The mission of the Emmanuel College Payroll Office is to manage and process the college's payroll systems, as well as to ensure that employee master files are stored within the payroll systems, employees are paid for their proper wages and payroll is processed in a timely and accurate manner. The Office also ensures compliance with the College's policies and practices and federal and state regulations, administers tax issues and payments, and provides payroll information efficiently and accurately.
The Payroll Office is responsible for processing payrolls on bi-weekly, semi-monthly and monthly cycles for faculty, administrators, professionals, staff and students, as well as W2's, garnishments, bonuses and adjustments, including new hires and terminations. The Office maintains confidential information including employees' names, addresses, Social Security numbers and bank account numbers, as well as the amount of salary, wages and other perks employees receive, deductions for section 125 cafeteria and 403b plans, and child support and tax levies. The Office also completes monthly, quarterly and yearly reporting and maintains knowledge of legal requirements and government reporting regulations affecting payroll and all payroll tax jurisdictions.
Laws affecting payroll are passed by Congress and approved by the President, or passed by state legislatures and approved by the Governors, resulting in changes in payroll with the Internal Revenue Service, the Social Security Administration, the Department of Labor, the Office of Child Support Enforcement, the Department of Homeland Security and various state agencies that require information.
Employee Classification
Bi-Weekly Non-Exempt Hourly Staff and Students
Bi-weekly, hourly non-exempt staff and student pay cycles run from Sunday to Saturday with a pay date every other Friday, with a yearly total of 26 payments. Hours are due every other Monday at 10:00 a.m. to the Payroll Office in order to process payroll on time.
Monthly Payroll
Monthly, salaried payroll is paid on the 12th of each month, with a yearly total of 12 payments. If the 12th falls on a weekend or Emmanuel College holiday, payment will be made on the preceding Friday.
Semi-Monthly
Semi-monthly payroll processes twice a month with a yearly total of 24 payments, with pay dates on the 15th and 30th of each month. If the 15th or 30th falls on a weekend or an Emmanuel College holiday, payment will be paid on the preceding Friday. Most employees are paid on non-exempt/exempt salaried basis. Each employee will be paid for the hours they work automatically.
Self-Employed Workers or Independent Contractors
Payment is made through the Emmanuel College Business Office.
Payroll Online Systems Workforce Now
Workforce Now is our web-based Payroll processing and HR information system that maintains our employee master files containing demographic, pay rates, benefits, deduction elections, self-service portal, time off requests, time/attendance, taxes, direct deposit and reports.
The system provides the following services:
Employee Self-Service
All administrators, professionals, non-exempt/exempt staff, and students have access to Workforce Now. All employees can securely update personal information, change tax withholding and add/update direct deposit information. Benefit eligible employees also use Workforce Now to request paid time off.
To log into Workforce Now, users will be provded instructions to register with a username and password
Smart phone users may also download the ADP app to view pay statements and benefit information on their phone. The ADP app is available through the iTunes and Google Play stores. The site is also accessible from the Emmanuel College MySaints portal.
iPay (former employees)
All former employees can view/print pay statements and annual W-2s through IPay. Our payroll company, ADP, maintains this secured website at ipay.adp.com. Former employees will use their assigned user ID and password to access payroll information whenever it's convenient.
Payroll Information
Required Forms for New Employees
All employees are required to submit W-4, M-4 and I-9 forms when hired.
The following checklist contains the information relating to payroll, IRS and employment laws under Emmanuel College's policies and practices:
- Form W-4, Employee's Withholding Allowance Certificate - Emmanuel's basis for withholding federal income tax.
- Form M-4, Employee's State Withholding Allowance Certificate - Emmanuel's basis for withholding state income tax.
- Form I-9, Nonresident Aliens (Foreign Nationals) Immigration Status Form - Provides Emmanuel information for nonresident alien students, faculty/adjuncts and honorarium speakers. Required immigration forms must be filled out in person in the Payroll Office.
- Direct Deposit Form with voided check.
Direct Deposit
Due to the time it takes to process the Direct Deposit Form, your first paycheck will be in paper form and will be sent to your home address or held for pickup in the Office of Human Resources. Once the Payroll Office has received verification from your financial institution, all subsequent paychecks will be directly deposited into your bank account.
Once your direct deposit request is activated, you will be able to view your pay statements, which will include a confirmation of your direct deposit and detail your gross wages and deductions.
In general, the funds you are direct depositing are available for use as of the check date. However, some financial institutions have their own availability of funds policy. The College assumes no responsibility for delays relating to banking system processing.
If you wish to change your direct deposit, you may make a change directly through ADP Workforce Now or submit a new Direct Deposit Form. If a technical difficulty arises requiring the direct deposit feature to be disabled for a particular pay period, you will receive a paper paycheck. Every effort will be made to notify you of this exception if it occurs.
Taxes
- Federal
- State
- Medicare 1.45%
- Social Security 6.2% (2014)
W-2 Forms
W-2 forms will be mailed to home addresses beginning mid-January and before January 31st. If you have moved, please make sure we have your current address on file. W-2 forms will also be available online through ADP Workforce Now and/or ADP IPay.
International Nonresident Aliens
Nonresident Aliens (Foreign Nationals)
Nonresident alien (NRA) for immigration purposes is a person who is not a citizen or permanent resident in the United States who has been admitted on a visa for temporary stay that will end when the purpose of that stay have been met.
Nonresident alien (NRA) for tax purposes is generally a F-1/J-1 full-time student who has been in the US for less than five calendar years and will either be "studying in a degree program" or "studying in non-degree program," or a J-1 (Scholar) teacher/researcher who has been in the US for two calendar years or less out of the last six calendar years..
F-1 Students must have the following items:
1. I-20 Certificate for Visa Eligibility. I-20s will list the dates they are legally allowed to stay in the US in Section 5.
2. Valid Passport - Indicates country of citizenship, date of birth, passport expiration date, etc.
3. Visa - A page inside the passport indicating the dates they are allowed to enter the US. (A student can stay in the country past the visa end date as long as they have a valid I-20 document and are a registered full-time student.)
4. I-94 Arrival Card - A small white card, usually stapled to the passport, which indicates the date they entered the US.
Additionally, if an F-1 student is not attending Emmanuel College as a student but rather coming to work, he or she will need to have work authorization from their sponsoring institution.
There are two types of F-1 students with work authorization:
1. F-1 students on O-P-T (Optional Practical Training) will need to show their Employment Authorization Card, which indicates the dates they are authorized to work and will also have the work eligibility recommendations listed on page 3 of their I-20.
2. F-1 students on C.P.T. (Curricular Practical Training) will have their employment eligibility listed on page 3 of their I-20.
J-1 Students and scholars must have the following items:
1. DS-2019 Certificate for Visa Eligibility - Section 3 of this form will show the dates of legal status.
2. Valid Passport - Indicates country of citizenship, date of birth, passport expiration date, etc.
3. Visa - A page inside the passport indicating the dates they are allowed to enter the US. (A student can stay in the country past the visa end date as long as they have a valid I-20 document and are a registered full-time student.)
4. I-94 Arrival Card - A small white card usually stapled to the passport which indicates the date they entered the US.
Tax Navigator
A tax navigator is a system that determines US tax residency for nonresident students, staff, faculty and adjunct faculty based on immigration status and history, tax rates and special tax treaty exemptions on a case-by-case basis, and prepares completed withholdings forms (8233, W4, W8BEN, etc.).
