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UNIVERSITY OF SOUTH CAROLINA
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FREQUENTLY ASKED QUESTIONS
  1. Where is the Payroll Department located? What is the mailing address, telephone and fax number of the department?
  2. I started work, but I haven't received a timecard. What should I do?
  3. Where can I pick up my check?
  4. How do I change my address?
  5. Why have I not been paid?
  6. Can I get my paycheck early?
  7. Is direct deposit available?
  8. How long does it take to get my direct deposit started?
  9. Can I direct deposit to more than one account?
  10. If I stop my direct deposit now, will it go into effect immediately?
  11. I lost my paycheck, what do I do?
  12. I have to provide verification of employment to a 3rd party. What do I do?
  13. Can I obtain my leave balance information without calling the Payroll Department?
  14. Can I obtain my paycheck information without calling the Payroll Department?
  15. Can I obtain my paycheck deduction information without calling the Payroll Department?
  16. How can I find out what effect changing my exemptions or deductions will have on my net pay?
  17. How do I start a payroll deduction?
  18. How do I stop or change a payroll deduction?
  19. I am a 9-month employee paid over a 12-month time period. Can I do payroll deduction over a 12-month period?
  20. I am a 9-month employee paid over 12-months. When can I expect to receive my summer pay checks?
  21. What is FICA?
  22. How do I change my tax allowances?
  23. If I fill out a new W-4 form, will it take effect immediately?
  24. Can I claim exemption from income taxes?
  25. Too much tax was taken out of my paycheck. What do I do?
  26. Why was so much Federal Income Tax taken out of my supplemental check?
  27. I lost my W-2, - How can I get a replacement copy?
  28. How do I update payroll contact information for my department?
  29. What time codes do I use to report flu-related absences?

Where is the Payroll Department located?
The University Payroll Department has located to permanent offices on the 7th floor of the 1600 Hampton Street tower, at the corner of Hampton and Pickens streets in downtown Columbia. The payroll reception area is located in Room 721. Beginning May 30, 2003, Paycheck distribution will be held on the 7th floor in room 735. Office Hours are from 8:00 AM to 5:00 PM, Monday through Friday.

Mailing Address:
USC Payroll Department, 1600 Hampton Street, University of South Carolina Campus, Columbia, SC 29208. Telephone: (803) 777-4227. Fax: (803) 777-8080.

I started work, but I haven't received a timecard. What should I do?
First, check with your department and make sure the appropriate paperwork was processed:
Graduate student employees - Your department sends paperwork to the Graduate Office. The Graduate Office forwards paperwork to Payroll. (Note: Paperwork for international student employees will be sent from the Graduate Office to the International Office before going to Payroll.)
Undergraduate employees - Paperwork is submitted directly to Payroll. (Note: Paperwork for international student employees will be sent from the department to the International Office before going to Payroll.)
Non-student employees - The department sends paperwork to the Human Resources Office. Human Resources forwards the appropriate information to Payroll. (Note: Paperwork for international employees must be sent to the International Faculty/Staff Support Office before going to Payroll.)

If your paperwork was not processed in time for timecard production, your supervisor can provide you with a blank timecard.

Where can I pick up my check?
Your paycheck can be picked up in the department where you report your time. The Payroll Office does NOT distribute paychecks to individuals. (However, in instances where a department returns a check to the Payroll department, the employee can pick up the check from the Payroll Department.)

How do I change my address?
 

Why have I not been paid?
Hourly employees - Hourly employees will not be paid if their timecard is not submitted to the Payroll department by the appropriate deadline date. Employees should first check with their department to make sure the timecard was sent to Payroll in accordance with the appropriate processing date.
Salaried employees - Exempt and salaried non-exempt timecard employees should check with their department to see if the paperwork was turned in on time or processed correctly. Review the Important Processing Dates for additional information.

Can I get my paycheck early?
No. According to South Carolina law, employees cannot be paid any earlier than the scheduled pay date.

