Payroll and Performance Forms
(To save downloading time, right click and save the timesheet
to your hard drive before opening it.)
Hourly Time Sheet Instructions for Regular, Hourly Employees
- Hourly time sheets are available on the Human Resources webpage under Payroll and Performance Forms http://www.georgefox.edu/offices/hr/forms.html.
- Each employee should record actual hours worked and/or actual time off on the time sheet each day.
- If there are blank work days on a timesheet or days indicated as zero hours worked, it will be assumed the employee did not work those days and will be charged to vacation if available; otherwise, the employee’s pay will be reduced the next pay day.
- Because time sheets are not received until early the following month, any overtime pay, reduced pay, or other pay adjustments are calculated and applied to the following month’s pay.
- Each support staff member and his or her supervisor are required to sign the time sheet verifying its accuracy.
- Signed time sheets should be submitted to the Human Resources Office the first week of the month following the end of the pay period.
Requisitions, Applicant Pool, and Background Checks
The university’s human resources department is proud to announce the official launching of Applicant Pool, an applicant tracking system. Some key features are an online application for employment that can connect to a LinkedIn account, a requisition system (replaces the approval-to-recruit process in MyGFU), and a platform for hiring managers to share applications with a search committee that tracks comments and candidate status.
For step-by-step instructions on how to log into Applicant Pool and start a requisition, email Kera Hallman at firstname.lastname@example.org. We welcome your feedback!
All offers of employment are contingent upon completing and successfully passing a background check. Hiring managers, please have your selected candidate read the disclosure form and complete the Background Check Authorization form. All signatures MUST be hand written. Computer generated signatures are not accepted. Once complete, forward the form to Kera Hallman in the Human Resource Department for processing.
Payroll Forms - Employment Forms
Form W-4 Employee's Withholding Allowance Certificate
Note: www.paycheckcity.com is a good resource for estimating take-home pay under a variety of scenarios and may assist you in determining how many allowances to claim on your W-4 form so the proper taxes are withheld.
Form I-9 Employment Eligibility Verification (Expires 8/31/2019) The I-9 Form MUST be completed and submitted to the Human Resources Department within 3 days of the employees hire date.
Direct Deposit Form This form is a Fillable PDF. Just fill it out online and then print, sign it, and send it to HR Box 6108 with a voided check attached. If you have trouble with the form, try right-clicking on the link and save it to your desk top to complete and print.
Check request for payments to current employees or students, AND for payments to people who have provided services to the university and should be paid through Human Resources. If you have questions, please call HR at 503-554-2180. Check requests for people who are new to GFU payroll should be accompanied by completed W-4 and I-9 forms.
References for supervisors:
Vacation Accrual Schedules:
Items in Boxes 12a–12d are required by IRS. The amount (if any) in Box12a labeled “C” is the taxable cost of your group term life insurance paid by George Fox in 2016. (This amount was also included in your pay as taxable income throughout 2016.) The amount (if any) in box 12b labeled “E” is the contribution you made to a supplemental retirement plan beyond the 3 percent that the university matches. The amount (if any) in box 12c labeled "DD" is the total of: your contributions (premiums) to health, dental, and pre-tax supplemental insurance (Aflac or Colonial), plus employer contributions to health and dental insurance. This figure is now required to be on the W-2 form. It is for your information only--these benefits continue to be non-taxable.
Box 14 shows the amount of your contribution to the university-sponsored retirement plan. This represents 3 percent of your pay in 2016 from the time you began participation. Once an employee begins participation in the George Fox Retirement Plan, it is a requirement to continue.
Employees (and their tax preparers) often ask why the amount in Box 1 is different than the amount listed in Box 3 and 5. Because any contributions you made to the retirement plan(s) are not subject to income taxes, those amounts (shown in 12b and 14) are not included in Box 1. However, those contributions are still subject to Social Security and Medicare (FICA) taxes, so they are included in the amount shown in both Box 3 and 5. If you add the amount in Box 1 to any amounts in Boxes 12b and 14, the total should equal the amount in Box 3 and 5.
How to balance your W-2 subject wages back to the year to date wages on your December paystub:
Federal and State
Take the total year to date gross from your December paystub, subtract the year to date total of the Before Tax Deductions, add the year to date total Employer Paid Life Ins* located in the box labeled Employer Paid Benefits.
FICA (Social Security & Medicare)
Take the total year to date gross from your December paystub, subtract the year to date Before Tax Deductions amounts for Medical, Dental, Flex Spending and or Dependent Care, add the year to date total Employer Paid Life Ins* located in the box labeled Employer Paid Benefits.
Problems viewing your payroll information in MyGFU? Click Here.
We welcome your suggestions for additional links to forms and resources. Contact Lisa Burton.