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FINANCIAL POLICIES AND PROCEDURES - PAYROLL <br />F-1. Payroll Policies <br />Payroll pays all employee salaries and fringe benefits; prepares monthly, quarterly and yearly <br />reports on Federal, State and Social Security taxes; and issues W-2 forms to employees. Payroll <br />maintains employee payroll files and processes hires, terminations, merit increases and other <br />personnel action data including payroll changes resulting from bargaining unit negotiations. <br />Social Security Cards for New Hires <br />Employees must send Payroll a copy of their Social Security card to verify correct full name and <br />social security number on the payroll system. This is not a requirement, but is in the employee’s <br />and the City’s best interest to do so. Inaccurate records may result in problems posting employee <br />earnings to their social security retirement account. The City can also be penalized for not providing <br />the correct employee name and SSN on form W2. <br />Employee Numbers <br />Each employee is assigned an employee ID number by Payroll to which all information pertaining <br />to employment, including rate of pay, is keyed. This number must appear on all official time <br />records and Personnel Action Forms (PAFs). <br />Pay Periods <br />Regular full-time and regular part-time employees are paid a bi-weekly salary based on an annual <br />salary. Temporary employees are paid an hourly rate for each hour worked. <br />Pay Days <br />Employees are paid every other Friday. If a holiday falls on Friday, pay day will be on Thursday. <br />Payroll Deductions - Mandatory <br />Required by State and Federal Laws--Federal and State taxes, Social Security, Medicare and <br />Workers' Compensation are mandatory payroll deductions. <br />Involuntary Deductions <br />Child/Spousal support withholding orders; tax levies; creditor garnishments; bankruptcy orders; <br />student loan collections; federal agency loan collections. <br />Voluntary Deductions <br />The following deductions may be made from employees' paychecks: Deferred Compensation (ING <br />or Pacific Cascade Credit Union); union dues; union benevolent or political action committee dues; <br />health insurance premiums; additional life insurance; flexible spending for medical, childcare, or <br />transportation; charitable contributions; parking fees; and PERS unit purchases (Police and Fire <br />only). <br />Financial Policies and Procedures Manual 9/05 <br />F_Payroll.docx Page F.1 <br /> <br />