INDEX

General telephone number
410-516-8039

Sharon McBride-Wheeler
Payroll Records Coordinator
Departments responsible for: G, L, S, P12, P31, P36-P57
Phone: 410-516-5110
e-mail: smcbride@jhu.edu

Anna M. Eckenrode
Divisional Payroll Records Assistant
Departments responsible for: E, U, 202, P03-P11, P13-P30, P32-P34
Phone: 410-516-8465
e-mail: aeckenrode@jhu.edu

Kimberly Bond
Human Resources Assistant
Responsible for weekly vouchers, employment files, verifications of employment, I-9's and tax forms for new employees.
Phone: 410-516-8039
e-mail: kbond3@jhadig.admin.jhu.edu

A: Weekly employees get paid each Friday. Semimonthly paydays are the 15th and the last working day of the month. If payday falls on a weekend or holiday, checks will be ready the preceding full day.

Q: May I pick up my own paycheck in the HR payroll office?

A: Paychecks are given to authorized persons in each department who for security reasons must sign for them.

Q: May I have a copy of my application and resume from my personnel file?

A: With proper identification, a copy of your application and resume may be obtained.

Q: How long do you keep personnel payroll files in your office?

A: The files are kept in the Divisional Human Resources Office for one year after the employee terminates. After that the files are put on microfilm.

Q: Where do I send a written request for verification for employment?

A: A mortgage or loan company usually sends us a form to be completed. Letters stating position, date of employment, and salary can be written from this office.

Q: Are references given from your office?

A: No, we only verify information. No references are given.

Q: Where do I get blank payroll forms?

A: All blank payroll forms are available in the Divisional Human Resources Office.

Q: What is a PIC form?

A: This is a Personal Information Change form. Address, marital status, degree change, and office location change may be submitted on this form. Name changes, department changes, and social security numbers must be changed on the form 200.

Q: How may I change my exemptions for tax purposes?

A: W-4 forms to change the number of exemptions are available in our office at Shriver Terrace for the Homewood Campus.

Q: When will direct deposit take effect after I have submitted the required forms?

A: You will receive three regular paychecks and the fourth will be direct deposited to your account.

Q: How do I know the cutoff dates to submit payroll forms?

A: Cut off dates and exceptions for holidays are sent to payroll contacts throughout the campus during the year by memo.

Q: Do you supply the home address and phone number of an employee?

A: We never give out home information. Only office addresses and phone numbers can be given on request. In case of an emergency, someone from our office will call the person at home and relay the message. The employee can then return the call.

Q: What do you do with Position Information Forms and Position Description Questionnaire forms that are submitted to your office?

A: They are recorded and sent to Compensation for consideration for upgrades. Copies are filed in the Divisional Human Resources Office for referral.

Listed below is the schedule of semi-monthly paydays and applicable cut-off dates for the first six months of CalendarYear 2004. Payroll documents for faculty and staff must be in the Homewood Human Resources Office, Suite 4, Shriver Hall. Payroll documents for students must be in 72 Garland Hall. All payroll documents must be submitted no later than 4:30 p.m. on the indicated cut-off date in order to be processed. Checks will be available for pick-up at 10 a.m. You are encouraged to pick them up as soon as possible to alert us to any payroll issues.

Payroll Cut-off:

If you will not be available during the Holiday payroll processing period, please send your Divisional Payroll Assistant the name of the person who can respond to questions concerning payroll forms and paycheck s during your absence.

Since Limited -time and Temporary staff members are not eligible to be paid for Holidays and absences, salary reduction forms should be submitted for these staff members who are on the semi-monthly payroll.

Please be aware that Holidays, shortened work weeks and calendar year closing activities affect year end payroll processing:

• Accuracy of address information in the personnel-payroll data base is important for 2003 tax information: address corrections may be submitted on Personnel Information Change Forms, Forms 200, or EDEM.
• Terminations should be processed as soon as possible in order to provide accurate information on individual wage and tax statements.
• Whenever a grant or contract expires resulting in a reduction of salary, the department is responsible for submitting a payroll form to correct the Actual, Benefits Base Salaries and the percentage of participation.

