Because December is the last month of the tax year, it is important to the individual faculty or staff member that all 2008 earnings are reflected on the 2008 payrolls, and on the 2008 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 2008.

For MONTHLY EMPLOYEES submit all forms by December 8, 2008.
For BIWEEKLY EMPLOYEES submit all forms by December 17, 2008.

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, 2008.  If the employee is paid with a check dated in calendar year 2009, then the University Payroll Department must report that payment as 2009 earnings.

UNDELIVERABLE CHECKS

Please return undeliverable payroll checks to the “Check Distribution Window” in the Bursar’s Office, Administration Building 101.

Undeliverable checks should be marked “UNDELIVERABLE”.  The amount of an employee’s 2008 “undeliverable” paycheck will be reported as 2008 earnings, even though the employee may pick it up at a later date (in January 2009, 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 2008 will not be included in 2008 earnings if they are returned by December 8, 2008.

Canceled checks issued during the month of December 2008 will not be included in 2008 earnings if they are returned by January 2, 2009.

If you have any questions, please contact the Payroll Department at 2-3697, or send email to jhamagu1@uchicago.edu.