Payroll Information | Clover Park Technical College
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Payroll Information

2.13

Policy

Procedure

The Payroll Office is responsible for the preparation of paychecks for all employees of CPTC. The Payroll Office does not determine salary schedule placement or salary schedules; this is determined by the Vice President for Human Resources. The payroll is certified by the Vice President of Finance and Budget prior to distribution.

  • PaydaysPaydays are in accordance with state law as follows: Paydays will be the 10th and 25th of each month. If the 10th or 25th falls on a Saturday, payday will be on Friday. If the 10th or 25th falls on a Sunday, payday will be on Monday. In the event Monday is a holiday, payday will be the preceding Friday. Problems concerning paychecks should be brought to the Payroll Coordinator's attention as soon as possible, x5653.

  • PaychecksPaychecks are issued to salaried/contracted regular employees and part-time faculty as stated above and distributed by the following methods:

  1. Direct deposit to employee's banking institution;

  2. Mailed to employee’s home address in the previous afternoon’s mail.

Paychecks are issued to all hourly employees on the 25th of each month. (If the 25th falls on Saturday, payday is on Friday. If the 25th falls on Sunday, payday is Monday. In the event Monday is a holiday, payday will be the preceding Friday.) These monthly paychecks are distributed as follows:

  1. Direct deposit to employee's banking institution;

  2. Mailed to employee's home address in the previous afternoon's mail.

  • Direct DepositDirect deposit authorization forms are available in the Human Resources Office. Direct deposit will be effective on the second payday after receipt of form in the Payroll Office. Cutoff dates are the 31st of prior month for 10th payday; 15th of current month for 25th payday.

W-2 Forms

The "W-2 Wage and Tax Statement" lists wages paid and taxes withheld from each employee's paycheck for a calendar year. It is provided to the employee for completion of his/her income tax returns.

A W-2 Form is mailed to each employee's home address no later than January 31.

Two items on the W-2 Form, "Wages, Tips and Other Compensation" (Box 1) and "Social Security Wages" (Box 13) represent taxable wages for withholding purposes. In some cases they are different amounts. Variances can occur for the following reasons.

  1. Wages, Tips and Other Compensation is gross earnings less retirement and/or tax- sheltered annuity deductions (if applicable).
  2. Wages in excess of the Social Security limit are not subject to Social Security deductions.

Hourly Time / Overtime Report

  • PurposeThe hourly time/overtime report form is used to report time worked by temporary employees who are paid an hourly rate and on a monthly basis. This report is also used for salaried/contracted employees reporting for work that is generally not part of their contracted work.

  • ProcedureComplete the form monthly for the period covering the 16th of the previous month through the 15th of the current month. Payment is on the 25th of each month. It is the responsibility of the employing department to instruct the employee in filling out the form correctly and verifying the information is accurate. The employee's signature on the form is verification that the report is correct and not subject to change by the employee.

Reports are due to the employing department supervisor for signature on the 15th day of the month; and due in the payroll office NO LATER THAN the 16th (or first business day after the 15th) of each month.

Employee Absence Report

  • PurposeThe Employee Absence Report form is used to report absences for all salaried/ contracted employees. EXCEPTION: Use the Authorized Union Leave form to report absences due to union business.

  • ProcedureComplete the form monthly for the period covering the 1st through the 31st of each month. Leave taken will be reflected on the 10th pay stub.

Reports are due to the department supervisor for signature on the last day of the month; and due in the Payroll Office no later than the first business day of the following month. Report all absences in hours and in 15-minute segments (.25, .50, 75), if needed. Do not report absences in days.

Reporting Changes

If you change your name, address, telephone number, or number of dependents, please notify the Office of Human Resources immediately and request the “Personal Information Change” form. If you resign, be sure the Office of Human Resources has your correct address so your withholding form will reach you at the end of the year.