Please refer all payroll related questions to your designated Divisional office.

Student Employment Services: 516- 5411 / 516-7232

Faculty and Staff Payroll: 516-8039 Main Number

Sharon McBride-Wheeler: 516-5110: Department Responsibilities: G, L, S, and P12, P31, P36- P57

Annie Eckenrode: 516-8465: Department Responsibilities: E, U,202, P03-P11, P13-P30, P32-P34

Kimberly Bond: 516-8039 All Weekly Vouchers.

To insure proper security, the signature of staff members designated on the authorized signature form are the ONLY signatures that will be accepted for each category. A new form must be completed and submitted each time a faculty / staff member is added or deleted. The new form will supersede all previously submitted forms. Only those signatures appearing on the most recently submitted form will be accepted for each category. Names and signatures for staff members who are authorized in more than one category should be repeated for each category. At least one signature is required for each category. Only one faculty / staff member can be designated to receive confidential payroll forms for the Department. A separate form must be completed for each Primary Department Code. The authorized Signature form should be obtained from and the completed form returned to the Human Resources Payroll Records Section, Shriver Terrace.

Johns Hopkins University students who receive their degrees May 22, 2003, may not be paid through the student payroll system after May 22, 3003, unless they have been admitted as full-time Johns Hopkins University graduate students. Student employees being paid semi-monthly may remain on the student payroll until May, 31 2003.

Should you wish to continue the employment of a student employee in the same job, at the same rate of pay, for a period not to exceed six months, it will be necessary to change their status from student employee to temporary staff member. To accomplish the change, submit a Form 200 along with a Personnel Requisition Form marked "Information Only", to the office of Student Employment Services, 72 Garland Hall. Please note, transfers between divisions MUST be processed on paper, electronic transfers will NOT be accepted.

The requisition form should contain identifying departmental information in the top section. In place of job information write "Information Only", followed by the name of the former student. The Personnel Payroll Form 200 B-Side changes should include the addition of any missing personnel information such as R/E Code; PCN = 607; the student job code should be deleted ($); New Primary Department Code; Title = Temporary Aide; Pay Grade = 31; Employment Date = 05/23/2003; Standard Hours; FTE; Act. Salary; Object Code = 0350; the "Period Authorized" cannot exceed six months (November 23, 2003); and there can be no change to the rate of pay.

If you wish to continue employment of an individual at a different rate of pay or to extend employment beyond six months, you must submit a completed Personnel Requisition Form to the appropriate divisional Human Resources Office so that the position can be classified and included in the University Salary Administration Program, and recruitment can begin.

In the event you wish to consider a graduating student for a position other than the one performed as a student, the regular Human Resources employment procedures are to be followed, i.e. Personnel Requisition, job posting, referral by Divisional Human Resources Office.

Please direct questions to Student Employment Services, extension 6-5411; the Payroll Records Section of the Homewood Human Resources Office, extension 6-8039; or the appropriate divisional Human Resources Office on your campus.

HOLIDAY SCHEDULES

For vouchers submitted before the close of a weekly (Monday - Sunday) pay period, it may be necessary to estimate hours worked. To correct any difference between estimated and actual hours worked, submit adjustments on the subsequent voucher. In order to be processed, VOUCHERS AND FORMS 200 must be in the Human Resources - Payroll Records section of the Homewood Human Resources Offices ( Shriver Terrace) no later than 10:00 a.m. on the cut-off date indicated.

Non-Holiday Schedule: Weekly 200 forms are due no later than 10:00 a.m. each Friday and vouchers are due no later that 10:00 a.m. on Monday to be processed in time for the next payday. Early submissions are always welcome.

Please refer all payroll related questions to your designated Divisional Payroll Records Assistant. Sharon McBride (Department responsibilities: G, L, S, P12, P31, P35-P57) can be reached at 6-5110 and Annie Eckenrode (Department responsibilities: E, 202, U, P03-P11, P13-P30, P32-P34) on extensionat 6-8465. Kim Bond and all members of the Homewood Human Resources Payroll Records Section can be reached on the main telephone at 6-8039.

*This form is the official University time record and must be reviewed, initialed and dated monthly by staff member and supervisor.*