Is direct deposit available?
Yes. University employees may elect to direct deposit their check. Direct Deposit information can also be processed on-line. How to Submit or Change your Direct Deposit on-line .
 

How long does it take to get my direct deposit started?
Usually, the 2nd payroll following your election. To make sure deposit information is correct, "pre-noting" (a practice run) takes place the 1st payroll following your election, and you will still receive a paycheck. The direct deposit will then occur on the 2nd payroll following your election. Instead of receiving a check, you will receive a "pay stub" indicating that your pay was direct deposited to the account you specified.

Can I make a direct deposit to more than one account?
No, direct deposits can only go to one bank or credit union account. However, in addition to your direct deposit, you can also choose to set up a payroll deduction to transfer money to specified credit union account.

If I stop my direct deposit now, will it go into effect immediately?
The direct deposit will go into effect for the next payroll (provided the payroll has not already closed out for processing). Students and employees, please note! Your direct deposit information stays on file for 1 year. If you terminate employment with USC and are then rehired by USC within a one year period, be sure to review your direct deposit information for accuracy. Failure to update your direct deposit information upon your return could result in your paycheck being sent to an account you may have closed since your last employment at USC!

I lost my paycheck, what do I do?
Please contact the Payroll office at (803)777-4227 immediately so that a stop payment request can be processed. Payroll will then re-issue another check within 7-10 working days. If a replacement check is issued by Payroll, and the lost check is found, the employee should bring the "lost" check to the Payroll Department, at 1600 Hampton Street.

I have to provide verification of employment to a 3rd party. What do I do?
You will need to provide payroll with authorization to furnish information to the 3rd party. This can be accomplished by faxing, mailing or bringing a completed and signed copy of the Verification of Employment form to the Payroll department. A generic form is available from our web site.

Can I obtain my leave balance information without calling the Payroll Department?
Yes. You can access your leave balance information and other personnel & payroll information electronically from VIP, the University's web-based Visual Information Processing system. Log-on to VIP using your Social Security number and PIN, select the "Employment" tab from the menu. Click on "Show Me Leave Status" to review your information .VIP is designed to let you, the employee, have instant access to your personal information. The types of information available to you are benefits, leave, paycheck, profile and education. There is also a "What-If" screen available to show how different changes, deductions, exemptions, etc., will affect your net pay. Log-on to VIP using your Social Security number and PIN. VIP is a secure information system maintained by the University.

Can I obtain paycheck information without calling the Payroll Department?
Yes. You can access your paycheck information and other personnel & payroll information electronically from VIP, the University's web-based Visual Information Processing system. Log-on to VIP using your Social Security number and PIN & select the "Employment" tab from the menu. Click on "Show Me Upcoming Paycheck" to review your information . VIP is designed to let you, the employee, have instant access to your personal information. The types of information available to you are benefits, leave, paycheck, profile and education. There is also a "What-If" screen available to show how different changes, deductions, exemptions, etc., will affect your net pay. VIP is a secure information system maintained by the University.

Can I obtain my paycheck deduction information without calling the Payroll Department?
Yes. You can access your paycheck deduction information and other personnel & payroll information electronically from VIP, the University's web-based Visual Information Processing system. Log-on to VIP using your Social Security number and PIN & select the "Employment" tab from the menu. Click on "Show Me Upcoming Paycheck" and scroll down the page to review your deduction information . VIP is designed to let you, the employee, have instant access to your personal information. The types of information available to you are benefits, leave, paycheck, profile and education. There is also a "What-If" screen available to show how different changes, deductions, exemptions, etc., will affect your net pay. Log-on to VIP using your Social Security number and PIN. VIP is a secure information system maintained by the University.

