Putnam Northern Westchester. Payroll Book. Fiscal Year Payroll Information & Forms For Employees of Putnam Northern Westchester BOCES

Transcription

1 pnwboces Putnam Northern Westchester Payroll Book Fiscal Year Payroll Information & Forms For Employees of Putnam Northern Westchester BOCES

2 . Putnam/Northern Westchester BOARD OF COOPERATIVE EDUCATIONAL SERVICES 200 BOCES Drive, Yorktown Heights, NY (914) , (914) , Fax (914) This booklet was developed by the BOCES Payroll Department, for BOCES employees to use for referencing payroll dates, forms and issues during fiscal year This information is also available at Take particular note of the following: The audit pay date for all PNWBOCES employees is 09/09/2016. There is NO DIRECT DEPOSIT for this pay. The audit requires all employees to present ID and sign for their checks. SALARY PAYMENT PLAN form to be completed only by new employees and current employees requesting a change in 22/26 pay designation. 403(b) and 457b limits may change 01/01/2017. Request new updated forms from OMNI at or and NYS Deferred Compensation Plan at or Link to for information regarding Flexible Spending Accounts. * Salary Payment Plan for Ten-month Employees (22 or 26 payments) The current Salary Payment Plan choice will rollover from year to year. Any request for changes are due to payroll by August 15 th of current School year. Direct questions or concerns to: Nancy Mazza at nmazza@pnwboces.org or Sean McGowan smcgowan@pnwboces.org 1

3 TABLE OF CONTENTS Payroll Calendar... 3 Payroll Location Codes... 4 Distribution of Paychecks... 5 Direct Deposit Form... 7 Salary Payment Plan... 9 Information Sheet 403(b) (b) Flyer Information Sheet 457(b) NYSDCP Flyer Flex Facts Flexible Spending Benefit Enrollment Application Flexible Spending Benefit Direct Deposit Form

4 Payroll Calendar Time Sheet Period for Lag Payroll (worked through dates) Due to Payroll Office KEY PAY DATES PR# 06/06-06/26/16 6/28/16 3 Wk July /27-06/30 prior year; 07/01-07/10 new year 7/12/16 July /11-07/24/16 7/26/16 August /25-08/14/16 8/16/16 3 Wk August /15-08/28/16 8/30/16 A September /29-09/11/16 9/13/16 September /12-09/25/16 9/27/16 October /26-10/09/16 10/11/16 October /10-10/23/16 10/25/16 November /24-11/06/16 11/8/16 November /07-11/20/16 11/21/16 December /21-12/04/16 12/6/16 December /05-12/18/16 12/20/16 H December For Business Office use only n/a Year end Adj 14 12/19/16-1/1/17 1/3/17 January /02-01/15/17 1/17/17 January /16-01/29/17 1/31/17 February /30-02/12/17 2/14/17 February /13-02/26/17 2/28/17 March /27-03/12/17 3/14/17 March /13-03/26/17 3/28/17 April /27-04/09/17 4/11/17 April /10-04/23/17 4/25/17 May /24-05/07/17 5/9/17 May /08-05/21/17 5/23/17 June /22-06/04/17 6/6/17 June month employees only n/a 10M June /05-06/18/18 6/20/17 12M June Key: A-Audit, 3Wk-3 weeks between pays, 10M-10 Month Employee Pay, 12M-12 Month Employee Pay, H-Payday on a Holiday No Direct Deposit on 9/9/16 ( Audit Pay)

5 200 BOCES Drive, Yorktown Heights, NY (914) FAX (914) Joy Myke School Business Administrator PAYROLL LOCATION CODES Code Location Building Contact Ext # 1 Administration School Services Kathy Quas 0 4 CTE Tech Carol Chiara Curriculum School Services Jennifer Del Vecchio O&M Annex #1 O&M Patti Pfister O&M Night Custodians Campus Wide Christopher Geisler Science 21 Fox Meadow #8 Theresa DeBellis EPS Fox Meadow #7 Lori Boffi Information Technology School Services Lynn Nole O&M Fox Meadow Fox Meadow Robert Bennett Switchboard School Services Kathy Quas 0 26 Public Relations School Services Colleen Cox Risk & Safety Fox Meadow #1 Cynthia Braden RSE-TASC Projects Leslie Zedlovich Special Ed School Services Debra LaPadula Pines Bridge Pines Bridge Maureen O'Shea Walden Walden Linda Sherwood Learning Center Fox Meadow Mary Ellen Matranga Kitchen Walden Leo Penzine Tech South Tech South Bettina Limongelli Tech Center Tech Dawn Michetti Administration Mail School Services Kathy Quas 0 84 Special Ed Mail School Services Debra LaPadula Guidance Mail School Services Janice Belloise Adult Ed Mail Tech Jean Giordano Curriculum Mail School Services Jennifer Del Vecchio 330 Service and Innovation Through Partnership BEDFORD BREWSTER BRIARCLIFF CARMEL CHAPPAQUA CROTON-HARMON GARRISON HALDANE HENDRICK HUDSON KATONAH-LEWISBORO LAKELAND MAHOPAC NORTH SALEM OSSINING PEEKSKILL PUTNAM VALLEY SOMERS YORKTOWN

