Sent to the PPS-UPDATE Mailing List in November 2015
Below are important dates and deadlines regarding upcoming pay dates, requesting final paychecks for employees leaving the university, W-2 statements, updating your personal information for tax purposes, and the Payroll Office schedule.
Request December Final Paychecks No Later Than Dec. 11
Departments with employees separating from employment from Dec. 12 – 31, 2015, must request a final check through the Rush Check Request Application by Dec. 11, 2015, to ensure that the final payment will made on the employee's separation day. Note that the labor code provides that if the separation date falls on a Saturday, Sunday, or weekday holiday, payment may be made on the next business day.
Update Personal Information for W-2 Statements by Dec. 11
Please review employee information (names, addresses, etc.) in the Payroll/Personnel System (PPS) and make corrections by Friday, Dec. 11, 2015. As Payroll starts to prepare W-2 Statements, accuracy of employee information in PPS is critical.
Sign Up for Convenient Online W-2 Statements
Please encourage your employees to sign up to receive their W-2 statements electronically. After registering for the electronic statement, an email notification will be sent out in January informing participating employees that their W-2 has been prepared. The electronic statement will be available about a week earlier than the paper statement and can be printed anytime.
Delivery of Payroll Bags for Dec. 30 and Jan. 4 Pay Dates
Campus offices will be closed for UCI's Winter Administrative Recess during the holidays. Delivery of payroll bags following this period will proceed as follows:
- Biweekly Payroll: The last biweekly pay date is Dec. 30, 2015. Payroll bags will be delivered during the regularly scheduled mail runs to departments on Jan. 4, 2016.
- Monthly Payroll: Bags containing payroll checks and Surepay statements dated Jan. 4, 2016, will be delivered to departments on Jan. 4, 2016, during regularly scheduled mail runs.
Payroll Office Schedule During Winter Administrative Recess
The Payroll Office will be closed during UCI's Winter Administrative Recess according to the schedule below. Regular office hours will resume on Monday, Jan. 4, 2016.
- Dec. 24 and 25: Payroll Office Closed
- Dec. 28, 29, and 30: Emergency Staffing Only
- Dec. 31 and Jan. 1: Payroll Office Closed
The Payroll Office will have several staff on leave during this time, so make arrangements in advance for check needs and/or assistance required in order to avoid last-minute timing issues.