Financial Operations - Payroll - Department Administrator Resources

Financial Operations - Payroll - Department Administrator Resources
How can the Benefit Recharge Distribution journals be identified?

The journal ids begin with "BRD" and hit account 597750. The BRD assessment is assessed to the same set of chartfields as were found on the Actuals ledger, except that the account used for the BRD assessment is 597750.

Financial Operations - Payroll - Department Administrator Resources
Does the benefits recharge distribution only apply to payroll-generated journals?

The benefits recharge distribution is not restricted to payroll journals. It is based on the balances in the Actuals Ledger for the designated accounts. Any journal done during the month which hits one of the designated accounts will be reflected in the Actuals ledger balance, and thus will be part of the benefits recharge distribution calculation.

Financial Operations - Payroll - Department Administrator Resources
How is the benefits recharge distribution (BRD) calculated?

An allocation is run in the General Ledger at month end which sums the balances in the ledger for designated accounts. The sum is multiplied by the BRD rate. The result is the BRD assessment. 

To view the current rate and the historical BRD rates since July 1, 2001, see the Historical Rates section on the Benefits Recharge Distribution page.

Financial Operations - Payroll - Department Administrator Resources
What is the Benefits Recharge Distribution (BRD)?

The Benefits Recharge Distribution is a monthly fee assessed to University departments to fund retiree benefits and the operating costs of the Benefits Office. Additional BRD information can be found here http://www.finance.umich.edu/finops/reporting/brd.

Financial Operations - Payroll - Department Administrator Resources
What are the fringe benefit percentages that can be used for different salary ranges when projecting benefit costs?

Please see the Benefits Office website chart to assist in calculating the fringe benefit rates. http://www.umich.edu/~benefits/webaz.html

Financial Operations - Payroll - Department Administrator Resources
My department has moved. How do I change the campus addresses for faculty/staff in my department?

If your department has more than 20 people contact the ITS Help Desk at
(734) 936-7000 or email them at 4HELP@umich.edu.

If your department has less than 20 people send a list with names and EMP ID number to hrrisissues@umich.edu.

Financial Operations - Payroll - Department Administrator Resources
Where do I locate Human Resources (HR) forms?

Go to the forms section on the University Human Resouces (UHR) website. http://hr.umich.edu/hrris/forms/index.html

Financial Operations - Payroll - Department Administrator Resources
Who should I contact if there is a JE on my Statement of Activity with a source code of "PRO" and no supporting documentation?

You should contact the Financial Services - Accounting area of Payroll by calling (734) 647-3988.

Financial Operations - Payroll - Department Administrator Resources
How do I adjust an award or bonus for taxes so that the individual receives a specific net payment?

For those departments that pay awards or bonuses and would like the individual to receive a specific amount of net pay, use the PeoplePay web tool to access the "Request or Record Payment of Awards, Prizes, or Gifts" form. PeoplePay can be found at Wolverine Access - University Business. In the "Special Instructions" box on the form indicate that the payment should be grossed-up for taxes. The Gross-Up Calculator provides information about the award/bonus amount that will appear on the department's Gross Pay Register.

Financial Operations - Payroll - Department Administrator Resources
Who determines which accounts to include in the benefit recharge distribution calculation?

The Office of Financial Analysis, Office of Budget and Planning, UHR, and Payroll determine which accounts should be included in the benefit recharge distribution. The list of designated accounts is maintained by Financial Operations in a tree in the financial production database, the UM_ACCT_BRD tree.

Financial Operations - Payroll - Department Administrator Resources
How can the Benefit Recharge Distribution journals be identified?

The journal ids begin with "BRD" and hit account 597750. The BRD assessment is assessed to the same set of chartfields as were found on the Actuals ledger, except that the account used for the BRD assessment is 597750.

Financial Operations - Payroll - Faculty and Staff Resources

Financial Operations - Payroll - Faculty and Staff Resources
How can I have benefit premiums deducted from my checking or savings account (for retirees only)?