6 Putnam/Northern Westchester BOARD OF COOPERATIVE EDUCATIONAL SERVICES 200 BOCES Drive, Yorktown Heights, NY (914) , (914) , Fax (914) DISTRIBUTION OF PAYCHECKS There have been several occasions when employees have requested paychecks prior to a scheduled pay date. It is our policy not to allow any paychecks to be released prior to the payroll date. The payroll department will strictly adhere to this policy. Thank you in advance for your support and cooperation in this matter. Therefore, we offer several options to you if you will not be present on payday: a) You can sign up for DIRECT DEPOSIT. See the application form in this booklet. With Direct Deposit, your paycheck will be deposited into your checking and/or savings accounts, in the Financial Institutions of your choice on payday. Funds are available immediately, no waiting for the check to clear. b) The paycheck can be mailed home. If you notify the Payroll Department (IN WRITING), they will mail your paycheck one day before the pay date. c) In the case of an emergency only, written permission can be given to another person to pick up the check. 5

7 This page intentionally left blank. 6

8 Authorization Agreement for Direct Deposit Form Authorization Agreement I hereby authorize my employer to deposit the specified dollar amounts and/or percents of my net pay into the designated bank account(s) and to initiate (if necessary) debit entries and adjustments for any credit entries in error to my account. To ensure proper crediting of funds to my account(s), I have attached a voided check(s) for checking and an encoded deposit slip(s) for savings accounts where my pay will be deposited. I have completed the form and indicated the type(s) of account and the dollar or percentage amount. I am aware that any/all changes need a full pay cycle to process. I agree this authorization will remain in effect until I provide written notification to the Payroll Department changing this service. PRINT NAME Signature DATE Electronic Transfer of Funds for Direct Deposit of Paycheck to Account #1 Payroll Department Attach copy of check here Last Name: First Name: Name on Account Checking Savings Type of Account $ Amt/Percentage % Bank Name and Address Bank Routing Number Account Number Electronic Transfer of Funds for Direct Deposit of Paycheck to Account #2 Name on Account Checking Savings Type of Account $ Amt/Percentage % Bank Name and Address Bank Routing Number Account Number Electronic Transfer of Funds for Direct Deposit of Paycheck to Account #3 Name on Account Checking Savings Type of Account $ Amt/Percentage % Bank Name and Address Bank Routing Number Account Number HOW TO READ BANK AND ACCOUNT NUMBERS: Your Bank Routing Number falls between the : and : markings. Your complete Account Number falls between the second : and : markings. The Bank Routing Number and Account Number on the authorization form would be completed for the sample check as follows: Bank Routing Number: Account Number: FOR OFFICE USE ONLY UNCHECK do not print direct deposit notices box in WinCap for Part-Timers. 7 INITIALS DATE ENTERED

9 This page intentionally left blank. 8

10 Putnam/Northern Westchester BOARD OF COOPERATIVE EDUCATIONAL SERVICES 200 BOCES Drive, Yorktown Heights, NY (914) , (914) , Fax (914) SALARY PAYMENT PLAN To be completed only by: New employees and current employees requesting a change Please Select a Plan Plan 1: Twenty-two (22) payments of equal installments of annual salary in accordance with the payroll calendar from September through June. Plan 2: Twenty-six (26) payments of equal installments of annual salary in accordance with the payroll calendar from September through June, with the exception of the last check. This check will include four (4) payroll amounts, or 4/26 th of annual salary. I authorize BOCES to pay in accordance with the payroll calendar from September through June applying the plan I selected above. Signature Date Print Name Please return form to Payroll Department no later than August 15th of current School Year 9

