05:11:00 Payroll

Purpose

To provide awareness of general payroll processing information.

Policy

I. Payroll Processing

1. The college processes payroll monthly (via direct deposit) for all classifications of employees on the last regularly scheduled working day of the institution each month.
    
2. Employees on less than a 12-month contract (e.g., academic year / nine-month contracts, 10-month contracts, etc.) shall be paid the contract salary amount in 12 monthly payments.
    
3. Temporary Part-Time Staff - Employees will be paid each month based on the amount of time worked as of a scheduled cut-off date. Time worked after the scheduled cut-off date of a month will be paid in the next month. Payroll for adjunct faculty will be in accordance with the Adjunct Faculty Handbook.
    
4. Longevity Pay - All full-time employees and regular part-time employees who work at least 82.1% of a work week (faculty, administrative, professional non-faculty, and support staff) who complete at least 36 months of creditable service in full-time employment with one or more agencies, offices, departments, or other subdivisions of the executive, judicial, or legislative branches of Tennessee government shall be eligible for longevity pay. Eligible employees receive longevity pay at an established rate for each year of creditable service up to the maximum provided by law. The rate per year of service is established by the state legislature. The continuation of the longevity pay program each year is subject to positive action by the legislature. Longevity payments are made in the month which is established as the longevity anniversary date. The college will combine the longevity pay with the current month’s pay into one payroll direct deposit. Longevity pay is subject to Federal Withholding Tax and Social Security taxes. Longevity pay is taxed according to Option B as provided in IRS Circular E - Supplemental Wages to determine the Federal Withholding Tax. Social Security Tax is assessed at the prevailing rate. The gross dollar value of the longevity payment is considered as covered salary for purposes of calculating retirement benefits. Additional details relative to administration of the longevity pay program are provided in TBR Guideline No. P-120.
    
5. Direct Deposit for Walters State Community College Employees - All regular full-time, regular part-time, and temporary part-time (including adjunct faculty and students) employees shall be paid through direct deposit. WSCC employees must complete the Authorization Agreement for Direct Deposit form.
    
   1. Federal work study students are encouraged to participate in direct deposit, but are not required due to federal regulations.
       
   2. Final payroll payments (e.g., upon retirement, resignation, termination, etc.) will be in the form of direct deposit.
       
6. Time cards for full-time and regular part-time clerical and support staff personnel shall be completed and turned in to the Human Resources Department on a monthly basis depicting the time worked or leave taken on a weekly basis. Time cards for all part-time employees (all classifications of employees - administrative, clerical/support, student, etc.) shall be completed and delivered to the Payroll office each Monday. Employee time cards are the basis for pay calculations; therefore, their submission in a timely manner is very important.
    
7. Deductions - The following deductions may apply to monthly payroll disbursements:
    
   1. Withholding Tax - Federal income tax is withheld in accordance with IRS guidelines based upon the employee’s earnings, filing status and the number of allowances on his or her IRS W-4 statement.
       
   2. Social Security and Medicare Tax - This combined rate for social security and medicare tax is set by federal legislation and changes from time to time.
       
   3. Other Deductions - Other voluntary deductions may be taken based upon an employee’s classification and the various programs offered by the college through payroll deduction. These include health, life, dental, vision, and disability insurances; tax sheltered annuities, approved charitable organizations and the college Foundation’s annual fund drive. Employees may contact the Payroll Office for specific information relative to deductions and tax rates. 07/97; 08/04; 07/12; 05/16