To have your benefit premiums automatically withdrawn from your checking or savings account, complete the Agreement for Preauthorized Benefit Premium Payments form and forward to the Payroll Office. The Payroll Office will withdraw the benefit premiums from the account indicated on the 20th of each month. For more information, please contact the Payroll Deductions Section.

Financial Operations - Payroll - Faculty and Staff Resources
Why was a double deduction taken from my paychecK?

Multiple deductions occur when a regularly, scheduled deduction is missed. This can happen for several reasons: 1) when the eligible compensation does not support the deduction, 2) when a paycheck is not issued, or 3) when the goal amount of the deduction has been reached. For assistance, please contact the Payroll Deductions Section.

Financial Operations - Payroll - Faculty and Staff Resources
What types of deductions can be taken from my paycheck?

There are several types of deductions. There are the benefit deductions (medical, dental, vision, etc), convenience deductions (parking, United Way) and court-ordered deductions (Friend of Court, Writ of Garnishment, Tax Levy). For assistance, please contact the Payroll Deductions Section.

Financial Operations - Payroll - Faculty and Staff Resources
I am an employee in the health system. Who should I contact for questions about PTO (Personal Time Off)?

Employees with questions about PTO balances or accruals should contact their departmental timekeepers.

For PTO policy questions, contact the Health System Human Resources Office at 
(734) 647-5538.

Department Representatives or timekeepers with questions about PTO for their staff should contact Health System Payroll at (734) 764-3125 - opt 5 and follow the prompts.

Financial Operations - Payroll - Faculty and Staff Resources
How do a locate a check for Reimbursement of Travel Expenses?

Contact the Accounts Payable and Travel Office at (734) 764-8212.

Financial Operations - Payroll - Faculty and Staff Resources
Where do I locate Human Resources (HR) forms?

Go to the forms section on the University Human Resouces (UHR) website. http://hr.umich.edu/hrris/forms/index.html

Financial Operations - Payroll - Faculty and Staff Resources
Who should I notify if I was overpaid?

Employees who notice any discrepancy on their paychecks should contact their departmental HR respresentative and/or departmental timekeeper

Financial Operations - Payroll - Faculty and Staff Resources
How do I dispute an overpayment invoice if I believe it is incorrect?

You should call the department administrator listed in the bottom, right-hand corner of the overpayment letter.

Financial Operations - Payroll - Faculty and Staff Resources
Who should I contact if a paycheck for an award is listed in Wolverine Access-Employee Business but I have not received it?

If you have received an award, such as a gift card or cash, the paycheck may be a manual adjustment to reflect the award value in your Form W-2. These paychecks can be identified by the check number which is 9999X. For assistance, please contact the Financial Services - Accounting area of the Payroll Office (734) 647-3988.

Financial Operations - Payroll - Faculty and Staff Resources
Who is garnishing my wages? How long will the garnishment last? How much will be deducted? How is the deduction calculated?

Please see Involuntary Deductions Chart for more information. If you have additional questions, please contact the Payroll Deductions Section.

Financial Operations - Payroll - Foreign Students, Faculty and Staff

Financial Operations - Payroll - Foreign Students, Faculty and Staff
If I have questions about my nonresident alien status or tax treaties, who can I contact?

Information about nonresident and resident alien status, tax treaties and IRS forms can be found in the Foreign Student, Faculty and Staff section of the Payroll web site.

If you require additional information, please contact the Payroll Tax Section.

Financial Operations - Payroll - Tax

Financial Operations - Payroll - Tax
I just received a Form W-2C in the mail. What do I do?

You may have to amend a previously filed Form 1040 Tax Return if you experienced changes in your Federal taxable income. You may have to amend a previously filed state tax return if you experienced changes in your state taxable income.

Financial Operations - Payroll - Tax
Is my tuition reimbursement taxable?

The taxability depends on the level of study, undergraduate or graduate, and the dollar amount of the reimbursement. For specifics, please refer to the Tax Implications sections of Standard Practice Guide 201.69.

Financial Operations - Payroll - Tax
Is my scholarship/fellowship taxable?