11 This page intentionally left blank. 10

12 Putnam/Northern Westchester BOARD OF COOPERATIVE EDUCATIONAL SERVICES 200 BOCES Drive, Yorktown Heights, NY (914) , Fax (914) TAX SHELTERED ANNUITY 403(B) INFORMATION SHEET 403(b) is a section of the Internal Revenue Code, which permits a tax-sheltered retirement program for employees of public school systems and other non-profit organizations. TSA s are managed by major insurance companies and regulated investment firms. BOCES deducts your designated amount from your paycheck (pre-tax) and forwards it to your chosen company. Contributions and earnings compound tax deferred until they are withdrawn, usually when the individual is in a lower tax bracket. The IRS limits for 403(b) plans in calendar year 2016 are: Regular limit: $18, Employees age 50 and older: $24, Employees with 15+years of BOCES service: $21, Employees with 15+years of BOCES service and age 50 or older: $27, These limits may change 01/01/2017. BOCES acts merely as a collection agent. All annuities must be arranged with your chosen agent and submitted to OMNI, our Third Party Administrator. To start or make any changes regarding your 403(b) contribution, you must fill out an OMNI flex form. To obtain the OMNI 403(b) Flex Form, go to the following website: You may need to have a representative of your annuity company sign this form. Forms can be sent electronically or mailed to: OMNI 1099 Jay Street, Bldg. F, 2 nd Floor Rochester, NY If you have any questions regarding Tax Sheltered Annuities, go to the website above or contact OMNI toll-free at , or call the Payroll Office at

13 This page intentionally left blank. 12

14 13

15 14

16 Putnam/Northern Westchester BOARD OF COOPERATIVE EDUCATIONAL SERVICES 200 BOCES Drive, Yorktown Heights, NY (914) , (914) , Fax (914) NEW YORK STATE DEFERRED COMPENSATION PLAN 457(b) INFORMATION SHEET The New York State Deferred Compensation Plan is a voluntary retirement savings plan governed by Section 457(b) of United States Internal Revenue Code. The plan permits you to save for retirement without having your savings subject to current federal or NY State income tax. Contributions and investment earnings accumulate on a tax-deferred basis until withdrawn. Investment options include Stable Income Fund and Mutual Funds. Participation in this plan allows you to contribute additional dollars to a tax-deferred savings plan once you have contributed the maximum to your 403(b). For example, in 2016 an employee can contribute $18,000 to a 403(b) and $18,000 to a 457 for a total of $36,000, as long as this amount does not exceed 100% of compensation. Special catch-up provisions are also available in certain circumstances. BOCES deducts your designated amount from your paycheck (pre-tax) and forwards it to New York State Deferred Compensation Plan. The 457(b) current contribution limits are: Regular limit: $18, Employees age 50 and older: $24, Employees within 3 years of their maximum retirement benefit should contact NYSDCP to discuss eligibility for deferrals not made in prior years (Retirement Catch-up) The 457(b) limits may increase in BOCES acts merely as a collection agent. All accounts must be arranged with Thomas Migliano at X Enrollment Kits and forms can be obtained at To start or make a change regarding your contribution, you must fill out the NYSDCP enrollment form and submit it to the NYSDCP address on the back of the form. It is important that a copy of your application be given to the BOCES payroll department. 15

17 Dear Valued Employee: Whether you are beginning your career, nearing the end of your working years, or somewhere in between, it makes sense to take advantage of the opportunity to invest for retirement. As an active employee, you can supplement your future pension and Social Security benefits by participating in the New York State Deferred Compensation Plan (the Plan). Among the many benefits of the Plan: Pre-tax contributions Contributions to your account are not subject to current federal or New York State income taxes until you receive them, so they reduce the amount of income tax you pay today. Tax deferred investment income Earnings credited to your account are also not subject to current income tax. Distributions are taxed as ordinary income but you may be in a lower tax bracket at retirement or benefit from other special tax features. A wide array of investment options The Plan offers a Stable Income Fund, a series of Retirement Date Funds for one-stop asset allocation and 24 additional core investment options. Simplicity Contributions are deducted directly from your salary each pay period. You may change the amount you contribute at any time. The New York State Deferred Compensation Plan makes it easy for you to learn about the plan or make changes to your existing account. To learn more about joining the Plan, visit the Plan s website at or call the Plan s HELPLINE at To view an online informational workshop about the Plan: Visit the Plan s website at Click the Have an Annual Retirement Check Up link to the right of the page. Click Step 1: Join the Plan Click the Click here link in the first paragraph of the page to view the webinar. Investing involves market risk, including possible loss of principal. 16

