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Tara Cooley

Subst Teacher, FSWCHS-Charlott Edit This Profile Email: Tara.Cooley@fsw.edu Phone: Extension: Location: Department:

Pay Checks

Since the payroll department issues more than 26,000 payroll payments each year, we have elected to provide pay stubs electronically to all direct deposit users. This not only saves the College money, but allows the employees to access their pay information quickly and easily.All Paper Paychecks are mailed to the recipient’s address on file, if you elect direct deposit please be aware that your 1st check is a paper check and will be mailed to your address on file. If you would like to pick up your check, please notify us immediately by email at payroll@fsw.edu and we will hold your check in the payroll office in Building N on Lee campus. Please be sure to bring photo identification with you to claim your check.Employees can view and print their pay stubs at any time by following the instructions belowLog into the portal at https://experience.elluciancloud.com/fssc41Click on the "Employee Services" tabClick on "Pay Information"Click on "Pay Stub"Select Year and click "Display"Click on the individual pay stub date that you would like to view (highlighted in blue)To print, scroll down to the bottom of your pay stub and click "Printer Friendly"Go to "File" select "Print"Lost ChecksIf you have lost your pay check, you must notify the payroll department immediately and complete the Payroll Stop Payment Reissue Check Request form. We will issue a stop payment order on the check and will issue a replacement check once the bank has confirmed that the check was not cashed. This takes up to seven (7) business days to complete. Once the replacement check has been processed, payroll will contact you to let you know when the check can be picked up.

Time Sheets

All full-time and part-time non-exempt (under the Fair Labor Standards Act- FLSA) employees are required to complete a time sheet each pay period. All time sheets whether paper or electronic must be approved by the employee’s supervisor and submitted by the posted payroll deadline.Full-Time Non-Exempt EmployeesComplete the form B0-030 Payroll Full-Time Non-Exempt Time Sheet and submit the signed and approved time sheet to payroll by the posted payroll deadline.Please click on the instructions below for completing a time sheet:Completing Your Time Sheet FT Non-ExemptPayroll Full-Time Non-Exempt Time SheetStudent Worker and Part-Time Non-Exempt EmployeesStudent Worker and Part-time employees now complete their time sheets electronically via web time entry on the FSW portal. Web time sheets must be submitted for approval by the posted payroll deadlines. If an employee misses the deadline to submit, they will be required to complete a manual or paper version of a time sheet, Form B0-029 Payroll Part-Time Hourly Time Sheet. The manual time sheet must be completed, printed and signed by both the employee and supervisor prior to being submitted to payroll for processing. All manual time sheets that are submitted after the deadline will be processed on the following pay cycle.How To Use the New Employee Web-time Entry FormClick the on the instructions below for completing a web time (electronic) time sheet:How To: Use the New Employee Web-time Entry FormClick on the instructions below for completing a manual (paper) time sheet:Completing a Manual (Paper) Time Sheet InstructionsPayroll Part-Time Hourly Time SheetFor Supervisors Approving Web-time Entry Time SheetsHow To Approve New Web-Time Entry Time Sheets Click on the instructions below for how supervisors approve employee time sheets:How To: Approve New Web-Time Entry Time Sheets

Deductions and Garnishments

DeductionsThere are several types of deductions that are processed through payroll. There are payroll taxes such as Federal, Alternate Social Security, Social Security and Medicare. Employee and Employer paid benefit deductions such as health, dental, life or vision and employee voluntary contributions to organizations like The United Way or the Florida SouthWestern State College Foundation.We have provided a list of eligible pre and post-tax payroll deductions to help you better understand your pay stub. ** Payroll Deduction Code Report **GarnishmentsA garnishment is an order that directs Florida SouthWestern State College to withhold money from your pay check and to forward that money to the court or garnishing agency for payment of a debt you owe. Your wages can be garnished because of debts related to tax levies, creditor garnishments, student loans, bankruptcy, alimony or child support. We understand that these matters are confidential and can be stressful.In most cases, once an order has been received, we are required to process it by the next pay cycle, but we will make every effort to notify you of the order prior to the deduction being processed through payroll. Garnishments cannot be removed without receiving an Order to Release Levy from the original issuing authority. OverpaymentsThere are times due to contract changes or course cancellations that we find that an employee has been overpaid. We will do everything in our power to notify you of any action taken and the reason for the collection; however, we do reserve the right to immediately collect any overpayments made to an employee once the overpayment is discovered.

