Payroll and Tax Compliance

Time entries must be approved the day after the timesheet period ends, which is the 15^th and last day of each month. Time entries can be approved as soon as they have been submitted by the employee but required to be approved on the 16^th and 1^st of each month. If those days fall on a weekend or holiday, the next business day is the required approve date.

All time entry approvers should delegate their approval rights to another manager while on vacation.

Any change in Approver status should be communicated to the Payroll Office. Payroll can update or assign a new approver.

If you work two or more positions during the timesheet period, each position time approver must approve the time entries worked.

Yes, you can scroll back or forward to view all timesheets from January 1, 2024 and forward.

Yes, all hourly/non-exempt employees must record time “in” and “out”, including lunch breaks, each workday.

Employees can initiate a Timesheet Change Request in UKG which gets routed to their manager to approve. Once approved, the change will be automatically updated on the timesheet. If you have already submitted your timesheet, your Approver can reject your timesheet and approve the action; or make the change for you directly on your timesheet.

Timesheets are automatically submitted to the approver at 1pm on the day after the timesheet period ends.

Yes, you may submit your timesheet on the last day you work for the timesheet period.

Yes, all Time training videos, and user guides are stored in the Training Library on all employee’s UKG dashboard. We encourage all employees to visit the Training Library before contacting the payroll department.

According to the Social Security Administration, the wage base limit changes each year as per the national average wage index. The tax rate for wages paid in the current year is 6.2% for employees and employers, each.

There is no wage limit on wages subject to Medicare tax, and the tax rate is 1.45%. In addition, wages earned in excess of $200,000 will be subject to an additional 0.9% Medicare tax for employees only.

Federal taxes for most wages are determined by your W4 election. Payroll has a built-in tax table provided by the Internal Revenue Service to calculate taxes on all wages. Employees can change their tax elections at any time in UKG by initiating a self-service action. Navigate to the Training Library on your UKG dashboard to find all self-service user guides. Please note, severance and bonus wages are calculated based on a flat percentage rate.

Direct deposit is available to all employees, and encouraged to utilize to reduce paper waste, lost checks, and most importantly to be paid immediately. This is also the safest way to receive your payment. There is no cost, and you can choose any bank. Navigate to the Training Library on your UKG dashboard to find all self-service user guides.

All time off accrual balances are available in UKG. Vacation time is accrued based on your employee type and length of service. Refer to Pace Employee Handbook for specific accrual details. It is the responsibility of both the employee and their manager to maintain time off requests and usage.

Yes, time accrued but not yet used is paid out in your last payroll when you terminate employment.

Form W-2 can be viewed and downloaded in UKG. Refer to the W2 topic on the Payroll page.

Non-Resident Aliens may also receive Form 1042-S , if taxable scholarships or earnings were not reported on forms W2, 1098-T, or 1099. This form is issued to foreign persons with income subject to withholding.

In addition, the Accounts Payable office distributes 1099-MISC for miscellaneous income and Student Accounts issues Form 1098-T form for tuition payments.

The wages reported in box 1 include only taxable gross wages. You must add all pre-tax deduction such as medical, dental, flex plan, and 403(b) contributions to the Box 1 total to reconcile to your pay statement. Please refer to the Understand your W2 link on the Payroll page. 

You are only responsible for reporting the amount in box 1 when filing your personal federal income tax.

The amount of federal income tax withheld from your calendar earnings is reported in box 2. Your state income tax withheld is reported in box 17. If you were a New York City resident for any part of the calendar year, your local income tax withheld is reported in box 19. All withholding amounts can be reconciled to your last pay statement of each year.

The amount of federal income tax withheld from every payroll check is based on what you elected when processing your W4 form. The W4 form can be updated at any time via self-service in UKG. Navigate to the Training Library on your UKG dashboard to find all self-service user guides.

If your W2 form does not include an amount in box 2, you have elected to “block” withholding on your W4 form. You must recertify your “block withholding” election every year, as required by the IRS.

W2 statements must be issued or mailed to employees on or before the 31st of January. You can view and print your W2 UKG. Refer to the W2 section on the Payroll page.

Code E is the elective deferrals for your 403(b) salary reduction agreement. Under IRS section 403(b), the IRS allows for certain employee paid deductions for the purpose of retirement to be excluded from federal taxable wages.

Code C is the taxable cost of group-term life insurance. This cost is considered imputed income. If your employer paid life insurance is over the $50,000 limit, the amount over the limit is taxable and reported in boxes 1, 3 and 5.

IRS requires that certain items, provided by the employer, be reported as taxable compensation. Examples are taxable tuition benefits, certain types of moving expenses, and a portion of employer-paid group term life insurance.

Each tax has a different calculation for taxable wages:

• Box 1 = Total Compensation minus pre-tax deductions, 403(b) deductions and imputed income. (No maximum)
• Box 3 = Total Compensation minus pre-tax deductions and imputed income. (see current social Security wage base)
• Box 5 = Total Compensation minus pre-tax deductions and imputed income. (No maximum)

An incorrect address does not invalidate your W-2 and does not require a corrected W-2. All employees are responsible for maintaining their personal, tax, and direct deposit information in UKG. Navigate to the Training Library on your UKG dashboard to find all self-service user guides.

First, you should reconcile your last pay statement of the year to your W2. You can find detailed instructions under the W2 section of the Payroll page. If you find an error, please contact payroll@pace.edu.