18 FLEX FACTS Special edition What is a Flex Plan? A Flex plan is a benefit provided by your employer to help you, your spouse and your dependents save money on medical expenses and day care. You can save from 30% to 40% on anything you buy or pay for through the Flex Plan. For example, save 30% to 40% on health care costs such as: Medical co-pays and deductibles Eyeglasses Contact lenses and supplies Dental fillings Bridges Dental implants Orthodonture Elective surgery Out-of-network providers Over the counter medication Prescription drugs and co-pays Medical travel Hearing Aids Psychiatric services And many more.. You can save the same 30% to 40% on dependent day care while you work: Day care centers Adult day care centers Nursery schools Babysitters Day camps How do I take advantage of this money saving benefit? 1. Ask your benefit officer for a Flex enrollment form and submit it today. 2. Sign-up now for the Unreimbursed Medical Flex account to save on health care costs. For example, why pay $500 for eyeglasses when you can purchase the same pair from the same provider for $350? 3. Sign-up now for the Dependent Day Care Flex account to save on dependent care costs. For example, why pay $300 per week for day care when you can use the same day care provider and pay only $210? The Preferred Group, providing Quality Employee Benefits Administration for over 17 Years 24 Madison Avenue Extension Albany, NY (800)

19 This page intentionally left blank. 18

20 The Preferred Group PO Box Albany, NY (866) Check out your Account Information Online FSA Enrollment Form Change Type: Address/Name Change New Hire Termination (Complete COBRA Form) WLT10181 WLT10181 Date of Event: / / Change in Status Unpaid Leave of Absence Return from Leave of Absence DIRECTIONS: Employee Complete Sections 1, 2, 3 and 4 then return to your employer Employer Complete Change Type Box and complete Section 5 Section 1 Employee Information Employer Group # Employer Group Name Plan Year Social Security Number Putnam/Northern Westchester BOCES Employee Name (First Name) (Last Name) 10/1/2016 to 9/30/ Employee Address (Street, Apt. #) Employee Address (City, State, Zip Code), Date of Birth (mm/dd/yyyy) / / Home Phone Cell Phone Address (Please allow from benefitsinfo@thepreferredgroup.com) Section 2 Flexible Spending Plan Benefit Elections I elect to enroll in the Putnam-Northern Westchester BOCES's Medical, Dental, Vision Insurance Premium Plan, and to have my portion of premiums paid on a pre-tax basis, for this and subsequent years. I elect to enroll in the Putnam-Northern Westchester BOCES's Medical, Dental, Vision Insurance Premium Plan, I elect NOT to have my portion of premiums paid on a pre-tax basis, for this and subsequent years. I elect NOT to participate in the Flexible Spending benefit for this plan year. MEDICAL FSA DEPENDENT DAY CARE PREMIUM EXPENSE Account Type Fund# Prior Election New Election ($2,550max) ($5,000 max/$2,500 if married, filing separately) (For privately held health premiums only, no Life Ins.) Section 3 Dependent Information / Reimbursement Options Dependent Names on File Reimbursement Method Debit Card ( req d) Add Direct Deposit, Bank Routing #, Account # Initial to Request Debit Card Section 4 Signature and Acceptance of Rules of Flexible Spending Plan Rules Salary Redirection Agreement (Please read and sign below): I have read and understand the explanation I have received regarding my options under this Flexible Benefits Program. I hereby apply for the options listed above and I authorize my employer to redirect my salary during the plan year as indicated. I understand that I am only entitled to the amount of the above elections and cannot change any of my elections during the plan year (unless I have an acceptable change in status), and that any money left in my account(s) at the end of the plan year will be forfeited. Employee Signature (Please add dependents through the Online Portal) Please note: By entering the above information you are enrolling into these specified programs and are validating your dependent information. For more information on these options including the timing of reimbursements, please see your Summary Plan Description. Date Section 5 Employer s Section Payroll Information for Salary Reduction Changes Fund First Payroll Date Last Payroll Date YTD Deductions FSA DCA PRE Employer Signature Date Per Payroll Deduct # Payrolls Use First Payroll Date and employer signature ONLY if the employee is making a mid-year election. Use the Last Payroll Date and YTD Deductions if changing an old election or termination. Preferred Group Plans, Inc. 2011

21 This page intentionally left blank. 20

22 21