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Business Services Guide

Payroll

For payroll questions please contact:

Vacant Payroll Technician (925) 485-5227
Michelle Tong Payroll Technician (925) 485-5226
Kathleen Cramsey Payroll Manager (925) 485-5228
  FAX: (925) 485-5286

 

For detailed instructions on "How To Retrieve Your Pay Check or Direct Deposit Pay Stub From CLASSWEB" : Click here

 

Updating W-4 Exemptions and Allowances

In our continuing effort to move to a paperless environment, it is now possible to submit W-4 changes via CLASS-Web.

You complete IRS Form W-4 so that your employer, CLPCCD, can withhold the correct federal income tax from your pay. On the W-4 form you report your filing status, the number of allowances you are claiming, and any additional amount you want withheld.

On the IRS website (www.irs.gov), you will find the W-4 form, instructions, and a worksheet to assist you in claiming the correct number of allowances. The IRS website also has a Withholding Calculator (www.irs.gov/W4App), which helps you determine whether you need to submit a new W-4 form. You can use the results from the Calculator to fill out the form and adjust your income tax withholding.

Payroll will no longer be accepting paper W-4 forms for existing employees. Existing employees must submit W-4 changes via CLASS-Web. If you would like to make changes to your state withholding, you must complete the State of California Form DE 4 (http://www.edd.ca.gov/pdf_pub_ctr/de4.pdf) and send it to the Payroll Office. Please do not write your social security number on the form. Instead, write your W number on the form where it asks for your social security number.

Click here for step-by-step instructions on how to update your W-4 in CLASS-Web. If you have questions about this procedure, you may contact Barb Yesnosky at 925-485-5231. If you have questions about which filing status you should choose, how many allowances you should claim, or if you should have an additional amount withheld, contact your tax adviser.

Compensation Studies

Salary schedule adjustments related to the compensation studies will be reflected on the July 28, 2016 paychecks/direct deposit advices. Refer to the board action for details:

Classified/SEIU Local 1021 - October 20, 2015 Board Action

Board item 3.4

Board Packet - Detail A, B, C, D, E

Confidential Employees - June 21, 2016 Board Action

Board item 3.5

Board Packet - Detail 1, 2

Supervisory Employees - June 21, 2016 Board Action

Board item 3.6

Board Packet - Detail 1, 2

Check Distribution

All CLPCCD employees are paid the last working day of the month and receive an earnings statement, which provides detailed information regarding earnings, taxes, deductions, benefits, and leave balances. Payroll checks are either mailed to the employee's home or are distributed to employees through their departments via campus mail. Submit a Salary Warrant Distribution form to Payroll to change or set up distribution of your paycheck.

Paycheck Changes For those receiving paper checks:

Effective with the July 2016 paychecks, you will receive pressure-sealed paychecks instead of the current paychecks enclosed in an envelope. If you receive paychecks through the mail, we don't want you to mistake them for junk mail. Carefully open the check following the instructions on the pressure-sealed mailer. The District encourages those of you who receive paper checks to sign up for direct deposit. Depending on how the dates fall and when we have to send the electronic file to the bank, sometimes those who have direct deposit see the money in their bank accounts prior to the pay date.

Direct Deposit

CLPCCD encourages the use of direct deposit to ensure prompt delivery of your earnings. Submit a Direct Deposit form to set up automatic deposit of your earnings to your checking or savings account. Complete the form and attach a voided check to the form. Generally, direct deposit is effective after two pay periods provided the form is received by the payroll deadline date according to the Payroll Deadline Schedule.

Paycheck Changes For those receiving direct deposit notices:

Effective July 2016, direct deposit information will be available electronically. You will receive an e-mail with a secure link. The sender will be CLPCCD Payroll. The password for retrieving your direct deposit advice is the first four letters of your last name (in lower case) and the last four numbers of your W number. Your e-mail will arrive to your Outlook e-mail account. If you have not been assigned an Outlook account, the e-mail will arrive to your Zone account. Employees who do not have a district-assigned e-mail account will receive an e-mail to their personal e-mail account. This information will also be available in CLASS-Web. We will no longer be mailing out paper direct deposit notices.

Employees needing to change accounts on an already existing direct deposit must submit a Direct Deposit Change form. Payroll needs to be notified immediately if an account is closed so they do not submit funds to a closed account.

Sick Leave

Sick leave is posted to the record once a year at the beginning of the fiscal year. If an employee leaves employment, the sick leave accrual will be adjusted for the partial year. Sick leave accumulated at retirement will be transferred to STRS/PERS for service credit. Sick leave balances are posted each month on your paycheck or direct deposit earnings statement. The balance does not include any time taken from the 16th through the end of that month.

Refer to your Bargaining Unit Agreement for sick leave specifics.

Pay Periods and Leave Reports

Absence Requests

Absence requests are used to obtain prior approval for an expected absence, e.g. vacation, personal necessity, jury duty, floating holiday, etc. Sick leave must be recorded after the employee returns from the absence. Absence requests must be approved by the immediate supervisor. This report is due in the Payroll department according to the Payroll Deadline Schedule.

The following forms must be used by the classifications below:

403(b) and 457(b) Plans

Employees may set aside money for retirement on a pre-tax basis through a 403(b) and/or 457(b) plan. These plan contributions are deducted from gross pay before federal and state income taxes are calculated. The employee determines the amount they want to contribute to the plan, up to a maximum determined by the IRS. The steps to set up plans are as follows:

  1. Review the list of eligible vendors at the Envoy Plan Services client center. Envoy Plan Services is the district's third party administrator for our plans. After determining which company you want to select, contact this vendor directly to set up your account. This needs to be completed first so that when payroll deductions begin, vendor can post these funds to your account without delay.
  2. Complete the salary reduction agreement: 403(b) or 457(b). This allows the district to begin your payroll deductions. These forms can be faxed to Envoy directly at (877) 513-2272 or the district at (925) 485-5286. All salary reduction agreements need to be received by the last working day of the month to be effective the following month.

You may log in to Envoy's participant web site to view activity related to your account. Click here for more information. You may also contact the Envoy Customer Service Center. Click here for IRS limitations for the current calendar year and the previous two calendar years. Click here for general information on the retirment plans.

Transit Plan

Employees can save taxes on their commute costs by enrolling in this plan. The transit plan allows an employee to have a specific monthly amount (up to IRS maximum) to be exempt from taxes. Employees that wish to enroll in the plan must complete the EBS Flexible Spending Accounts Enrollment Form and submit it to the Payroll department. Payroll will deduct the amount authorized on a pre-tax basis. The employee will receive a Visa® card from Employee Benefit Specialists (the district's third party administrator) at the beginning of the next month with your deduction amount loaded onto the card. Employees can use this card to buy Clipper cards, BART tickets, bus tickets, van pool, etc. This plan cannot be used for bridge tolls, gasoline, etc. The amount of the deduction can be changed or stopped at any time with a new authorization form.

Vacation Pay-Out

Employees receive their remaining vacation balance at retirement or resignation.

Payment of Last Check

California Labor Code section 220 exempts school districts and community colleges from California Labor Code section 201, which provides for immediate payment of employees whose employment has terminated. Employees are paid their final pay on the next scheduled payroll cycle.

W-2 Form

Employees may obtain a copy of their W-2 Form through CLASS-Web.

On the next screen you may click on Printable W-2. You will be asked to re-enter your PIN. Once you enter your PIN and click on Submit, you will see your W-2 form, which you can then print.

Contact Information

Please contact Kathleen Cramsey if you have questions regarding Payroll. She can be reached at (925) 485-5228.