Thanksgiving Holiday Payroll Processing Deadlines

Due to the Thanksgiving holiday observance on Thursday, November 24 and Friday, November 25, 2016, deadlines for job status and payroll forms will be as follows for the period November 6 – 19, 2016 (BW24).

  • Status Forms and EPAF Submissions – Wednesday, 11/9/16 at Noon
  • Time Sheets sent to Department – Wednesday, 11/16/16 at 9 am
  • Time Sheets Due to Payroll – Friday, 11/18/16 at Noon
  • Electronic Time Submission – Friday, 11/18/16 at Noon
  • Electronic Time Approval – Friday, 11/18/16 at 2 pm

All electronic time approvers should assign a designated proxy. For instructions on how to set up a proxy, please visit: https://www.mtu.edu/hr/supervisors-admins/payroll/docs/web-time-approver.pdf


Veteran’s Day Payroll Processing Change

Due to Veteran’s Day on Friday, November 11, 2016, which is observed by the Federal Reserve, deadlines for payroll forms will be as follows for the period October 23 – November 5, 2016 (BW23).

  • Time Sheets sent to Department – Wednesday, 11/2/16 at 9 am
  • Time Sheets Due to Payroll – Friday, 11/4/16 at Noon
  • Electronic Time Submission – Friday, 11/4/16 at Noon
  • Electronic Time Approval – Friday, 11/4/16 at 2 pm

Checks and Direct Deposits will be dated Thursday, November 10, 2016.

All electronic time approvers should assign a designated proxy. For instructions on how to set up a proxy, please visit: https://www.mtu.edu/hr/supervisors-admins/payroll/docs/web-time-approver.pdf


University Closure Time Reporting

As you know, the University closed due to severe weather on Friday, February 21,2014 beginning at 2:00 p.m.

As stated in University Policy 2.1010 Closure of University, if there is a declaration of University closure for a specified period of time, most employees will be allowed to go or stay home with pay. However, operational and other employees required to stay or report to work will receive equal time off at a later date at the convenience of their respective departments. A link to the University policy is provided below.

As timekeepers and supervisors, it is helpful to share information about how hourly employees will be compensated, as there is always anxiety and uncertainty regarding compensation when these rare situations arise. Exempt employees are expected to fulfill their job responsibilities and are not required to report exception time for closures. Specific instructions for timekeepers are listed below. Please call Payroll Services at 487-2130 with questions or for clarification.

TIMEKEEPER INSTRUCTIONS:

Please use earnings code 350 for scheduled hours for hourly employees to be compensated for hours away from work due to the University closure Friday, February 21, 2014 beginning at 2:00 p.m. Employees who were previously approved for vacation or other leave for these hours should use the normal earnings code(s) that apply.

 

Equal time off at a later date given to those hourly employees that were required to work during the closure (as determined by their supervisor) will also use the 350 earnings code. This should match hour-for-hour any time worked on Friday, February 21, 2014 after 2:00 p.m. This comparable time must be used by June 30, 2014.

The standard calculation for regular time and overtime will apply to employees who were required to work during the closure.

Hourly employees can use vacation or comp time to make up for any hours missed due to exercising personal judgment about their ability to travel prior to the closure period beginning at 2:00 p.m. on Friday, February 21,2014.

http://www.admin.mtu.edu/admin/policy/gen/1010.htm


Electronic W-2’s available on Banweb

The electronic W-2’s are now available on Banweb for all employees that have consented to an electronic copy. Paper forms of the W-2’s will be mailed the week of January 27th.

If you would like to recieve an electronic copy of your W-2 it’s not to late. Just, log in to Banweb (www.banweb.mtu.edu) and click the Employees box, then Tax Forms, and then Select Electronic W-2 Consent. Follow the prompt to provide electronic W-2 consent.