How can I find out what effect changing my exemptions or deductions will have on my net pay?
VIP, the University's web-based Visual Information Processing system provides a "What-if" utility that allows you to see how different changes, deductions, exemptions, etc will affect your net pay. To access, log-on to VIP using your Social Security number and PIN & select the "Employment" tab from the menu. Click on "Show Me Net Pay Projection (What-if?)" to enter the desired information.
Please note that the "What-if" utility is an analysis tool and information you enter will NOT result in changes to your actual net pay. You must contact the Payroll Office to make actual changes to your deduction or exemption amounts.

How do I start a payroll deduction?
Payroll Deduction to a Credit Union To start a payroll deduction to your credit union account, ask your credit union to provide you with a completed copy of their payroll deduction request form. (Most institutions use a customized payroll deduction request form). Turn in the completed and signed form to the University's Payroll Deduction area located on the 7th floor of 1600 Hampton Street. Your payroll deduction should begin in the next pay period. Please note that a payroll deduction to your account and a direct deposit authorization are two separate items.
Payroll deductions for items such as parking, alumni association fees, etc.
Visit the office that provides the service to set-up your deduction.

How do I stop or change a payroll deduction?
To stop a deduction:Payroll deductions such as parking, Family Fund, and United Way must be stopped by contacting that department directly. For other types of deductions, you can notify the Payroll department to stop the deduction by sending a completed copy of the "Cancellation of Payroll Deduction" memo to the Payroll department. A copy of the form can be downloaded from the forms section of the Payroll web site. If you cannot download the form, you can choose to either stop by the Payroll office to fill out the form, or you can send a memo to Payroll that contains your name, the payroll deduction to stop, the date to stop the deduction, your social security number and your signature. Please note that court or state ordered deductions (such as child-support, or tax levies) cannot be stopped by the Payroll Office.
Changes:To change the amount of a deduction, visit the office that provides the service (such as parking, alumni association, credit union, etc)

I am a 9-month employee paid over a 12-month time period. Can I do payroll deduction over a 12-month period?
Due to processing requirements, 9 month employees can only participate in payroll deduction over a 9 month period.

I am a 9-month employee paid over 12-months. When can I expect to receive my summer pay checks?
Please contact the Payroll department at (803)777-4227 about your situation.

What is FICA?
FICA is also known as Social Security tax. It is composed of OASDI (Old Age, Survivors and Disability Benefits) and Medicare. All employees are subject to FICA taxes. Please note: FICA will not be withheld on students who are enrolled & working. However, Foreign National students may be subject to other regulations.

How do I change my tax allowances?
Employees can change Federal and State allowances by turning in a new W-4 tax form to the Payroll department. You can choose to print the W-4 form from our web site, fill it out and send it to Payroll, or you can stop by Payroll to complete the form.

If I fill out a new W-4 form, will it take effect immediately?
It depends on when the form is received by the Payroll Department. In most cases, Payroll will process the new form beginning with the upcoming payroll, unless that payroll has already been closed for processing.

Can I claim exemption from income taxes?
University employees may claim exemption from Federal and/or State tax if they had no tax liability in the previous tax year and do not expect to have any tax liability in the current tax year. Forms to claim exemption are available in the Payroll Office. Please note that Payroll is not responsible for any tax liability a person may owe as a result of filling out a W-4 form for exempt status.

Too much tax was taken out of my paycheck. What do I do?
Please contact the Payroll Department at (803)777-4227 to discuss your situation.

Why was so much Federal Income Tax taken out of my supplemental check?
Supplemental pay is considered pay in addition to the employee's regular pay and is subject to a flat tax rate as required by Federal and State tax regulations.

I lost my W-2, how can I get a replacement copy?
Employees who need a replacement copy of their W-2 should come by the Payroll Office at 1600 Hampton Street. Please be prepared to show your University ID card and furnish your name, social security number, and the year for the replacement W-2.

How do I update payroll contact information for my department?
The appropriate dean, department head, or director must send a signed memo, on department letterhead, to the Payroll Department stating the change.

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