Financial Operations - Payroll - Department Administrator Resources
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.
You should contact the Financial Services - Accounting area of Payroll by calling (734) 647-3988.
Go to the forms section on the University Human Resouces (UHR) website. http://hr.umich.edu/hrris/forms/index.html
If your department has more than 20 people contact the ITS Help Desk at
(734) 936-7000 or email them at [email protected].
If your department has less than 20 people send a list with names and EMP ID number to [email protected].
Please see the Benefits Office website chart to assist in calculating the fringe benefit rates. http://www.umich.edu/~benefits/webaz.html
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.
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.
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.
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.
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.
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
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.
You should call the department administrator listed in the bottom, right-hand corner of the overpayment letter.
Employees who notice any discrepancy on their paychecks should contact their departmental HR respresentative and/or departmental timekeeper
Go to the forms section on the University Human Resouces (UHR) website. http://hr.umich.edu/hrris/forms/index.html
Contact the Accounts Payable and Travel Office at (734) 764-8212.
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.
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.
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.
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.
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
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
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
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.
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.
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.
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 - Time Reporting and Leave Data
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.
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.
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.
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.
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)
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.
For information about when you can use Season Days/hours, please see Section II of Standard Practice Guide 201.26-1: Season Days.
The number of hours that you are eligible to use for Season Days is 32 hours multiplied by your appointment percentage.
No. Extended sick time is only available for use for the staff member's illness.
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.
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
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.
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.
If you have questions about your vacation accrual rate and/or sick time balance, please refer to the following SPGs.
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.
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.
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
If you have questions about extended sick time with half pay, please contact the Pay / Timekeeping Section.
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).
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
You are eligible for extended sick time after completing one full year of employment, provided you are actively at work at the end of the first year.
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.