General Information

Payroll Functions

Columbia's Payroll Department strives to accomplish serving Columbia employee's in regards to any questions and problems which circles producing a PAYCHECK.

We are focused on working together, as a one on one service. Making an employee more at ease when complying with eliminating any possible payroll questions. Take note that all is based on following the proper procedures for hiring an employee at any institution and that the employee should be aware of his or her payroll status. Keeping an intercommunication relationship will create a more functional community.

Payroll Process

The following is a brief summary available as to what the payroll functions are:

1. Hiring Process
   • Information the Employee must provide
   • Assigned Department Hiring
2. When and how Employees are paid
3. Form W-2, Wage and Tax Statement

1. Hiring Process

Information the Employee must provide:

• For Employment Eligibility Verification: Form I-9
• Social Security Card
• Certification of Birth
• Driver's License or ID Card
• U.S. Passport / Unexpired foreign passport
• Form W-4, Employee's Withholding Allowance Certificate
• State Employee Withholding Allowance Certificate

Processing for new hires and rehires must submit all the proper ID's for processing. Incomplete forms and identification will delay any means for being on payroll.

Assigned Department Hiring

The following staff employees are hired through two departments:

Part-time Faculty employees are hired through the department the teacher is working in. The department supervisor is in charge of handling the hiring process for these part-time faculty employees.

The following students are hired through these departments:

2. When and How Employees are paid

When

Employees are paid semi-monthly, every first and fifteenth of the month. Each year the Payroll Office provides a Payroll Schedule that details online time sheet due dates and pay dates.

How

Employees are paid either by check or direct deposit.

Expired Checks / Lost Checks

Any check over a year old, which has not been cashed, must be voided in order to reissue a new check. To void a check, Accounting must obtain the proper information so the department can produce a new check.

In case of a lost check, please contact Payroll requesting that a stop payment be made. State the issued check date. This process takes from two to five days.

3. Form W-2, Wage and Tax Statement

Download forms

This form reflects all wages paid, and all taxes withheld from you by your employer during the calendar year.

Who receives a W-2 Statement?

Any employee who received a payment for services rendered, had federal income, social security and Medicare taxes withheld from paycheck.

Deadline for Employer to send out W-2

All W-2 Statements must be postmarked by January 31 of each year. Yes, all W-2 Statements are mailed out on the same day.

Returned W-2

Employee's that have not submitted a new change of address before January 5 of the New Year will have there W-2 returned to Columbia. Payroll requires that all corrections or changes should be submitted beforehand, in order to prepare the W-2 file.

Duplicate W-2

Take in mind that any request for a duplicate W-2 Statement, there is a $5.00 charge fee. Payments should be made at the cashier window or authorization of deduction made towards your next paycheck.

Please feel free to forward any questions you may have regarding payroll policies or procedures via e-mail.