FAQ
- When are support staff time cards due?
- During a five-day workweek, support staff time cards are due in Payroll by 10 am Friday of a non-pay week. During a four-day workweek, cards are due by 10 am Thursday of a non-pay week.
- Back to Top
- When are administrative time cards due?
- Administrative time cards are due in Payroll on the Monday after a pay date.
- Back to Top
- When are student employee time cards due?
- During a five-day workweek, student employee time cards are due in Financial Aid by 10 am Thursday of a non-pay week. During a four-day workweek, time cards are due by 10 am Wednesday of a non-pay week.
- Back to Top
- When are temporary employee transmittals due?
- During the five-day workweek, temporary employee transmittals are due in Human Resources by close of business Tuesday of a non-pay week. During a four-day workweek, temporary employee transmittals are due by close of business Monday of a non-pay week.
- Back to Top
- How do I make corrections to a previously submitted time card?
- Your supervisor should email the Payroll Office authorizing any changes to cards previously submitted. Do not use a future time card to make changes to hours previously submitted.
- Back to Top
- What do I do if my time card is submitted late?
- Contact the Payroll Office immediately.
- Back to Top
- Can I use sick time for anything other than sick leave?
- No, you must be ill to use sick leave. Please refer to Employee Handbook for additional information.
- Back to Top
- How do I record leave (vacation, sick or personal) on my support staff time card if I have none available.
-
Employees must use available leave before going to a reduced or non-pay status. Record hours as though you have the leave. The system will use available hours and may also use hours from other leave categories. For example:
- If vacation is not available, system will take from personal
- If personal is not available, system will take from vacation
- If sick is not available, system will take from personal and then vacation.
- System will not use sick in lieu of vacation or personal
- System will dock pay if sufficient leave is not available
- Back to Top
- When may support staff use compensatory time in lieu of getting paid?
- Compensatory time must be used within the two-week pay period
in which it occurs.
- Back to Top
- How and when are adjunct faculty (part-time credit course instructors) paid?
- Pay dates can be viewed or downloaded in the Pay Date Schedule section of this web site. Some adjunct faculty pay dates may vary depending on the course begin and end dates. The bi-weekly amount depends on the number of pay periods in the semester, number of credits, and credit hour rate.
- Back to Top
- What do I do if I am called for Jury Duty?
- Record the hours on your time card, under “other”, as JD (jury duty). Submit your jury duty check to the payroll office.
- Back to Top
- When is full-time support staff entitled to the sick leave bonus?
- The sick leave bonus is given to full-time support staff who have completed one full year of service and have not used sick leave for a consecutive six-month period. The cycle is January to June and July to December.
- Back to Top
- I waived my health insurance. When will I receive my annual health bonus incentive check?
- Checks (no direct deposits) are issued in October of each year
following the open enrollment period.
- Back to Top
- How do I qualify for the Presidential Recognition Award?
- Contact the Human Resources department for information.
- Back to Top
- How is the Presidential Recognition Award issued?
- Bonus payments are in check form regardless of whether an employee has direct deposit.
- Back to Top
- What deductions are withheld from the Presidential Recognition Award?
- Mandatory federal, state, and local taxes are withheld. Federal income tax is withheld at a flat percentage rate as determined by the IRS. No retirement or insurances are deducted from the bonus.
- Back to Top
- How many times a year is my 403b supplemental retirement deduction withheld from my pay?
- The deduction is withheld twice monthly.
- Back to Top
- Is Direct Deposit mandatory?
- Yes. All new hires, including part time faculty, occasional workers and student employees are required to
have direct deposit of their pay. This requirement must be met within 30 days from the date of hire. The Direct Deposit Authorization Form can be downloaded from the Forms section of this web site.
- Back to Top
- When will my direct deposit become effective?
- Direct deposit will commence on the second pay following receipt of the completed form. Incorrect account
information may delay implementation of direct deposit.
- Back to Top
- What do I do if I wish to change my bank account?
- You should contact the Payroll Office immediately.