Payroll Holiday Schedule

The University will be closed December 24, 25, 31 and January 1 due to the observance of Christmas and New Year’s Day.   Following are the adjusted deadlines for the pay periods ending 12/21/2013 and 1/4/2014:

 

BW 26 Deadlines (12/8/2013 – 12/21/2013)

 

  • Status Forms & EPAF’s (BW 26) Monday , 12/9/13 at Noon
  • Deduction Forms Friday, 12/13/13 at Noon
  • Time Sheets Sent to Departments Friday, 12/13/13 at 9AM
  • Paper and Electronic Time Sheets due to Payroll Tuesday, 12/17/13 at Noon
  • Web Time Entry Approval  Tuesday, 12/17/2013 at 5 PM

****Paychecks and Direct Deposits will be dated 12/27/13.


Additional assistance with Form I-9 processing

Michigan Tech is responsible for having a Form I-9 completed for every employee, including all faculty, staff, student employees, contractual employees, fixed-term employees, and those in temporary, causal, seasonal, or short-term positions.  For regular employees the Form I-9 is typically completed in Human Resources, but for the majority of our employees (students and temps) these forms are completed in the hiring department.

Not only does the form need to be completed in a very precise manner, of particular importance is the timeliness of completing the Form I-9.  The employee must sign and date their portion on or before their first day of employment and the employer’s authorized representative must complete their portion within three business days of the first day of employment.

Mitigating our risk of unauthorized hires and fines for non-compliant Form I-9’s begins within each hiring department and is supported by Human Resources.  To give hiring departments more options to ensure well-trained certifiers and to offer more resources for completing the Form I-9 during the fall hiring peak, Human Resources announces the following additional assistance:

  • A new Canvas course for departmental Form I-9 certifiers is now available.  Please call 487-2130 to enroll.
  • An updated Form I-9 Resources webpage contains job aids and instructions.  Please visit at http://www.mtu.edu/hr/resources/i-9/
  • Human Resources will hold on-campus office hours for the purpose of processing Form I-9’s for departments without trained certifiers or for hiring departments that are swamped with hiring students and temps. Office hours will be 12:00 to 3:00 Monday thru Thursday, located at MUB 101 starting August 19th until September 13th.   Please remember that the employee still must sign and date their portion on or before their first day of employment.
  • Beginning immediately, Human Resources will provide walk-in Form I-9 processing in person from 9:00 to 12:00, at Human Resources (Lakeshore Center-2nd Floor) for students and temps of hiring departments that need this assistance or that are without trained certifiers.  A transportation services shuttle run between the Memorial Union and the Lakeshore Center regularly and the schedule can be found at http://www.mtu.edu/facilities/parking/campus-maps/Shuttle%20Service.pdfPlease remember that the employee still must sign and date their portion on or before their first day of employment.

New Form I-9 Released

On March 8, 2013, U.S. Citizenship and Immigration Services (USCIS) released a new Employment Eligibility Verification Form I-9. Employers should begin using the new Form I-9 with revision date 03/08/13 immediately for all new hires. The revision date is on the lower left of the new form (Rev.03/08/13)N.

The new revised Form I-9 makes several improvements designed to minimize errors in the form completion.

The key revisions to Form I-9 Include:

• Form I-9 is now two pages (not including the form instructions and the List of Acceptable   Documents).

• Expanded instructions.

• New fields for e-mail address, phone number and foreign passport (if applicable) in Section 1.

http://www.uscis.gov/files/form/i-9.pdf

http://www.uscis.gov/files/form/m-274.pdf

Please contact Payroll Services (7-2130) with any questions or concerns.




University Closure Time Reporting

TIMEKEEPER INSTRUCTIONS:

Please use earnings code 350 for scheduled hours for hourly employees to be compensated for hours away from work due to the University closure Tuesday, February 19, 2013 beginning at 12:00 p.m. and for Wednesday, February 20, 2013. Employees who were previously approved for vacation or other leave for these hours should use the normal earnings code(s) that apply.

Equal time off at a later date given to those hourly employees that were required to work during the closure (as determined by their supervisor) will also use the 350 earnings code.  This should match hour-for-hour any time worked on Tuesday, February 19, 2013 after 12:00 p.m. and for Wednesday, February 20, 2013.   This comparable time must be used by June 30, 2013.

The standard calculation for regular time and overtime will apply to employees who were required to work during the closure.

Hourly employees can use vacation or comp time to make up for any hours missed due to exercising personal judgment about their ability to travel prior to the closure period beginning at 12:00 p.m. on Tuesday, February 19, 2013.

Exempt employees are expected to fulfill their job responsibilities and are not required to report exception time for closures.