Employee Services Procedures Guide

To help you make educated decisions, Employee Services staff has created this online guide to answer common questions from payroll and personnel liaisions, and departmental administrators.

We hope it helps employees better understand the work we do and how it affects them.

For additional questions, please contact Employee Services.

 

LAST UPDATED

CHAPTER 1 - PAYROLL

 

1.1

Employee Topics

 

1.1.1

Advice/Warrant Distribution

07/22/2013

 

1.1.3

Death of an Employee

07/22/2013

 

1.1.4

Direct Deposit - Mandatory For All Employees

10/31/2006

 

1.1.5

Earnings Advice

07/22/2013

 

1.1.6

Moving (Relocation)

06/30/2009

 

1.1.7

IRS Moving (Relocation) Form 3903

7/22/2013

 

1.1.8

Separation of Employment (Termination)

04/15/2014

 

1.1.9

Social Security Number Verification

10/31/2006

 

1.1.10

Termination for Cause

04/15/2014

1.2

Time Collection

 

1.2.1

Awards (For Special Recognition or Achievement)

06/26/2009

 

1.2.2

Earnings Codes

10/31/2006

 

1.2.3

Late Payment of Wages

10/31/2006

 

1.2.4

Additional Pay (formerly One Time Payment)

07/20/2009

 

1.2.5

Time Collection-Table of Codes

06/30/2009

 

1.2.6

Uniform Allowances

10/31/2006

1.3

Payroll Adjustments Affecting Pay

 

1.3.1

Business Expenses (Taxable)

04/03/2009

 

1.3.2

Complimentary Tickets and Expenses

10/31/2006

 

1.3.3

Contract Pay Adjustment

06/29/2007

 

1.3.4

Deductions

06/15/2007

 

1.3.5

Hand-Drawn Payroll Warrants

06/30/2009

 

1.3.6

Moving (Relocation) - Temporary Housing

06/07/2007

 

1.3.7

Mandatory Deductions and Contributions

10/31/2006

 

1.3.8

Overpayment of Wages

10/31/2006

 

1.3.9

Payment Errors – What to Do

10/31/2006

 

1.3.10

Payment of Wages Owed

10/31/2006

 

1.3.11

Pull or Stop Payment To Prevent An Overpay

10/31/2006

 

1.3.12

Retroactive Wage Process & Form (Correcting An Underpayment Of Wages)

10/31/2006

 

1.3.13

Signing Bonus - Classified Staff

06/30/2009

1.4

Wage Assignments

 

1.4.1

Child Support and Maintenance Orders

10/31/2006

 

1.4.2

Garnishments (Wage Assignment)

10/31/2006

 

1.4.3

Tax Levies (Wage Assignment)

10/31/2006

 

1.4.4

Wage Assignments

10/31/2006

1.5

Finance Related Topics

 

1.5.1

Encumbrances

10/31/2006

 

1.5.2

Expenditure Controls

10/31/2006

 

1.5.3

Payroll Expense Transfers

06/25/2007

 

1.5.4

Stale-Dated or Lost Warrants

10/31/2006

1.6

Records Retention

 

1.6.1

Records Retention

10/31/2006

CHAPTER 2 - HRMS

2.1

Address Change (Employee)

06/25/2007

2.2

Address Change (W-2 Address Verification)

06/25/2007

2.3

Contract Pay Set-Up

06/25/2007

2.4

Department Create/Delete, Update/Change

10/31/2006

2.5

Financial Responsibility For Premiums For A Benefit Eligible Employee

06/25/2007

2.6

Employee Pay: What Stops It?

06/25/2007

2.7

Employee Benefit Charges: What Stops Them?

