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 firstname.lastname@example.org.
Between the Camp Fire in Butte County and the Woolsey Fire in Southern California in November, most ANR members have been affected in some way by the devastating wildfires. Several have experienced major personal losses that they are still dealing with.
While the Camp Fire was still raging on Nov. 14, Emily Symmes, director of UCCE in Butte County, wrote:
“As you can imagine, due to the destruction of nearly the entire town of Paradise and other ridge communities, all of our employees have numerous friends, family, and loved ones who have lost their homes and all of their belongings, as evacuations were so sudden and urgent that most left with only what they could grab in minutes. As such, all have been affected to varying degrees. We have two direct staff members, Alexandra Falk (nutrition education specialist) and John Klepps (Honey Bee Tech Transfer Team) who lived in Paradise. Both have received confirmation that their homes were among those destroyed. They and their families and pets are now safe and have found temporary housing. Many in our extended network of 4-H and Master Gardener program participants and volunteers resided in Paradise have also been heavily impacted, losing everything.”
Among the Master Gardener volunteers in Paradise who lost their houses is Bob DiPietro and his wife, parents of Damon DiPetro of ANR's IT team. Damon's sister and her family also lost their house.
Colleagues have asked how to help.
Emergency resources for UC employees
In response to queries, the Staff Assembly has posted information on their website about the impact of the Camp Fire on our ANR employees and their families at http://staffassembly.ucanr.edu/Resources_/Emergency_Resources_/. Earlier in the year, they posted similar information for those impacted by the Mendocino fires and have committed to maintain Emergency Services information on their website whenever any UC ANR employees are impacted.
Emergency support is also available to UC employees from the university's benefit plans https://ucnet.universityofcalifornia.edu/news/2018/11/emergency-support-from-ucs-benefit-plans.html.
UC ANR assists Camp Fire survivors
In the midst of their own losses, UCCE staff in Butte County and neighboring counties have been reaching out to assist community members. For example, Ryan Cleland, 4-H representative, has been working with the 4-H community since Nov. 8, the day the Camp Fire erupted, to coordinate assistance and volunteerism. He is providing vetted and frequently updated information on where evacuated and displaced people can find help and how other community members can volunteer, donate and contribute.
The UCCE nutrition education team has been assisting with meal preparation at shelters, and also with volunteering at indoor youth activities available through the shelters and the local area recreation district.
Other UCCE staff and advisors have been volunteering where needed – helping gather and deliver supplies, volunteering at human shelters and animal shelters, helping out at the numerous meal centers that have popped up.
UC Master Gardener volunteers have been reaching out to fellow Master Gardeners who have lost their homes or remain evacuated to offer housing and other support.
Tracy Schohr, UCCE livestock and natural resource advisor in Plumas and Sierra counties, has been helping care for large animals in the evacuation zone.
The forestry, fire and natural resource advisors have ongoing fire safety research and education programs, coordinating with fire safe councils, and working with other agencies to assist in recovery and become better prepared for natural disasters.
Thanks to everyone who participated, UC ANR's #GivingTuesday campaign was a resounding success.
“We surpassed our stretch goal of $100,000,” Emily Delk, director of Annual Giving and Donor Stewardship, announced jubilantly before 5 p.m. on Giving Tuesday, as she rang a bell and the Development Services team and other ANR staff members cheered.
As of 11:59 p.m. on Nov. 27, #GivingTuesday 2018 donors had contributed $121,000 to UC ANR, including approximately $81,000 for the California 4-H Youth Development Program.
“Our team is still tallying numbers,” Delk said, “However, we are confident to report that we raised over $121,000 for the UC ANR network. This is a phenomenal response of generosity from 342 donors.”
With generous contributions from the President's Advisory Commission, staff and donors, the first $10,000 of donations to UC ANR were doubled. The 4-H Foundation had $25,000 in matching funds.
“A huge congratulations is in order for the Development Services team, all of the Statewide Program Leaders, county directors, the many, many donors and everyone else involved in making the day a success!” wrote Wendy Powers, associate vice president, in her ANR Adventures blog.
In addition to raising money, the #GivingTuesday social media campaign helps raise the visibility of ANR programs and awareness that programs such as the 4-H Youth Development Program are part of the University of California.
“Giving days are driven by social media and the rise of crowd funding is a powerful way to invite new donors to support our work,” Delk said.
The UC Master Gardener Program team made a video of the “unselfies” posted on social media by their supporters: https://youtu.be/PI-rKJikTD0.
Via video, VP Glenda Humiston thanked donors for supporting UC ANR: https://youtu.be/x3Z1LFhx5pc
The staff engagement in the campaign was bigger and better than ever before thanks in part to fun incentives. As a token of appreciation, members of Development Services delivered balloons to donors in the ANR building in Davis.
As an added incentive, UC IPM Director Jim Farrar committed to eating a pest if at least 20 people made a donation of $10 or more to UC IPM. On Wednesday, Nov. 28, all UC IPM donors were invited to participate in the special pest-eating event in the UC ANR building, where Farrar talked about and consumed corn smut, a roasted grasshopper and a live meal worm.
“Giving Tuesday gives us an opportunity to talk about our research and outreach to enhance food systems and create thriving communities, as well as all the other positive things everyone in ANR is doing to make life better for Californians,” Humiston said.