
Box 5 – Medicare wages and tips Box 6 – Medicare tax withheld
• 1.45%
Box 10 - Dependent care benefits ($5,000 capped) Box 12 – Report specific amount according to a IRS code
L: EBE - Employee business expenses reimbursement DD: Cost of employer-sponsored health coverage The amount reported with code DD is not taxable. J: Nontax, Sick pay E: 403(b) Contribution P: Moving Exp. Reimbursement BB: Roth 403(b) G: 457 Contribution C: Group Term Life Insurance
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Box 13 – Informational o Statutory Employee o Retirement Plan – STRS or PERS o Third-Party Sick Pay
Box 14 – Information for Employee Only o CASDI (SMMUSD does not provide State Disability Insurance)
Box 15 through Box 20 – State and Local Tax Withholding and Reporting
You have to keep your copy of Form W-2 (Copy C) for at least 3 years after your income tax return filing due date.
For classified employees Keep Copy C until you begin receiving social
security benefits. This will help protect your benefits in case there is a question about your work record and/or earnings in a particular year.
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Discrepancies in pay, time reporting, etc. and any issues relating to payroll should be reported immediately to your timekeeper
Your timekeeper will contact Payroll or HR after researching your request, if necessary
Payroll will research and make any corrections needed
You will receive a notice from Payroll describing the correction
Should you have any questions regarding garnishments (wage assignments), please contact LACOE Staff/Legal Claims Unit according to your last name:
Alpha Assignment Staff Telephone
A-J Jessie Pearman 562-922-6458
K-Z Joe Bequette 562-922-6431
Supervisor Gail Wiggan 562-922-6874
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Forms and Information available online at: http://www.smmusd.org/fiscal/index.html
Direct Deposit Authorization Form 2012 and 2013 Tax Rate Form W4 Federal Withholding Allowance Form DE4 CA Withholding Allowance FAQ - Payroll
IRS http://www.irs.gov/uac/Help-With-Tax-Questions
STATE https://www.ftb.ca.gov/individuals/index.shtml
CPA or Tax Advisor ADP Payroll Calculator http://www.adp.com/tools-and-resources/calculators-and-tools/payroll-calculators/salary-paycheck-calculator.aspx
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http://www.smmusd.org/hrs/Benefits/BenefitForms/index.html
TDS is your Third Party administrator for 403(b) and 457 plans
Please contact TDS directly at (866) 446-1072 if you would like to sign-up, make changes to your plan, or have any questions about your account.
Payments and refunds are processed by TDS. Payroll does not have your 403(b) payment
information.
Certificated - Leyla Platz, ext. 70275 o Email: [email protected]
Classified – Carmen Larios, ext. 70301 o Email: [email protected]
Sub Desk: - Vacant ext. 70272 o Email: Benefits: - Cheryl Bryant, ext. 70277 o Email: [email protected]
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Certificated – Rizk Rizk, ext. 70264 o [email protected]
Classified – Vida Kamkar, ext. 70254 o [email protected]
Hourly/Sub – Lisa Burton, ext. 70212 o [email protected]
Thank you for attending!
