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Announcement
Office of the Comptroller

TO: University Administrators
FROM: Agnes Tordai, Payroll Manager
SUBJECT: DEADLINES FOR ADJUSTING THE EARNINGS INFORMATION TO APPEAR ON 2005 IRS W-2 FORMS
DATE: November 15, 2005

Because December is the last month of the tax year, it is important to the individual faculty or staff member that all 2005 earnings are reflected on the 2005 payrolls, and on the 2005 W-2 form.

As administrators, you can help achieve this goal by submitting any of the following changes on the appropriate personnel and payroll forms, per the deadline dates shown:

NEW HIRE (APPOINTMENT) AND SALARY INCREASES FORMS

Please ensure that new hire forms and salary increases are submitted in time to be paid in calendar year 2005.

For MONTHLY EMPLOYEES submit all forms by December 05, 2005.

For BIWEEKLY EMPLOYEES submit all forms by December 13, 2005.

If an employee's new hire or salary increase form is received late, the employee's paycheck or salary increase might not be paid by December 31, 2005. If the employee is paid with a check dated in calendar year 2006, then the University Payroll Department must report that payment as 2006 earnings.

UNDELIVERABLE CHECKS

Please return undeliverable payroll checks to the "Check Distribution Window" in the Bursar's Office, Administration Building 101.

Undeliverable check should be marked "UNDELIVERABLE". The amount of an employee's 2005 "undeliverable" paycheck will be reported as 2005 earnings, even though the employee may pick it up at a later date (in January 2006, for example).

PAYROLL CHECKS TO BE CANCELED

To cancel "paychecks that should never have been issued", an authorized department supervisor should mark the check "CANCEL" and sign a cancellation memo stating that fact. Attach the memo to the check to be canceled and return them to the "Check Distribution Window" in the Bursar's Office by the dates listed below.

Canceled checks issued prior to the month of December 2005 will not be included in 2005 earnings if they are returned by December 9, 2005.

Canceled checks issued during the month of December 2005 will not be included in 2005 earnings if they are returned by January 3, 2006.

If you have any questions, please contact the Payroll Department at 2-1945, or send email to a-tordai@uchicago.edu.