07/09/2007

2.8

Human Resource Action Steps and Processes

10/31/2006

2.9

Job Codes

10/31/2006

2.10

Person Model

07/06/2007

2.11

Payroll Calendars

10/31/2006

2.12

Payroll Register Report (Warrant/Advice)

07/09/2007

2.13

Personnel Effort Report (PER)

07/09/2007

2.14

Primary Job

10/31/2006

2.15

Reports and Reviews (Accessing Data) in HRMS

07/09/2007

2.16

Security Access Coordinator – HRMS

07/09/2007

2.17

Security Operator Classes

07/09/2007

2.18

Short Work Break (SWB)

07/09/2007

2.19

Stopping Employee Pay

10/31/2006

2.20

Suspense: What is It? What Causes It And How To Prevent It?

10/31/2006

2.21

Training for HRMS

07/09/2007

2.22

Multiple Components of Pay

07/06/2007

CHAPTER 3 - TAX & TAX FORMS

3.1

Additional Tax Withholding

10/31/2006

3.2

Colorado Tax Exemption

10/31/2006

3.3

Occupational Privilege Tax (OPT)

07/09/2007

3.4

Tax Calculations

06/30/2009

3.5

1042-S Form (Nonresident International Employee Tax Statement)

10/31/2006

3.6

1099-R And 1099-MISC Forms

10/31/2006

3.7

8233 Form (Nonresident Alien Tax)

10/31/2006

3.8

W-4 Form

02/13/2007

3.9

W-5 Form (Earned Income Credit)

10/31/2006

CHAPTER 4 - BENEFITS

4.1

Benefits (Insurances, etc.) and Benefits Billing

02/19/2009

4.2

Flexible Spending

10/31/2006

4.3

PERA Member Information Form

10/31/2006

4.4

PERA Final Six Months' Salary Report

10/31/2006

4.5

Retiree Data

10/31/2006

4.6

Retiree Returning to Work

10/31/2006

4.7

Student Retirement Plan

10/31/2006

CHAPTER 5 - HUMAN RESOURCES

5.1

Holidays

07/03/2007

5.2

Employment Groups - Campus Offices to Contact

10/31/2006

5.3

Inclement Weather

10/31/2006

5.4

Job Searches and Recruitment

07/02/2007

5.5

Training for Jobs at CU

09/04/2009

5.6

Fair Labor Standards Act (FLSA)

06/14/2007

5.7

Overtime Eligible Employment

06/30/2009

5.8

New Employees

06/21/2007

5.9

Nonresident Employees (International Employees)

10/31/2006

5.10

Phone Directory Information

07/02/2007

5.11

Reporting Period – Employees Paid Monthly

10/31/2006

5.12

Reporting Period – Employees Paid Biweekly

10/31/2006

CHAPTER 6 - LEAVE

6.1

Family Medical Leave Act (FMLA)

10/31/2006

6.2

Jury Leave

10/31/2006

6.3

Leave of Absence with Pay

10/31/2006

6.4

Leave of Absence without Pay

10/31/2006

6.5

Leave Sharing

04/06/2009

6.6

Parental Leave Due to Childbirth/Adoption

10/31/2006

6.7

Vacation and Sick Leave

10/31/2006

6.8

Vacation and Sick Leave – Classified Staff

09/15/2010

6.9

Vacation and Sick Leave – Exempt Professionals/Others

10/31/2006

6.10

Employee Work/Leave Record

10/31/2006

CHAPTER 7 - CAMPUS SPECIFIC RESOURCES

7.1

Business Process Maps

07/09/2007

7.2

Campus Personnel Directories

10/31/2006

7.3

Forms

10/31/2006

7.4

Mailing Labels

10/31/2006

7.5

Staff Directories

10/31/2006

7.6

University Risk Management

10/31/2006

7.7

Verification of Employment and Compensation

10/31/2006

7.8

Workers' Compensation (Risk Management)

06/21/2007

These guides have been written in accordance with federal and state laws, payroll rules and policies, personnel rules, university administrative policies and fiscal rules currently in effect. Subsequent revisions to these could cause conflicting statements. If such a situation should arise, the laws and payroll, personnel, administrative, and fiscal rules and policies will always be the official documents and guides upon which a ruling will be based, or an interpretation will be made.

This document is a guide, not a contract. Further questions can be directed to the appropriate department or contact listed in the individual sections of this guide.