Year-End Payroll Information for Cal Poly Employees
Important 2018 W-2 Announcement
Your W-2 will be mailed to the address listed on the bottom of your October pay period check stub:
Salaried employees: this is the check distributed on master payday, October 30, 2018
Hourly paid employees: this is the check distributed on hourly payday, November 15, 2018
If this is not correct, please verify and update your mailing address no later than December 7, 2018 through the My Cal Poly Portal:
- Log in
- Go to the “Personal Info” tab
- Click on “Home and Mailing Addresses”
If you are not able to change your address via the My Cal Poly Portal, please contact Payroll Services at 805-756-2605.
Holiday Informal Time Off
Form W-2: Wage and Tax Information
Absence Management Self Service
It is important that all absences for 2018, including December, are entered online in Absence Management Self Service no later than January 2, 2019.
All absences must be approved by management no later than January 4, 2019 in order to be processed.
Year-End Vacation Rollover Request
Payroll Service’s staff review vacation to ensure that balances as of January 1st do not exceed maximum amounts allowed by bargaining unit agreements or CSU policy. Vacation leave balances may exceed these maximums throughout the year:
However, any vacation balance that exceeds the maximum allowed by an employee’s bargaining unit or by CSU policy as of January 1st will be forfeited unless Payroll Services has received an approved “Year-End Vacation Rollover Request” form.
Excess/Deficit Year-End Balance Reconciliation
This record-keeping is required by the Federal Fair Labor Standards Act (FLSA) for non-exempt employees only.
Cal Poly tracks excess and deficit hours worked (“Excess/Deficit” or “Plus/Minus”) resulting when an employee has an alternate work schedule. An alternate work schedule is defined as any schedule other than Monday through Friday, 8 hours per day. Any alternate schedule change (including the beginning and ending of an alternate schedule) must be reported to Payroll Services.
In January 2019, any employee with a deficit hours balance as of December 31, 2018 will receive a separate communication from Payroll Services to provide an opportunity to use other previously earned time to offset the deficit balance.
If an employee has no other type of leave balance to offset the deficit balance, a dock in pay for the deficit hours will be processed against the current month’s pay.
For more information, please review Payroll Services Alternate/Compressed Schedules.
Social Security Wage Cap
Social Security limits the amount of earnings subject to taxation for each year. For employees whose Social Security contributions have stopped due to meeting the maximum, deductions will resume on the December paycheck issued January 1 of each year
- 2018 maximum: $128,400
- 2019 maximum: $132,900