The taxability depends on the use of the funds. The University, as a withholding agent, is not required to report or withhold on this money unless the recipient is a nonresident alien. The University's Tax Department conducts seminars on this topic and has compiled a document on this subject which you may view by clicking here

Financial Operations - Payroll - Tax
How are the taxes calculated that are being withheld from my paycheck?

To assist in calculating your federal, state and local tax withholdings, use the form Calculating Your Taxes. If you need other help with your federal taxes (i.e. where to file tax forms or how to find forms for filing your taxes), the IRS Home Page below is a good starting point.

Resources

Financial Operations - Payroll - Tax
How are taxes determined when an individual is paid on the "Payment to Non-Employee for Taxable Services" form?

The following link will take you to a log in page. You will need to log in to view this material. No MToken is needed.

 

Click here for PeoplePay FAQ

Financial Operations - Payroll - Time Reporting and Leave Data

Financial Operations - Payroll - Time Reporting and Leave Data
When I receive pay for military duty, what should I do?

If you have received pay for military duty, please contact the Pay / Timekeeping Section for information about the procedure for notifying the Payroll Office.

Information about military duty can also be found in the "Military Reserve Duty Pay Standard Practice Guide". (SPG 201.33)

Financial Operations - Payroll - Time Reporting and Leave Data
When do I receive my monthly vacation/PTO accrual?

Monthly Staff

For monthly-paid staff (pay groups MOR or MPP), vacation/PTO accrual is available on the first of each month.

Biweekly Staff

For biweekly-paid staff (pay group BWC), vacation/PTO accrual is available at the beginning of the pay period which contains the first of the month.

Additional Assistance

 

For information about your accrual rate, please contact your departmental Human Resource representative or your departmental timekeeper.

Financial Operations - Payroll - Time Reporting and Leave Data
For which family members am I allowed to use funeral time?

When a death occurs in an staff member's immediate family, the University provides up to 3 days (a maximum of 24 hours) paid time off. The immediate family consists of a staff member's spouse or same-sex domestic partner (with whom the staff member shares living accommodations and expenses); the son, daughter, parent, grandparent, grandchild, brother, sister (or spouse of any of them), of either the staff member or the staff member's spouse/same-sex domestic partner.

Financial Operations - Payroll - Time Reporting and Leave Data
My appointment percentage (effort) has changed. What is my new vacation accrual rate? How was my sick time balance impacted?

If you have questions about your vacation accrual rate and/or sick time balance, please refer to the following SPGs.

Vacation SPG 201.64-0  Section IIA

Sick Time Pay SPG 201.11-0 Sections A-D

Financial Operations - Payroll - Time Reporting and Leave Data
When does a "Leave of Absence" begin? "Termination" begin?

Leave of Absence begins on the first full, unpaid day after the appropriate leave balances are exhausted.

Termination begins the day after the last day worked. However, the vacation/PTO accrual for the month is based on the last day worked.

Financial Operations - Payroll - Time Reporting and Leave Data
What is a final vacation payout?

After termination of employment, you are eligible to be paid for the remaining hours in your vacation balance. Your final vacation payout is made once your department processes your termination paperwork AND all time reports have been received through your last day of work.

Financial Operations - Payroll - Time Reporting and Leave Data
How many hours of educational time am I eligible to use?

Employees with approval from their supervisor are eligible to use 3.0 hours per week (pro rated based on percentage of effort) for educational time.

Financial Operations - Payroll - Time Reporting and Leave Data
Can I use my vacation time for family care absences?

After you have exhausted your family care balance, additional family care absences can be taken from your vacation balance by using the time reporting code FCV on your time report.

Financial Operations - Payroll - Time Reporting and Leave Data
What is the procedure for correcting a time report?

If you need to correct a hardcopy time report that has already been submitted, contact your departmental HR representative or departmental timekeeper to discuss the correction process that is used in your department.

Financial Operations - Payroll - Time Reporting and Leave Data
What is the maximum number of vacation hours I can accrue?

The maximum you can accrue is 24 times your monthly accrual.

