Plan for 2018! Keep track of opportunities and deadlines.

Date

Description

More Information Available At:

December 15- December 18

Timesheet Deadlines

Semimonthly Deadlines:

For pay period ending December 24, 2017, and pay date on December 29, 2017

 

  • Submission: Friday, December 15 by 11:59 a.m.
  • Approval: Monday, December 18: by noon

 

Please record anticipated hours worked by day for Monday December 18 through Sunday December 24.

 

Biweekly Deadlines

For pay period ending December 23, 2017, and pay date on December 29, 2017

 

  • Submission: Sunday, December 17 by 11:59 p.m.
  • Approval: Monday, December 18 by noon.

 

Please record anticipated hours worked by day for Monday December 18 through Saturday December 23.

 

Winter Break Timesheet Guidance: http://hr.gmu.edu/payroll/docs/HolidayHoursforWinterBreak2017.pdf

December 22- January 3

Holiday Break

January 1

If you have optional life insurance with Minnesota Life, you may see a premium increase for coverage due to any age band increase or salary changes that occurred in 2017.

January 9

Classified staff leave year ends

There are limits to the amount of annual leave that can be carried over from year-to-year. If your annual leave balance exceeds the maximum as of January 9, 2018, you will lose that portion that exceeds the limit. The limits as defined by the state Department of Human Resource Management can be found at http://hr.gmu.edu/benefits/leave/annual.php

January 9

Classified staff donate leave

Any unused Annual leave may be donated in 8-hour increments. Please complete a Leave Sharing Program Donor Form and submit your form to HR & Payroll at Mailstop 3C3 before your leave year ends.

January 9

Deadline for Commonwealth of Virginia (CVC) donations and eligible receipts.

Choose from over 1000 charities.  To focus on the charities in your area, visit www.cvc.virginia.gov, click on Donors, and then Find a Charity.

 

Online giving is available at https://eDirect.virginia.gov for payroll deduction as well as one-time credit card donations. The deadline is Dec. 21. The paper pledges deadline is extended to January 5, 2018.

 

Direct giving counts too and helps the charity meet their CVC minimum eligibility.  If you give individually to a charity currently enrolled in the CVC campaign, you and Mason can receive credit for your charitable donation.  This even includes registration fees for 5K's, bike-a-thons, and other charity events.  Just send a copy of your donation or registration receipt to Helga Yunker at hyunker@gmu.edu

January 10

Annual VSDP and Family/Personal Leave is allotted

Mid-January

Electronic W-2s available

January 31

Paper W2s will be mailed to employees not electing to retrieve W-2's online via Patriot Web. If you are a foreign national employee and receiving a tax treaty benefit, your tax documents may include a W-2, a 1042, or both.

W-2 information available at

http://hr.gmu.edu/payroll/w2.php

If you are a foreign national employee with questions, please contact International Tax at inttax@gmu.edu

February 4-10

Mason Homecoming

February 15

W-4 expires if you claimed exempt

You are not required to submit a new W-4 form each year unless you have claimed "Exempt".  If you claim "Exempt" on your W-4, please be aware it will expire on February 15 each year.  Please be sure to complete a new W-4 for 2017 by visiting the Payroll website (links to the 2017 tax forms will be posted once they have been released by the IRS).  After 1/5/17 you will be able to certify your claim of exemption online via the Tax Forms page of Patriot Web.  If a new W-4 claiming "Exempt" is not submitted each year, your tax withholding automatically defaults to a single filing status with zero allowances.

March

9-month faculty deductions

9-month faculty paid over 9 months will have additional deductions taken from their pay starting with the first paycheck in March 2018 to continue health insurance and other benefits premiums for the summer months.

May

Annual Health and Flex Open Enrollment

Dates to be announced by the Department of Human Resource Management

May 1

Affordable Care Act Year

Begins

A friendly reminder that as we get further into the ACA year, we have a number of employees who are on pace to exceed the 1,450 ACA hour limit. Please remember, it is the responsibility of each unit/department to keep track of employees’ hours in covered job categories.

 

To assist you in tracking hours, please send your wage rosters to Matt Kilday, in Workforce Planning, at mkilday@gmu.edu. He can help you obtain the hour count, as of the last paid pay period, for your employees.

 

This information is also available to each unit through reports accessible by your budget analyst(s). You can find more information regarding the ACA hour limit by clicking below or on our website.

June 24

12-month faculty leave year ends

There are limits to the amount of annual leave that can be carried over from year-to-year.  If your annual leave balance exceeds the maximum as of 6/24/18, you will lose that portion that exceeds the limit.  The limits are outlined at http://hr.gmu.edu/benefits/leave/annual.php (scroll to faculty section).

June 24

12-month faculty donate leave

Any unused Annual leave may be donated in 8-hour increments. Please complete a Leave Sharing Program Donor Form and submit your form to HR & Payroll at Mailstop 3C3 before your leave year ends.

Other Dates

 

Holiday Schedule

 

Winter Break: Winter Break begins with a full day off on Friday, December 22, 2017, and runs through Wednesday, January 3, 2018. (The governor gave us 12 additional hours and Mason has contributed 4 more.) Most faculty and staff will return to work on Thursday, January 4, 2018.

