Retroactive Funding (RFA) and all other Adjustments for FY08
We request that all payroll transactions regardless of funding source (account codes) for FY2008 be processed on or before the June 6, 2008 5:00 p.m. deadline.
Due to the new financials system payroll adjustments or changes of any kind will require additional work in FY2009 that were either paid or should have been paid in FY2008, especially grants and CRINC reimbursable funds. Please adhere to this deadline so that corrections are processed timely and accurately for us to meet the state and university required deadlines and for accurate fiscal year reporting.
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May is Direct Deposit Month for Payroll
Direct Deposit gives you control. Financial planners recommend Direct Deposit as a way to start gaining control of your finances. Most companies will divide your payment into two or more accounts to help with savings.
o A 2006 survey showed that people that use Direct Deposit to save for education saved $90 more per month than people who used other methods.
• Direct Deposit gives you discipline. You decide how to divide your pay among your accounts,and it will be done automatically each payday.
• Direct Deposit gives you peace of mind. The payment is always there no matter where you are.
Over a quarter century of success proves that Direct Deposit is safe and confidential.
• No Direct Deposit payments have been lost. "Once an ACH payment (Direct Deposit) is created, it really cannot become lost," according to NACHA.
• Direct Deposit is more confidential. From three to nine people at a financial institution handle each check compared with one or two people who handle an ACH transaction. "There is considerably more security and control with an electronic transaction."
• Direct Deposit uses the same safeguards and security that companies and the government use to transmit money to each other every day.
Direct Deposit helps you manage your money and gives you peace of mind.
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Mailing of Supplemental Checks - Non-Student Employees ONLY
Effective immediately, all supplemental paychecks for employee OTHER THAN STUDENTS will be mailed to the employee’s home address as it appears on the check mailer. Please contact payroll services if you have questions.
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From the Privacy Office - Run a Self-Audit
Have you run a Self-Audit of your computer, files, and processes for Private Information that needs to be secured or purged? Consider the self-audit tool and guidance on the KU Privacy Office website at http://www.privacy.ku.edu/ssn/survey.shtml. This is a quick, 1 page form to think about confidential information and your handling of it. You don't need to send the completed form to the Privacy Office. Instead, you can use it for your department's internal discussion and planning. For more information contact the KU Privacy Office at privacy@ku.edu or 864-9528
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New I-9 Form-REQUIRED USE
The Federal Government has revised the required I-9 form effective immediately. Please use the revised form and replace in any existing packets you may have on hand - Feds will NOT accept older forms.
Any forms prior to this one received after 12/26/07 will be returned to the department as the Dept of Homeland Security will apply penalties for outdated forms after this date. click here to access
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2007 W-2 Forms
The 2007 W-2 forms were placed in the mail by the State of Kansas, Topeka on 1/11/08.
Below is a link to a guide that helps explain how each box on the W-2 form is derived. The guide defines what items must be added (+) or subtracted (-) to arrive at the amounts shown on the W-2 form. Please post and share with your employees http://www.da.ks.gov/ar/infocirc/fy2008/ic08p022a.pdf .
Deductions for mandatory TSA are NOT reflected separately on the W-2 form as the IRS does not requires these to be reported. The State and Federal taxable gross amounts have been reduced by these contributions as required by law.
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Academic Year and Advanced Deductions
Advanced deductions will occur over 6 consecutive pay periods the last deduction will occur on the pay period ending 5/3/08, issue date 5/16/08.
For those who have less than 12 month appointments (e.g. academic year faculty) and have summer leave with benefit rows, summer advanced deductions for health insurance and optional group life insurance will begin with the pay period ending 2/23/08, issue date 3/07/08.
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2007 Duplicate W-2 Forms
Employees will first need to contact the KU Payroll Office to inquire if the missing W-2 has been returned due to undeliverable address. In the event the original was destroyed or lost, the employee will be instructed to go to the Payroll website and follow the link on the homepage to the State of Kansas Self Service page https://sharp.ks.gov/.
Employees who have been terminated greater than 30 days will need to contact KU Payroll Services to request the duplicate (payroll@ku.edu) . The State Self-Service option will not work for these ex-employees
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Summer '08 FWS Forms Available
Summer Federal Work Study:
Summer 2008 FWS Funds effective May 18, 2008
To be considered for Summer 2008 FWS, students must submit a "Financial Aid Request for the Summer 2008 Session." Students who were awarded will be e-mailed Award Letters in March advising them of their eligibility. PRS personal personnel with online SAKU access will be able to view these awards to determine the amount of a student's summer FWS award.
FWS for a Summer 2008 appointment begins May 18, 2008 and ends August 09, 2008. Students may be paid from FWS funds during this entire time period and may work up to 40 hours per week as long as they do not exceed their summer FWS award.
This year we will NOT require students to be enrolled in summer courses to qualify for summer FWS. Students MUST be attending fall 2008 to qualify for summer FWS without being enrolled.
Here is the information provided to students regarding hours of enrollment for summer 2008:
Summer School Attendance If you qualify for FWS and you indicate on your Summer 2008 Request for Financial Aid that you plan to attend summer school, enrolling in at least 3 hours, you may earn up to the amount listed on your award package in Enroll & Pay at 2008-2009 academic year awards as long as you follow through with your plans to attend summer school.
No Summer School Attendance
If you qualify for FWS and you indicate on your Summer 2008 Request for Financial Aid that you do not plan to attend summer school, you will be awarded $1,800 in FWS eligibility. According to federal regulations, if you are not attending classes, you are expected to contribute a portion of your summer FWS earnings toward your expenses for the next academic year. In September, a contribution figure will be assessed and this may have a direct impact on your financial aid awards for the 2008-2009 academic year. Schedule an appointment with a Financial Aid Counselor for specific questions regarding your FWS eligibility and impact of FWS on other financial awards.
This e-mail will be sent directly to students to remind them to complete the request http://www.financialaid.ku.edu/ or in 50 Strong Hall. The priority date for submitting the form to the OSFA is April 25, 2008, with a deadline of June 27, 2008. Federal Work-Study (FWS) is a limited fund program. Priority will be given to qualified applicants based on summer application submission date. To be considered for Summer FWS, submit your request as soon as possible. For more information about Summer FWS, see the Summer 2008 Federal Work-Study information sheet, which is also available at http://www.financialaid.ku.edu/
Dear Financial Aid Recipient:
Are you planning to attend KU for the Summer 2008 term? If so, and you want to be considered for financial aid, you must complete a Summer 2008 Request for Financial Aid form. You may obtain a copy of this form from the OSFA website at http://www.financialaid.ku.edu/
For additional information, please contact the OSFA at (785) 864-4700 or stop by 50 Strong Hall.
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