Posts Tagged: Payroll
On Aug. 8, 2020, President Trump signed an executive order for U.S. employers to have the option to defer the collection of employee payroll taxes through Dec. 31, 2020.
Two weeks ago, the Internal Revenue Service issued guidance on this optional program. This program would call for the OASDI Social Security taxes deferred from the employees' wages through Dec. 31, 2020, to be repaid by the employees during the January through April pay period of 2021 in addition to their regular OASDI Social Security withholdings for that period.
After this guidance from the IRS and the National Association of College and University Business Officers (NACUBO), and in consultation with the controllers at every UC location, UCOP has decided that the University of California system should not participate in this optional program at this time.
As you begin holiday celebrations and look forward to the new year, the UCPath Center has some important year-end and new-year reminders to share. Please read closely and mark your calendar for upcoming deadlines.
2020 payroll notices
- Employees paid monthly will receive payment for December 2019 earnings on January 2, 2020. View the 2020 monthly payroll calendar.
- Employees paid biweekly will receive the first paycheck of 2020 on January 8. View the 2020 biweekly payroll calendar.
New year, new benefit enrollments
It is important to make sure that the benefits you enrolled in during Open Enrollment are reflected correctly in your paycheck. Here's a checklist to compare against.
The following table illustrates the coverage begin date for Open Enrollment changes and the paycheck on which new benefit rates take effect.
Open Enrollment Coverage Begin Date
Paycheck Deduction begin date
*2020 Disability premiums for January and Flexible Spending Account contributions deduct from the 1/8/2020 paycheck for bi-weekly employees.
** 2020 Flexible Spending Account contributions deduct from the 1/2/2020 paycheck for monthly employees. 2020 Disability premiums for January deduct from the 2/1/2020 paycheck for monthly employees.
Jan. 18, 2020: Tax information deadline
The UCPath Center will begin processing W-2s in late January. In order to ensure that the information on your W-2 is complete, accurate and reaches you, please take the following steps by January 18.
- Verify your home mailing and personal email address in UCPath online. Even if you plan to opt for a digital W-2, it's important that UC can reach you.
- Verify your dependents. UC needs the social security numbers of your spouse/domestic partner and any dependents. To review and update, log into UCPath online and go to Employee Actions > Health and Welfare > Dependent Coverage.
- International workers: Verify your GLACIER account information. International persons receiving UC wages may receive either a W-2 or 1042-S. Verify that your email and home mailing addresses match exactly in UCPath online and in the GLACIER database to ensure that your tax information is sent correctly. You can also opt for an electronic 1042-S through GLACIER.
W-2s for the 2019 tax year
For the 2019 tax year, UCANR employees will receive two W-2 statements:
- W-2 statement from AYSO will cover your January – September 2019 paychecks.
- W-2 statement from UCPath will cover your October - December 2019 paychecks.
- If your first paycheck was after September 30, 2019, you will only receive one W-2 from UCPath.
- Opt-in to receive your W-2 electronically. It's easy, safe and convenient! Sign up today at UCPath online and click on Employee Actions >Income and Taxes> Enroll to Receive Online W-2.
- Box C of the 1095 Affordable Care Act form will display the UCPath address as your employer.
Federal and State Earned Income Tax Credit (EITC)
- All W-2 notifications include IRS Notice 797, alerting you that you may be eligible for the federal EITC, a benefit for working people with low to moderate income. To qualify, you must meet certain requirements and file a tax return, even if you do not owe any tax or are not required to file. The federal EITC reduces the amount of tax you owe and may give you a refund. For more information, visit the IRS website or contact the IRS at (800) 829-3676.
- Similarly, you may be eligible for the California EITC. To claim this credit, you must file a CA income tax return, and complete and attach the CA EITC form (FTB 3514). For more information visit the Franchise Tax Board website or call (800) 852-5711.
Claiming exemption from withholding
The IRS requires you to complete a new W-4 form each year if you are claiming exemption from tax withholding. If you wish to claim exemption from withholding in 2020, you must make this choice on UCPath online before Feb. 15, 2020.
Have questions or need help?
Please visit UCPath and click on “Ask UCPath Center” to submit an inquiry. You can also speak with an associate by calling the UCPath Center at (855) 982-7284 from 8 a.m. to 6 p.m., Monday through Friday.
In preparation for UCPath, a new version of the time reporting system (TRS) will be deployed in early September for August monthly timesheets.
- Monthly paid employees will use the new TRS to report August vacation and sick leave
- Wait until Monday, Sept. 9, to log into TRS (trs.ucdavis.edu) to enter your August leave usage
- Submit your August timesheet by Friday, Sept. 13
- Supervisors approve by Tuesday, Sept 17, 10 a.m.
If monthly paid employees submit their time before Sept. 9 in the old TRS, the timesheet WILL NOT be saved or processed!
Bi-weekly timesheets will process as normal during this time. Send questions to email@example.com.
The University of California has made changes to the timing of final pay when an employee retires or voluntarily resigns from an ANR position. Previously, University practice was to pay out final wages within 72 hours of the employee's last day at work. ANR will now issue final wages with the employee's next regular payday.
This change is being applied across the UC system; it is not specific to ANR or UC Davis, said John Fox, executive director of Human Resources.
To provide two examples: If a monthly paid, non-represented employee resigns effective Sept. 15, 2016, final pay would be included in the Oct. 1 paycheck. If a bi-weekly paid, non-represented employee resigns effective Sept. 15,, 2016, final pay would be included in the Oct. 5 paycheck (the next regular payday in which the earnings for the dates worked would normally be paid).
For exclusively represented (union) employees, the timing of final pay is subject to the terms of the employee's collective bargaining agreement. Depending on the agreement, it may still be necessary to request a manual, final check in order to comply with the contract terms.
When a limited-term appointment reaches the scheduled end date, this is treated as a voluntary resignation. (The employee agreed to the end date when accepting the appointment.)
There is no change to the timing if an employee's appointment ends involuntarily. All final wages earned and unpaid at the time of the separation are due and payable immediately.
When supervisors are notified that an employee is separating or an appointment is ending, it is critical that they immediately notify ANR Human Resources and the appropriate BOC Payroll unit to initiate the separation process in a timely manner. Delays in formally separating an employee can delay the processing of the employee's final pay, and unnecessary costs may continue to be assessed to ANR.