New Mexico State University
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CHAPTER 5B: FINANCIAL OPERATIONS - PAYROLL
 

5B.20

GENERAL PAYROLL INFORMATION

5B.20.05

Deceased Employees-Final Salary Payment

When an employee dies in-service, the final check should include payment through the last day worked or if the employee was on leave at the time of death, payment of any leave allowance due through the date of death. In addition, any accrued leave, overtime, or supplemental compensation will be paid through date of death.

 

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5B.20.10

 

 

 

 

 

 

 

 

 

 

Direct Bank Deposit

Upon receipt of an employee's written request, the Payroll Department will deposit paychecks directly to the employee's checking or savings account in any bank, credit union or savings and loan association. When employees sign up for direct deposit, their pay is electronically deposited into their personal account and an advice is issued to them showing the detail of gross wages and deductions. An employee may request this service at the time of initial employment or at a later date by completing a Direct Deposit Authorization form accompanied by a voided check or pre-printed deposit slip and forwarding it to the Payroll Department. This service is offered on a continuing basis until Payroll receives written notice of cancellation from the employee.


 

 

 

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5B.20.15

 

 

 

 

 

Distribution of Checks and Advices

Payroll checks and advices will be delivered directly to the departments by University mail courier by 2 p.m. on each payday. A departmental representative must sign a computer listing of all checks and advices delivered to the department as verification of receipt. This procedure does not apply to departments which have made arrangements to send a departmental representative to the Payroll Department for check pickup.

Control of disbursement of checks and advices once signed for is the responsibility of the department. In order to provide safeguards in the internal distribution of departmental checks, it is suggested that employees sign for the checks. In the event that employees wish to have their department mail their paycheck to them directly, employees will be required to fill out a Statement of Authorization requesting that their checks be mailed to the appropriate address.

 

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5B.20.20

 

 

 

Lost Payroll Checks

If a paycheck has been lost, the employee or the employee's department should immediately notify the Payroll Office in writing to issue a Stop Payment Notice to the bank. After receiving written verification from the bank, usually 5-7 days later, the Payroll Office will issue a new check to the employee.

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5B20.25

 

 

 

 

Non-Resident Aliens

Additional procedures are required to hire a non-resident alien Refer to Chapter 7.00, Section 7.30, NON-RESIDENT ALIEN TAX ISSUES for information related to the employement of non-resident aliens. Contact the Treasury Services Department (505-646-4019) with specific questions.

 

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5B.20.30

Salary Deductions

Mandatory deductions are made for Federal and State income taxes, social security, Medicare and retirement (if applicable). Some employees may authorize additional voluntary deductions fro Group Insurance, Flexible Spending Plans, 457 Plans, U.S. Savings Bonds, tax-deferred annuities, United Fund Campaign, Aggie Scholarship Club, NMSU Foundation, or parking permits. A complete list of deduction codes is located at http://www.nmsu.edu/~payroll. For more information regarding enrollment for insurances, tax-deferred annuities, or other benefit plans, or to make a change to an existing deduction, please contact the Employee Benefits Office at 646-1741. For information regarding all other deductions, please contact the Payroll Office.

 

5B.20.35

Statement of Policy

Requests for the release of salary information under the New Mexico Inspection of Public Records Act must be made in writing to the Vice President for Business and Finance (MSC 3AA). Refer to the General Operating, Personnel and Benefits Policy Manual regarding procedures for reviewing personnel files.

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5B.20.40

Taxable Benefits

Current tax law requires New Mexico State University to include the fair market value of certain employee benefits in the employee's taxable income, which are subject to Federal, State, FICA and Medicare taxes. Taxable benefits include waived tuition for courses taken by the employee, or his/her spouse, discounted benefits (football tickets, men's basketball tickets, golf course membership), and University provided vehicles.

 

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5B.20.45

Terminated Employees

As soon as a department receives notice that an employee will be terminating employment with the University, the department must notify the Payroll Department by phone or by completing the Employee Departure Transmittal form available at http://www.nmsu.edu/~personnel/Departure/.

In addition, the department must immediately submit appropriate documentation (PAF) to the Personnel Department per the General Operating, Personnel and Benefits Manual.

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5B.25

LEAVE TAKEN

HR supports the central accouting and reporting of annual leave, sick leave and compensatory (comp) time on a pay period basis. Eligible employees receive a report on their pay stub showing the most current calculated balance for each of the three types of leave. Annual and sick leave balances listed reflect leave earned as of the current pay date and leave taken as of the prior pay date. Compensatory time balances will reflect comp time as of the end of the previous pay period.

Montly and semi-monthly employees must have the leave taken hours reported separately. Leave forms for monthly employees are due ten working days after the monthly pay date. Leave forms for semi-monthly employees must be submitted twice each month and are due three working days after the semi-monthly pay date. Additional procedures and forms for reporting departmental leave information are available from the Payroll OFfice website at http://www.nmsu.edu/~payroll/procedureleave.htm.

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5B.30

PAY DATES AND OPTIONS

Faculty – 9 Month Appointments

For the 2005-06 academic year the pay schedule is as follows:

Academic basis (18 checks): First semi-monthly check will be issued 8/31/05 with the final payment issued 5/15/2006

Deferred basis (24 checks): First semi-monthly check will be issued 8/31/05 with the final payment issued 8/15/2006.


Exempt and Faculty 12 Month Appointments
All regular exempt employees, including all regular faculty and all professional positions, will be paid on a current pay cycle basis: they will receive a paycheck on the 15th and the last working day of the month for the 15 day period immediately preceding that pay date.


Non-Exempt Regular, Temporary and Student Employees

All regular non-exempt employees, all temporary employees and all student employees will receive a paycheck on the 15th and the last working day of the month. These payments are made one pay period in arrears of work performed and require the employee to submit a web-based time sheet at the end of each pay period to be paid. The time sheet must be submitted and approved within four business days following the end of the pay period.

All regular non-exempt employees, all temporary employees and all student employees will be paid according to the following schedule:

Time Period Worked Date of Paycheck
1st of the month through 15th of the month Last working day of the month
16th of the month through last day of the month 15th of the following month (or Friday preceding if a 15th falls on a weekend)


Summer Sessions Payrolls (faculty and graduate assistants)

All temporary faculty and graduate assistants working a summer session assignment will receive a paycheck on the 15th and the last working day of the month (Three checks per summer session). These payments are made one pay period in arrears of work performed.

Voluntary deductions and standard deductions (such as insurance and additional direct deposit amounts), other than mandatory withholdings for taxes and State retirement, will not be continued for the summer session payrolls.

 

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