Payroll Payroll Procedures and Information

Payroll
Payroll Procedures and Information
Payroll Contacts
- Payroll related inquiries and/or request can be submitted to the payroll inbox below:
- Payroll email : payroll@thechicagoschool.edu
- Erica Martinez : (312) 467-2398
- Jeremy Berryhill : (312) 467-2113
General Payroll Information
1. Salary (exempt) and Hourly (non-exempt) payroll is bi-weekly
2. Adjunct (1099) payroll is monthly – 5 payments in Spring, 3 payments in Summer, and 4
payments in Fall.
3. Commissioned-based payroll is monthly
Staff/Faculty Responsibilities
4. All timecards are to be approved by both employees and their supervisors
according to the bi-weekly deadline schedule.
date completed
5. All supervisors are to ensure that students and employees are set-up in
EZ Labor prior to their first day of work.
date completed
6. All overage/special pay forms are to be submitted to Payroll no later than
five business days prior to the payroll check date.
date completed
7. All Adjunct PAF contracts are to be submitted to Payroll no later than five
business days prior to the payroll check date.
date completed
8. All checks should be mailed by Friday following the payroll check date, if
direct deposit was not chosen as an option and the employee has not
communicated that the check will be picked up.
date completed
9. Make check delivery arrangements with Payroll Accountant prior to the
paycheck date.
date completed

Payroll
Communicating Changes
10. For address and name changes, complete and submit the Information
Update Form.
date completed
11. For direct deposit enrollment/changes, complete and submit the Direct
Deposit Form. . date completed
12. For tax exemption changes, complete and submit W-4 (for both Federal
and California State Tax Form/Illinois State Tax Form).
date completed
13. For department changes for graduate assistants, complete and submit the
Personnel Action Form for graduate assistants (PAF: GA) and for
faculty/staff complete the Personnel Action Form for Faculty or Staff.
date completed
14. For rate increases, complete and submit the Personnel Action form for
faculty (PAF: Faculty).
date completed
- All changes should be submitted no later than five business days
prior to the pay date in order for the change to be effective on the
current pay period. If the change is not submitted no later than
five business days prior to the pay date, the change will be reflected
on the following pay period. Changes should be submitted to the
following people:
- Staff/Faculty – Suzanne Quasny, Human Resources Assistant
Email: squasny@thechicagoschool.edu
Phone: (312) 467-2371
- Students - Eric Wordlow, Federal Work Study Coordinator
Email: ericwordlow@thechicagoschool.edu
Phone: (312) 467-2373
- Adjuncts - Erica Martinez, Payroll Accountant
Email: ericamartine@thechicagoschool.edu
Phone: (312) 467-2398
Frequently Asked Questions
1. What if an employee or student forgets to input his/her time in EZ Labor?
1. He/she must complete a Manual Exception Timesheet and submit
to the supervisor for approval. The supervisor will then submit the
form to the payroll inbox no later than five business days prior to the
pay date.
date completed

Payroll
2. What if I am locked out of EZ Labor?
2. Send an email to the payroll inbox and it will be reset.
date completed
3. What if I am supervising an employee and I do not see that employee’s timecard
under my EZ Labor account?
3. Send an email to the payroll inbox and the employee will be added
under your EZ Labor account to make sure someone is approving
the employee’s time.
date completed
4. What if I am no longer supervising an employee and I need his timecard removed
from my EZ Labor account?
4. Send an email to the payroll inbox and the employee will be removed
from your EZ Labor account. Please include the name of the date completed
supervisor who is responsible for approving the employee’s timecard.
Completed by: __________________________________
Date: ____________