WHAT DOES IT TAKE TO GET ON THE PAYROLL?
Full-Time Employees
All full-time employees must submit, in person, to the Office of Human Resources, BMW Building, Room 612, the following:
1. Resume or completed application form.
2. Completed “Personal History Questionnaire.”
3. Conviction Form
4. Form W-4: “Employee's Withholding Allowance Certificate” for Federal income tax purposes.
5. IT-2104: “New York State - City of New York - City of Yonkers Employee's Withholding
AllowanceCertificate” for State and City income tax purposes.
6. Form I-9: “Employment Eligibility Verification.” This form is needed to comply with the
Immigration Reform and Control Act of 1986. The “appointee” must present documentation
to verify identity and eligibility for employment.
7. Fingerprint Card.
8. Qualification documents, including Social Security card, for the position.
9. Employment Reference Request Forms.
FEES (only U.S. Postal, Travelers Express, or American Express money orders are accepted)
• Processing fees are required for all civil service positions. The amount of the fee is based upon
the annual salary. The Department of Human Resources will advise you regarding the fee payment.
• Fingerprint Processing fees are required for all appointed full-time positions.
Part-Time Employees
College Assistants/Tutors must submit, in person, to the Office of Human Resources, BMW Building,, Room 612, the following:
1. A completed “Employment Application”
2. A Form W-4: “Employee's Withholding Allowance Certificate” for Federal income tax purposes. 3. An IT-2104: “New York State - City of New York - City of Yonkers Employee's Withholding
Allowance Certificate” for State and City income tax purposes.
4. A Form I-9: “Employment Eligibility Verification.” This form is needed to comply with the
Immigration Reform and Control Act of 1986. The “appointee” must present documentation
to verify identity and eligibility for employment.
5. Social Security card
6. A Fingerprint Card. Full-time CUNY students may be excused from the fingerprinting and have
the fee waived by the Dean for Human Resources provided the “appointee” presents a CUNY
Student ID Card with a valid sticker and a Bursar’s receipt indicating 12 or more credits for the
current semester.
7. College Assistants appointed as Tutors must submit proof of degree or college credits
completed to justify their pay rate.
FEES (only U.S. Postal, Travelers Express, or American Express money orders are accepted)
• Processing fees are required for College Assistants/Tutors who are appointed for more than
240 hours of work for the “appointment year” beginning July 1 and ending June 30 as follows:
DISTRIBUTION OF CHECKS
Most John Jay College employees are on the New York State payroll, and are paid bi-weekly on Wednesday’s after 3:00 p.m. Paychecks are usually distributed at the Bursar's Office in the T Building.
Employees may participate in the Direct Deposit Program which electronically deposits your paycheck into your bank or credit union checking or savings account. Enrollment forms, which can also be downloaded by clicking here, are available in the Payroll Office, BMW Building, Room 604. The College may exclude individuals from participation in the program for reasonable cause. Employees with very low leave accrual balances or who have frequent unauthorized absences may be excluded from the program. The College may also cancel an employee’s participation in direct deposit if he/she develops attendance problems.
* In order to pick up your paycheck, you must present a current, validated John Jay College faculty/staff photo identification card. (Click Here for information on obtaining ID cards).
* You can compute your biweekly salary by multiplying your annual salary by .038356 during a regular year (365 days) or by .038251 during a leap year.
Example: 14 days
365 days per year = .038356 X $20,000 annual salary = $767.12 (BIWEEKLY Gross)
* To calculate one day's salary, simply take 1/10 of the gross.
Example: 1/10 X 767.12 = $76.71
* A new employee entitled to pay for twelve (12) work days at $20,000 annum would be paid:
1 biweekly (10 days) = $767.12
2 days at $76.71 = $153.42
Gross Check = $920.54
PAYCHECK DEDUCTIONS
The deductions from the gross salary are for withholding taxes (federal, state, city), pension, health insurance, union dues, and other miscellaneous items. The amount of the deductions will vary according to the number of dependents claimed, pension plan and health insurance plan selected.
Income Taxes
* A W-4 form and IT-2104 form for declaring dependents is included in the orientation materials you receive from the Office of Human Resources. Federal, state and city income tax withholdings are based upon the number of dependents you claim and your marital status.
* If you wish to change the number of dependents, a revised W-4 or IT-2104 form may be filed with the Payroll Office, BMW Building, Room 604.
* The W-2 form, required for filing your income tax return to the Internal Revenue Service, is sent to the College from the State after January 31st. They are mailed by the College to the address on the paycheck. If you changed your address in the previous year, fill out a “Change of Information” form available by clicking here or in the Office of Human Resources to update your mailing address.
Social Security
* For all employees subject to Social Security, deductions are made in accordance with the percentage authorized by law until the maximum social security deduction for the year has been reached, at which time deductions stop until the following January 1st. Employers are required to report the amount withheld for “regular” social security (currently 6.2% of gross) and the amount that goes to fund the Medicare portion of social security (1.45% of gross).
Health Insurance
* Deductions are based on the choice of health plan, options and whether you have chosen individual or family coverage. Unless you elect otherwise, deductions are taken on a pre-tax dollar basis. Health codes and, if applicable, deduction amounts, will appear in the section marked “Before Tax Deductions” on the State pay stub. Any employee who is enrolled in a health plan and finds that there is no health code on their pay stub should contact the Benefits Officer immediately in order to ensure continued coverage.
New York City Employees Retirement System (ERS)
* Deductions vary according to age and choice of plan. The retirement plan is optional for provisional employees. For those employees joining the system on or after 7/1/76 (Tier III/IV) and before 6/28/95, there is an employee contribution of 3% of gross salary (on a pre-tax dollar basis). Employees in Tiers I and II, who joined the system prior to 7/1/76, will find that the deductions vary according to age and choice of plan.
Agency Shop Fee/ Union Dues
* Pursuant to State legislation, and agreements entered into between the City and various labor unions, employees who are not union members, but are in titles covered by contract agreements are subject to the deduction of agency shop fees (dues) from their paychecks.
U.S. Savings Bonds
* You may participate in a regular savings program through the purchase of U.S. Savings Bonds. Through payroll deductions, the amount you specify will be deducted from your paycheck. Arrangements should be made with the Benefits Officer in the Office of Human Resources.
Municipal Credit Union
* Staff members are eligible to join the Municipal Credit Union, and when applicable may see deductions for savings account deposits, loan payments or other credit union business such as Christmas and Vacation Clubs. You may obtain an application from the Office of Human Resources, BMW Building, Room 612.
DC 37 Voluntary Insurance Programs
* Staff members have the opportunity to enroll in the DC 37 life insurance and/or disability plans and will see their premium payment listed on their paycheck stub.
Tax-Deferred Annuity
* Staff members enrolled in the Copeland tax-sheltered annuity will have their pre-tax dollar contribution itemized on the State paycheck stub.
