Payroll 101 New Hire Paperwork, Timesheets, and other related topics
New Hire Paperwork Submission • When does it need to be filled out? • BEFORE the employee begins working, do not allow anyone to work without completed paperwork • Do not give to the employee to complete at home • When does it need to be submitted? • Within 48 hours of the forms being completed (48 hours of the employees start date) or 1 business day prior to payroll submission due date, which ever is soonest • How do you submit? • By email to FHCpayroll@deltagamma.org • USPS as last resort only
New Hire Paperwork • New Hire Forms – In your folders I have provided a complete copy of all the new hire paperwork as required by Delta Gamma, Federal Government, and your State (if applicable). I suggest you use this as your master – I have also provided a completed “dummy” new hire paperwork to assist with completion • #1 form completed incorrectly – I9
Federal Form: I9 • I9 – Computer – Written • Supporting Documents: – What is the requirement? – Timeline for providing those documents
Direct Deposit • While not required, we HIGHLY suggest this to be provided
Payroll Submission Guidelines • When do I submit payroll? – Every other Monday – 12pm Eastern time for Eastern, Central, and Mountain time zones – 2pm Eastern time for Pacific time zone (California, Oregon, Nevada, and Washington) • What do I submit? – Summary Time Sheet • How do I submit? – Email Excel Summary Time Sheet to FHCPayroll@deltagamma.org
Summary Timesheet • Summary Timesheet 2017 • Reporting Worked and Unworked Hours • Individual timesheets/time cards • With break • Without break • All Employees should be clocking out for break after the first 5 hours of work • Time Clock
Workers Compensation and Unemployment Claims • What do I do if an employee is injured on the job? – First Report of Injury Form (for those on MJ) • What if an employee files a claim? • What do I do if I receive a unemployment claim? – Forward along to FHC – Overpayment
W2 • When are W2’s mailed? – All W2’s are mailed no later than January 31 st per Federal guidelines • Where are W2’s mailed? – Employees home address, as listed on their paystub • When should I contact FHC about a missing W2? – After the end of February, but before April 1 • Can I gain access to my W2 via online? – Current employees: YES!!!! Employees can gain access via the online service once the W2 has been generated. Former employees: must contact either the HD or FHC
Paylocity Online Service • Who has access? – All Active employees • Where can I sign on? – https://login.paylocity.com • How do I sign on? – Employees will need to create a login and screen name • What can I access? – View and print payroll stubs – View and print W2 – Employment Information
Payroll 101 • Questions?
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