- Back to Top
- How will I receive my pay check/direct deposit advice?
- A designated person from your department will retrieve pay checks/direct deposit advices on the morning
of a payday. Notify your department for specific mailing arrangements.
- Back to Top
- I am a student employee. How do I receive my pay check/direct deposit advice?
- Your pay check/direct deposit advise may be retrieved in the Financial Aid office. Notify that department for specific mailing arrangements.
- Back to Top
- How do I obtain copies of my pay stubs?
- You can view/print copies in the Employee Self Service section of this web site under Employee Services. Click on Pay Information, Pay Stub, choose the year, click display.
- Back to Top
- What do the abbreviations on my pay stub represent?
-
- Common earnings codes:
- BER - Bereavement
- REG - Regular (base pay)
- DA - Deferred Amount (F/T Faculty)
- DO - Deferred Payout (F/T Faculty)
- DOC - Docked (reduced pay)
- EMR - Emergency Closing
- FED - Federal Students
- HBI - Health Bonus Incentive
- JUR - Jury Duty
- OTH - Other Payments
- OT - Overtime
- OTR - Hours between 37.5 and 40
- OVP - Over Payment Adjustments
- PLP - Personal Leave
- PRA - Presidential Recognition Award
- RET - Retroactive Pay
- SAF - Sabbatical Full Pay (F/T Faculty)
- SAH - Sabbatical Half Pay (F/T Faculty)
- SIC - Sick
- SNO - Snow Day
- VAC - Vacation
-
- Common deduction codes:
- ALN - Tiaa-Cref Retirement
- CGL - Cost of Group Term Life over $50,000
- DOB - Downingtown Boro Earned Income Tax
- DUE - Union Dues (F/T Faculty)
- EBT - East Brandywine Twp Earned Income Tax
- EXT - West Whiteland Twp Earned Income Tax
- FED or FT2 - Federal Income Tax
- FIM - Fica Medicare
- FIO - Fica Old Age
- GAR or GRN - Wage Garnishments
- LEV or LVN - Levy on Wages
- MAR - Emergency and Municipal Services Tax
- MD - Maryland State Income Tax
- OAI - Optional Accident Insurance
- OPL - Optional Dependant Life Insurance
- PAU - Pa Unemployment Tax
- NJ or NJ2 - New Jersey State Income Tax
- PHL - Philadelphia City Wage Tax
- PSE - Public School Employees Retirement
- SER - State Employees Retirement
- SLI - Supplemental Life Insurance
- SPA - Pa State Income Tax
- SPN, SPT or SUP - Support Payments
- TSA - Tiaa-Cref Supplemental Annuity
- VAN - Vanguard Supplemental Annuity
- Back to Top
- What is the MAR deduction on my pay stub?
- Pennsylvania Act 222 was signed into law, effective January 2005, allowing municipalities to levy a payroll tax for emergency and municipal services. This tax is levied once per calendar year per employer and ranges from $10.00 to $52.00 depending on your employer's place of business. If this tax has been withheld by more than one employer, contact the Payroll Office as you may be entitled to a refund.
- Back to Top
- How do I complete my W4 form (Employees’ Withholding Allowance Certificate)?
- As financial circumstances vary from person to person, it is not possible for Payroll personnel to make
any determination regarding an individual’s tax liability. Such matters are best discussed with the person(s) who prepares your annual tax return.
- Back to Top
- When will I receive my W2 form?
- W2 forms are mailed to the employee’s home address by the end of January. Verify the address on your pay check or on the web. If your address is not correct, please change it on the web or notify the Human Resources office.
- Back to Top
- What do I do if I misplaced my W2 form?
- Contact the Payroll Office.
- Back to Top
- I am a student employee and noticed there are no social security or medicare taxes withheld from my pay. Is this correct?
- Student employees enrolled for 12 or more credits in the fall or
spring semesters are exempt from social security and medicare
taxes. For the summer sessions, students must be enrolled for at
least 6 credits for the exemption to apply.