Mary Font

Coord., Academic Affairs Edit This Profile Email: Mary.Font@fsw.edu Phone: (239) 489-9303 Extension: 11303 Location: LEE I-210E Department: Academic Affairs

Tax Withholding

W-4 FormsAll employees are required to complete a W-4 form upon being hired at FS. This form remains active unless you choose to update it electronically through the employee portal.We encourage every employee to review their current tax withholding exemptions annually to ensure the information is still accurate.You can view, print, or update your W-4 form at any time by following these steps:Log into MyFSW employee portal On the Human Resources tab, select View Employee DashboardChoose TaxesClick on W-4 Employee's Withholding Allowance CertificateClick Update at the bottom center of the screenMake any necessary changes and click Certify Changes to saveClaiming Exemption from Federal Withholding?If you have claimed an exemption from income tax withholding on the W-4 form, the IRS requires employees to renew that status at the beginning of each year by completing a new W-4. Need Assistance completing the W-4 form?The IRS provides a Withholding Calculator to help ensure that you pay the correct amount of Federal Income Tax. The calculator will help to make sure that you do not have too much or too little income tax withheld from your pay. Click the link to the IRS website http://www.irs.gov/Individuals/IRS-Withholding-Calculator

Tania Garcia Cabrera

Coord., Workforce Education Edit This Profile Email: Tania.GarciaCabrera@fsw.edu Phone: (239) 432-7394 Extension: 17394 Location: LEE K-201N Department: Academic Affairs Workforce Education

Payroll Forms and Calendars

Client Portal Facilities

Off-Cycle (On Demand) Payroll Requests

Off Cycle Payment Requests are for emergency purposes only and should be considered only if the employee has received less than 75% of their regular pay.To request that an on demand payroll be processed please complete the form On Demand Payroll Request in its entirety. Once completed and approved, it can be routed to the Payroll Department for processing.On Demand payments will be processed each Wednesday morning for payment on Friday. All on demand payroll requests must be completed, signed and submitted to Payroll no later than Tuesday at 4:00pm in order to be processed for that week.If the form is not completed or if any signatures are missing, we will return the incomplete form to the department for correction. Once the form has been corrected, it can be resubmitted to payroll for processing. If the deadline is missed, the request will be processed on the following week.

Retirement Accounts

There are many options for saving for your retirement and we highly encourage all employees to become familiar with the programs offered at Florida SouthWestern State College. TSA Consulting Group, Inc.TSA - More InformationTSA is our third party administrator for our 403b and 457 voluntary retirement plans. 403(b) and 457 plans serve to supplement employer sponsored pension plans. Contributions to these plans are taken via a pre-tax payroll deduction.We have included the website specifically designed for Florida SouthWestern State College employees. Here you can find a wealth of information relating to the available retirement plans, plan documentation, approved providers list, an employee educational video, and the forms necessary to complete actions such as distributions or hardship withdrawals.403(b) 457 Annual Notice ART System What Is Art? | Art HelpART is an online transaction and recordkeeping system developed by TSA Consulting for participants to use when requesting loans, rollovers, distributions, and contract exchanges from 403(b) accounts. This system is known as the ART system (Aggregated Records & Transactions) and will expedite the time required to process transaction requests. BENCOR Alternate Social Security Bencor PlansThe FICA Alternative Plan is a defined contribution plan authorized under Section 401(a) of the Internal Revenue Code. BENCOR, Inc. is the plan administrator for Florida SouthWestern State College. In lieu of paying 6.2% of your wages for Social Security taxes, you will now contribute 7.5% of your pre-tax wages into an investment account in your name. Medicare contributions at 1.45% will continue to be withheld from your paychecks. Participation in this plan is mandatory for all eligible employees. You will be automatically enrolled or un-enrolled by the College as your salary plan status changes during your employment with Florida SouthWestern State College.Easy Access Information Alternative Social Security Easy Access Flyer 401(a) Special Pay Out Easy Access FlyerFlorida Retirement System (FRS) MyFRS HomeThe FRS is an employee and employer contributory retirement plan. The rules surrounding FRS including the contribution rates are determined by the Florida Legislature and are reviewed yearly. One of the requirements of the State is that all full time and part time regular employees must participate in the FRS. Additional information regarding FRS can be viewed on the Human Resources website or on the FRS website, above.New Employee FRS Booklet

