Payroll Department
An Extension of the Accounting Dept.
 The staff is located in the Professional Bldg. (MFI) Suite 400
 Supervisor
Katina Gatlin x5389
Faculty
 Two Payroll Specialist
Alicia Correa x3830
Departments 1020-1032 (Administration) 1140-1248;1310-2200
(labs & clinics)
Maria Morales x3618
Departments 3000 (SLAHP/WIC) 9982-9983 (Animal Care) 11101139 (labs & clinics)
Payroll Calendar
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The Workweek begins each
Monday at 12:01AM and ends the
following Sunday at midnight.
Pay period hours are noted for
each pay cycle.
T= time card due date
P= pay day
H= LABioMed holiday
L= late time card processing
A list of holidays are listed in the Employee’s
Handbook.
Pay Days
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Semi-monthly payroll with 24 pay periods in a year.
Pay dates are on the 7th and the 22nd of each calendar
month.
When pay day falls on a Sat. the pay date moves to the
closest Friday; when on a Sun. to the closest Mon. (please
refer to the payroll calendar).
When pay day falls on a LABioMed Holiday, the pay date
will move to either the business day before or after.
Additional Payroll Resources
Payroll Informational Tools:
 A wealth of information and payroll forms may be
accessed by employees by going to the LABioMed
intranet at: http://reiintranet/
 A payroll bulletin board is located in the N-14 building
outside of the Accounting Dept.
 Payroll also sends regular broadcast messages, payroll
stuffers, check stub memos and articles in the Human
Resources Newsletter.
Time Cards
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A timecard must be submitted by all employees.
Time cards are usually due on the 15th and the last day of
the month (please refer to payroll calendar).
They are due in the Payroll Department by 11:00 a.m.
on the due date and considered late if received after 5:00
p.m. on the same day.
Must be completed in blue or black ink only.
Payroll will accept a copy or faxed timecard However, the
original timecard must be submitted to payroll by payday.
LATE TIMECARDS
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Timecards that are turned in after 5:00 p.m. on the due date will be
paid after 4 p.m. on the 10th or 25th day of the month immediately
following pay day. Checks paid late are available for pick-up in the
Accounting Dept. located in Bldg. N-14.
When the 10th or 25th day of the month falls on a LABioMed holiday
or weekend, the check is processed the first business day before.
Timecards with incorrect, missing or incomplete 10-digit project
numbers are processed as late timecards.
Direct deposit is interrupted for all late timecards.
Payroll will accept a copy or faxed timecard to avoid late processing
under extreme circumstances. The payroll fax number is (310) 2226717. However, the original timecard must be submitted by payday.
Time Card Corrections
The LABioMed time card is a legal document and any
required corrections are done accordingly:
 Draw a horizontal line through the entire error.
 Do not write, erase or use whiteout over the original
information.
 Enter the correct information either above, to the side or
below the original entry.
 Employee and Supervisor/Investigator must initial all
corrections to the time card.
Employee Pay Status
The Payroll Department is responsible for
processing the wages for all LABioMed
employees and faculty members. The different
pay status for active employees include, but or not
limited to, the following:
 Employees that are exempt or non-exempt from
the California and Federal Fair Labor Standards
Act (FLSA).
 100% and 80% full-time, part-time and temporary
employees.
Special Employment Classification
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Fellows:
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Must submit a timecard to the Payroll Office for payment.
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Must submit a fellowship appointment form and payment schedule upon
hire and reinstatements each year thereafter to the HR Dept.
Faculty:
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Must have a current FSED (Faculty Salary Encumbrance Document) on
file in the Payroll Office for each year of active status.
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Must submit a revision to the FSED on file for all changes to the payment
schedule via the Grants and Contracts Dept.
MEAL / REST PERIODS
All non-exempt employees are entitled to at
least a 30 minute meal period not more than
five hours after the start of their shift.
 Further, non-exempt employees are entitled
to a 10 minute paid rest period, in the
middle of their shift, for every four hours
worked.
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Vacation / Sick Leave
Once hours are posted in the system they
are available for employee use.
 Vacation and Sick leave balances are
recorded on employee’s check stubs.
 Vacation and Sick leave hours are not
advanced to employees.
 Once the vacation/sick accrual limit is met
the employee will stop accruing hours.
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Pre-printed with
Name, Dept. # and
Pay Period Ending
Date
Record hours worked over 8 in
the overtime row.
Record All In and Out
Times.
Record Explanation if hours
are entered on line 10
Record All Hours Worked or Not Worked with totals.
Record 10 Digit Project Number
Have Your Supervisor/Investigator sign your Time Card.
Sign your Time Card.
Record 10 Digit Project Number
Record All Hours Worked or Not
Worked with totals.
Have Your Supervisor/Investigator sign your
TimeCard
Card.
Sign your Time
Pay Checks
Pay checks are available for distribution to authorized
representatives of each department at 11.00 a.m. to
1:00 p.m. on pay days.
Each employee must sign for his/her paycheck when
received.
Employees must verify all information on their pay
stub each payday:
Personal information
Earnings, Taxes and Deductions
Balances and Year-to-date information
Taxes
Forms
 W 4 - Federal Form
 W 5 - Federal Form
 DE4 - California State Form
Types of Taxes
 Federal Withholding Tax (FWT)
 State Withholding Tax (SWT-CA)
 Federal Insurance Compensation Act. (FICA)
 Social Security - 6.2% wage base $106,800.00 max. $6,621.60.
 Medicare - 1.45% no wage base. (FICA-MCARE)
 State Disability Insurance (SDI)
1.1% wage base of $90,669 maximum $997.36.
Direct Deposit
 Maximum two accounts.
 May sign up for automatic deposit to checking
and/or saving account.
100% of the employee’s pay is issued via
direct deposit OR check, not both.
 Must complete, sign and attach a copy of
voided check for checking account and a direct
deposit authorization from your bank for savings
accounts.
Allow two pay periods before direct
deposit takes effect.
Employee’s name
Date
Name Of Bank
Bank Account #
Checking / Saving
Bank Routing #
Fixed Amount
Account Holder(s) Name
Account Holder(s) Signature
QUESTIONS?