ARTS AND SCIENCE PAYROLL PROCEDURES

Welcome to Payroll Services. In this section we will go over the basic procedures for adding an employee to the payroll system, making changes or updates to existing appointments and separations.

At NYU, you will hear us refer to the PASS system, which stands for Personnel Action Submission System. We use PASS to submit, route, track, and approve requests to change or update employee records.

We aim to complete department requests within 5 business days. However, when a department submits a payroll request to our office we do check personnel budgets. This means the process to appoint someone may take longer than anticipated.

For more information on Adjunct Appointments, please go to the Adjunct Policies and Procedures Page.

Forms

We have three forms that are used to submit your requests:

1. Employment Form
2. Turnaround Document (TAD)
3. Additional Appointment/Compensation Form

Once these forms are filled out they must be dropped off at our office:

Arts & Science Payroll
5 Washington Square North, 3rd FL
Attn: A & S Payroll Services

Employment Form

The Employment Form is used for appointing a person who has not worked at NYU before, or who has had a break in employment with NYU for three years or longer. For anyone who is a new employee you must include all of the necessary backup documentation. To determine what support documentation is needed, please use this checklist.

Turnaround Document (TAD)

To request a Turnaround Document, email the employee’s name and ID number to Leny Estridge.

The Turnaround Document is a template that comes populated with the employee’s previous and current job information. This form is generated by Payroll at the request of the department. With a Turnaround Document, you can make changes to an employee’s existing jobs.

Types of changes made on TADs

• Sabbatical Supplements
• Adjunct Job Changes
• Appointment begin or end date changes (this includes extensions)
• Appointment Cancellations
• Account Changes
• Salary Changes
• Separations

If the information contained on a Turnaround Document does not appear to be correct, please email or call Raza Dawood for clarification or instructions on how to correct this information.

Additional Appointment/Compensation Form

The Additional Appointment/Compensation form is used when you are requesting a new job for an employee who is already in the payroll system. This includes additional pay for other duties, such as grading or advising students.

Labor Law 195

The NYS Department of Labor has revised Labor Law 195 to include a form that is required before or on the first day of work. These forms are in addition to the appointment letters that we required to send out. Please add this form to your new hire paperwork for codes 102, 103, 112, 113, 115, 118, and 119.

• Code 100-103 Nonexempt
• Code 100-102
• Code 100-102-103 Semi-Monthly
• Code 112
• Code 118-119-115

Glacier and Tax Compliance for Nonresident Aliens

Glacier is the new online NYU system for determining a nonresident alien’s tax withholdings for both new employees and individuals receiving another type of payment from NYU such as an honorarium or payment for services. This replaces the meeting with the nonresident alien tax specialist.  Once the nonresident alien is entered into the system by the department administrator, he/she will receive an email to log into the system and answer questions. The system will then generate the appropriate forms to fill out for proper taxation.

Submission Status

Once our office receives your request we will send an e-mail acknowledgement within 24 hours.  If you do not hear from us after 3 business days, please email or call Raza Dawood.

We will contact you if any required documentation is missing or there are any questions about your request.

After 10 working days, the appointment should be visible in the Salary Expense Report via Brio (not applicable for student worker appointments).

Please Note:

Payroll services does not handle appointments and annual reappointments for full time faculty (code 102). These are completed by Human Resources and the Arts & Science Office of Faculty Advancement.

However, Turnaround Documents should be submitted to Payroll services for ABD Instructors, Academic Year Salaries on Grants (AYSOG) adjustments, summer appointments, or special compensation. Questions concerning whether to submit a Turnaround Document for this class of faculty should be directed to the payroll services manager, Kathleen Fannin.

Helpful Tips for Successful Appointments

• Review the New Hire Checklist and ensure all documents are attached and properly filled out
• When making changes on a TAD, make sure you select the correct job.
• If you are submitting a new adjunct appointment, please make sure this instructional assignment is also in the courses module of ASIS (Arts & Science Information System).
• If appointing or extending someone on a grant, the appointment cannot go beyond the grant year end date. If it does, please work with SPA (Sponsored Programs Accounting) to extend the grant year end date. Otherwise you can end the appointment earlier or use a temporary account to pay for the appointment beyond the date the grant ends.
• Check your Budgets
• Please check your chartfields to make sure that you are using the account that you want to charge. Using an incorrect chartfield will delay appointments.
• Check your expense budget to make sure you have enough personnel (PS) funds to pay this person.
• If you do not have enough funds in your personnel expense budget for this appointment request, please coordinate with your fiscal analyst to request a budget modification (budmod), or you can provide us with an alternative account for the charges to post.

If there are any questions before submission, please contact our office.