For example, if you accrue 16 hours in a month, 24 times 16 is 384. If you accrue 8 hours in a month, 24 times 8 is 192.

Financial Operations - Payroll - Time Reporting and Leave Data
How many family care hours am I entitled to receive?

You are eligible for the following family care hours (SKF) prorated by your percentage of effort:

Non-Exempt Employees 120 hours 
Exempt Employees 120 hours 
Trades Employees 24 hours
IUOE Employees 48 hours
POAM Employees 48 hours

Financial Operations - Payroll - Time Reporting and Leave Data
When will I be eligible for extended sick time?

You are eligible for extended sick time after completing two full years of employment, provided you are actively at work at the end of the second year.

Financial Operations - Payroll - Time Reporting and Leave Data
For which family members am I allowed to use family care time?

Family care time (SKF) is subtracted from your short term sick balance. You are allowed to use family care time to care for an incapacitated, ill, or injured family member; including taking them to preventative medical and dental appointments.  Family care sick pay is also available for employees who are unable to work because they are caring for their newly born, new adopted or newly fostered child.  Staff members may use sick time pay for this purpose only during the year following the child's birth or arrival in the home. 

"Family members" include the staff member's spouse or same-sex domestic partner (with whom the staff member shares living accommodations and expenses); the child, sibling, parent, grandparent, or other related individual whose care is the responsibility of the staff member, spouse, or same-sex domestic partner.

 

Financial Operations - Payroll - Time Reporting and Leave Data
For which types of absences can I use my extended sick time?

An employee may use extended sick time for a:

  • single disabling incident of illness or injury for more than 10 consecutive working days
  • chronic disabling conditions requiring periodic absences from work
  • pregnancy, where the staff member's physician has attested to the need for the non-contiguous absences
Financial Operations - Payroll - Time Reporting and Leave Data
Can I use extended sick time for family care?

No. Extended sick time is only available for use for the staff member's illness.

Financial Operations - Payroll - Time Reporting and Leave Data
Who determines if I can use my extended sick time for an absence?

If you have questions about using your extended sick time, please contact your supervisor or your departmental HR Representative. A case may be created with Work Connections and you may be contacted by a staff member from Work Connections (734-615-0643).

Financial Operations - Payroll - Time Reporting and Leave Data
How many season hours am I entitled to?

The number of hours that you are eligible to use for Season Days is 32 hours multiplied by your appointment percentage.

Financial Operations - Payroll - Time Reporting and Leave Data
Who do I contact for an explanation of extended sick time with half pay?

If you have questions about extended sick time with half pay, please contact the Pay / Timekeeping Section.

Financial Operations - Payroll - Time Reporting and Leave Data
When can I use my Season Days/hours?

For information about when you can use Season Days/hours, please see Section II of Standard Practice Guide 201.26-1: Season Days.

Financial Operations - Payroll - Time Reporting and Leave Data
Will I accrue vacation while using extended sick time?

Exempt and Non-exempt (non-union) staff members do not accrue vacation while using extended sick time.

Only staff members covered by the following union contracts accrue vacation while using extended sick time.

  • AFSCME
  • Trades
  • IUEO
  • Nurses
  • POAM
Financial Operations - Payroll - Time Reporting and Leave Data
When I receive pay for jury duty, what should I do?

If you have received pay for jury duty, documentation must be provided to your supervisor and the days spent on jury duty must be reported on your time report.

The required documentation and reporting information are discussed in Standard Practice Guide 201.29: Jury and Witness Service.

If you have additional questions, contact the Pay / Timekeeping Section.

Financial Operations - Payroll - Time Reporting and Leave Data
How much vacation time will I accrue? When does it increase to 1.5 or 2 days per month?

Non-exempt, non-bargained-for staff members begin accruing vacation at the rate of 1 day per month when hired. The accrual rate increases to 1.5 days per month after completing 5 years of service and increases again to 2 days per month after completing 8 years of service.

Exempt staff members accrue vacation at the rate of 2 days per month when hired. The rate does not increase.

For additional information about vacation accrual, please contact your departmental Human Resource representative or your departmental timekeeper.