Duty Days and Payroll Calculations

Duty DaysIn order to receive full pay, employees must work all of the duty days assigned. Regular full-time staff are expected to work 243 duty days per fiscal year and full-time regular faculty are expected to work 166 duty days per fiscal year.See the Board Approved Duty Day Calendar for both regular staff and regular faculty.Payroll CalculationsThere are times when a payroll calculation is necessary to accurately pay employees. Calculations will occur when an employee is unable to work all of the assigned duty days in any given fiscal year.New HiresIf an employee is hired after the beginning of our fiscal year (July 1st), a calculation will be done based on the number of duty days the employee will be physically working for the remainder of the fiscal year. This can result in a positive or negative adjustment. Full-time employees will receive a New Hire Letter outlining any adjustments that will be made to their first pay check.Leave of AbsenceWhen an employee returns from an unpaid leave of absence, a payroll calculation will be completed based on the number of days the employee was on leave without pay. In most cases this results in a negative impact to the employee’s first paycheck upon return from leave.TerminationIf an employee leaves Florida SouthWestern State College prior to the close of the fiscal year (June 30th), a calculation will be done based on the number of duty days the employee physically worked. This could result in a positive or negative impact to the employee's final pay check.

Obtain a PCard

To obtain a PCard, the individual must be a permanent full time employee. Each cardholder will need to designate two individuals within their department to become a reconciler and have a backup reconciler. Both will need banner & FAAINVT access to transactions for reconciliation. PCard activity is updated daily in Banner. To apply for a PCard, you will need to complete a PCard Application through workflow. All applications route for approval to the applicants Budget Administrator, appropriate Vice President then to the Office of Financial Services. All applications are subject to approval.

Foreign Nationals/Non-Resident Aliens

The reporting and withholding rules for payments to Non Resident Aliens (NRAs) differ significantly from those payments made to US Citizens or Resident Aliens.All new hires who are non U.S. citizens are required to complete the "Foreign National Information Form". Copies of the employee’s Social Security card, Passport, I-94, I-20 and/or IAP66 forms must also be attached to the completed form and submitted to payroll before any payroll payment can be made to the employee. ** Foreign National Information Form (PDF) **After the Foreign National Information Form has been reviewed by payroll, the employee will be notified whether or not they are classified as a resident alien or a nonresident alien for tax purposes only.If a tax treaty exists between your home country and the United States, you can elect to use this tax treaty each year you are employed with FSW. If you elect the available tax treaty, IRS Form 8233 must be completed in its entirety and submitted to payroll along with a signed written statement of citizenship. These forms will be sent by payroll to the IRS for approval. ** IRS Instructions for Form 8233 (PDF) | IRS Form 8233 (PDF) **If an employee is considered a nonresident alien, they cannot claim "EXEMPT" on their W-4 form. A non-resident alien must claim "single" regardless of actual marital status and only one (1) exemption allowance is permitted. If it is found that the employee’s tax exemptions are not in compliance, a new W-4 form will need to be completed.Florida Southwestern State College will report wages paid to a nonresident which are exempt under a tax treaty on IRS Form 1042-S. Any additional wages over and above the exempt amount are reported on Form W-2. Employees who are not eligible for a tax treaty or do not elect to use an available tax treaty will receive Form W-2 only. These forms will be sent to the employee’s home address we have on file. If the employee elects to receive their W-2 electronically, they will only receive Form 1042-S in the mail. The W-2 can be printed by the employee on the FSW Portal.

Policies and Procedures

Purchasing Card policies and procedures have been put in place to ensure that the Cardholders are spending College funds for purposes that are aligned with institutional objectives. Is it very important all who take part in the program understand and follow all policies and procedures before using their card. If you are unclear of any of these policies and procedures in place for the program, you may contact the Purchasing Card Specialist at ext. 16946 or email PCard@fsw.edu. Please click here to view the College operating procedures for PCards.