 

Flex Holidays: Senior leadership provided 16 hours of flex holiday in 2018 for benefited faculty and staff. With supervisor approval, benefited faculty and staff can use these flex holiday hours anytime during calendar year 2018. Part-time faculty and staff will be given leave proportionately. All January new hires will receive the flex holiday hours.

 

The flex holiday hours will be available to use on the first pay check of 2018 (1/12/18 for bi-weekly and 1/16/18 for semi-monthly). When you use the flex holiday hours, please enter the number of hours used on your time sheet under "Special Flex Holiday."

 

Be sure to use your flex holiday hours! They expire at the end of the 2018 calendar year and are not eligible for pay out.

 

Please contact benefits@gmu.edu with questions

 

Payroll Deadlines for December 29, 2017, Pay Date

 

Please be aware that semi-monthly and bi-weekly timesheet submissions AND approvals are due early because of the upcoming winter break. You MUST submit your timesheets and approve timesheets by the following dates and times, listed below. The department may incur a $100 penalty, per employee position number, if these deadlines are not met. Thank you in advance for your cooperation.

 

Semimonthly Deadlines:

 

For pay period ending December 24, 2017, and pay date on December 29, 2017

Submission: Friday, December 15 by 11:59 a.m.

Approval: Monday, December 18: by noon

 

Please record anticipated hours worked by day for Monday December 18 through Sunday December 24.

 

Biweekly Deadlines

 

For pay period ending December 23, 2017, and pay date on December 29, 2017

Submission: Sunday, December 17 by 11:59 p.m.

Approval: Monday, December 18 by noon

 

Please record anticipated hours worked by day for Monday December 18 through Saturday December 23.

 

Timesheet Guidance:

 

General Information on Timesheets:

http://hr.gmu.edu/payroll/timesheets.php

 

Winter Break Timesheet Guidance:

http://hr.gmu.edu/payroll/docs/HolidayHoursforWinterBreak2017.pdf

 

Please note:

 

We cannot process late submissions until the next regular pay period. If you have questions regarding timesheet deadlines or other payroll concerns, please email payroll@gmu.edu.

 

Verifications of Employment and Employee Background Check Reminder

 

During the winter break, the HR &Payroll office is closed. If you are planning to refinance your mortgage or need verification of employment, please let your verification officer know to mail or fax the verification form no later than 5 p.m. on Thursday, December 14 to ensure processing by Thursday, December 21. We can complete requests received after December 21 in January 2018.

 

Direct Deposit

 

Direct deposit of pay is a condition of employment:

https://universitypolicy.gmu.edu/policies/direct-deposit-of-employee-pay/).

 

If you are not on direct deposit, you will need to sign up via PatriotWeb, https://patriotweb.gmu.edu/, by 5 p.m. on Friday, December 15, 2017, in order to electronically receive payment during winter break. If you don't sign up by this deadline, you can pick up paper paychecks beginning on Thursday, January 4, 2018, in HR & Payroll in Merten Hall 4100.

 

For 12-month faculty only: Timesheet Reminder

 

For 12-month faculty only: please remember to submit your timesheet at least once every six months.

 

Accrual of leave will stop if you do not submit your timesheet for six consecutive months. When you submit your timesheet again, accrual of leave will begin again. We cannot retroactively grant leave.

 

2017 W2 Forms

 

2017 W2’s will be available online mid-January. Please “opt-in” to receive your W2 via PatriotWeb and help save printing and mailing costs. For employees who do not receive their W2 electronically, we will mail a printed form by January 31, 2018.

 

2018 Physical Well-being Seminars

 

Start your new year on the path to well-being with the HR & Payroll Physical Well-Being Seminar Series. All classes take place at noon and are videoconferenced to Arlington and SciTech unless otherwise noted.

 

Upcoming Seminars:

 

• January 24 – Foundations of Well-being: Mindfulness and Meaning

• February  21 – Metabolism Makeover

• March 21 – Compassion in the Workplace

 

For details and to register, please visit http://hr.gmu.edu/learning/hr.php

 

Save the Date: Faculty-Staff Enrichment Day

 

Faculty-Staff Enrichment Day is on Wednesday, March 7 in the Johnson Center. This day-long event will feature two keynote speakers and a series of breakout sessions and activities centered on building trust.

 

Look out for more detailed information, including the exact time of the event, early next year on our website at http://hr.gmu.edu/learning/hr.php

 

The 2018 DMV2Go schedule

 

During the spring semester, the DMV2Go bus will be on the Fairfax Campus in the Merten Hall Parking Lot from 9 a.m to 4 p.m. on:

 

  • Tuesday, January 9
  • Tuesday, February 6
  • Tuesday, March 6
  • Tuesday, April 10
  • Tuesday, May 8

 

DMV services are available near the SciTech Campus and Arlington Campus:

 

For the full schedule, click here:

http://transportation.gmu.edu/pdfs/2016_2017/2018%20DMV2Go%20Schedule.pdf

Questions?

Email hr@gmu.edu with questions. We'd love to help you out!

Human Resources & Payroll | George Mason University Alan and Sally Merten Hall Mailing Address: 4400 University Drive, Mailstop 3C3 | GPS Address Only: 4441 George Mason Boulevard Fairfax, Va. 22030 Voice: 703.993.2600 | Fax: 703.993.2601