Payroll

Payroll Services serves the College's diverse customer base by providing accurate and timely compensation to all staff, faculty, and student employees in an efficient manner. We are committed to maintaining the most current understanding of Federal, State, and College regulations regarding payroll in order to provide accurate information.

We are located in the Central Services building in the Human Resources Suite on the first floor and are available Monday - Friday from 8:30am - 5:00pm. Questions can also be sent to our email

Payroll resources

Payroll Forms

Find all the forms you need such as time sheets, direct deposits, deductions or withholdings, stop payments, and more.

Pay Schedule

Get the latest schedule of pay periods and pay dates for the College community.

Leave Request

Access forms to request the variety of ways you can take time off of work.

Important Correspondence

Access 2019 correspondence

Access 2019 correspondence

May

 

Frequently Asked Questions

Time Entry
  1. Any changes made by H/R after time sheet has been opened by the employee will be reflected on the next payroll. A paper time sheet will be required for that pay cycle.
  2. If the web entry deadline has passed.

Attempts to access web entry after 12 noon on the time sheet cut off day will not work. A paper time sheet must be submitted to payroll.

Please contact payroll if you are unable to access your time sheet on line.

 

The time sheets are available for time entry on the first Wednesday of the pay period.

The Payroll Office recommends that early in the pay period each employee should access his/her time sheet and enter the hours and/or leaves anticipated for the pay period. Re-access the time sheet before the time cutoff to make any changes or updates.  Record the correct type of leave used, even if there is an insufficient balance. The system will automatically default any excess sick and personal leave to annual leave and excess annual leave to leave without pay.

All time must be submitted and approved before the deadline of 12 noon on the time sheet cut off day.

Web entry time sheet can be changed by clicking on Return Time. If clicked by the approver, it will return the time entry form back to “Pending”. If clicked by the employee, it will return the time entry form back to “In Progress”.

You will be required to submit a paper time sheet with your Supervisors approval.

You will not be paid on that pay cycle and you will have to wait until the following pay period for the back pay.

Payroll staff members have the capability to approve your time. However, they have no way of determining that the hours are correct and will attempt to get a time sheet approval from the supervisor.
From MyMC, click on the “leave Balance” icon.
You cannot report more hours as regular pay or leave than your position is budgeted for. You must record all hours worked or leave on each day according to your normal work schedule. ALL additional hours must be recorded as OTR (overtime regular) until you work more than forty hours in one week and become eligible for OTS or OTP (overtime straight and overtime pay). Never record additional hours as REGULAR PAY.
NO, hours worked in excess of 40 in a given week will be paid at straight time.

Non-exempt employees are entitled to overtime pay if hours worked are over 40 hours in a given week. For web entry submission, record your overtime worked on the line for overtime under each day the overtime was worked.

On paper time sheet record overtime worked over 40 hours on the overtime line and enter the code OTP.  Follow the line to the day of the week worked. Under each day record your overtime, must have regular hours over 40 in a given week before one can claim overtime.

As an Approver you are responsible for establishing a backup process (assigning a Proxy) for approvals when you are unavailable to approve time sheets before the deadline. You must have one or more Proxies set up in Banner so that they can approve time sheets in your place when they are notified that you will be absent. You have the ability to access Banner Web Time Entry from any PC at any location outside of the College as long as it has Internet capabilities.

Only full time college employee can act as proxies. Students and Temps are not allowed to proxy. From your approval queue, stroll down to the bottom; click on Proxy button.  From the drop down menu select the desired name and click SAVE.

To delete a person, from the drop down menu select the desired name and click DELETE.

NOTE: Proxies cannot have proxies. 

The account manager in each area grants signature authority for his/her area of responsibility usually to the immediate supervisor. The supervisor should sign for the individuals supervised. If no authorization is on file, the next level up on the chain of command has authority.
No. Federal guidelines state that hours worked by federal work study must be monitored and approved. Payment will be delayed until payroll receives a signed and approved paper time sheet.
After 12 noon on Friday, the web entry cut-off time, no web time entry is permitted. If no paper time sheet is received by the payroll office by the following Monday at 10 am the employee will not be paid. A paper time sheet must be submitted and will be paid on the following pay cycle.
For a paper time sheet, write the account number in the blank space on the left next to the word “other” and have the account manager initial it. If time is entered on the web, have the account manager e-mail payroll with the Name, MC ID#, date, hours worked and the account to charge.
The Time System automatically records Holiday hours on your time sheet based on the work schedule set up in your HR/Payroll record.  If the pre-populated Holiday Hours are incorrect, please correct the Holiday Hours and submit your time to your Supervisor for approval. 

For those employees who are scheduled to work on a day the College is Closed and not designated as essential personnel or not otherwise required to work, administrative leave shall be granted for the hours which the College is closed.

Employees should report their normal work hours in the time sheet row entitled “Administrative Leave.” Those employees with an alternative work schedule agreement should report their administrative leave in accordance with their normal work schedule as outlined in their respective agreements. Any other scheduled leave taken when administrative leave is granted should also be reported as administrative leave.

Casual Temporary Employees, Students and Work Study: 

  • Per our procedure, no administrative leave is granted for casual temporary employees, students or Work Study. Those casual temporary employees who were required to work should report hours worked per normal practice.

Those employees designated as essential personnel or otherwise required to work during the closing should report their time as follows:

  • Non-Exempt: A non-exempt employee required to work during the closing should enter the hours worked during their normal work hours on the time sheet in the row entitled “Essential Pay Overtime.” For hours worked outside their normal work hours, enter all such time as “Essential Personnel Premium.” Hours granted as administrative leave should be entered on the time sheet in the row entitled “Administrative Leave.”
  • Exempt-Essential: An exempt employee who is designated as Essential Personnel and required to work during the closing should enter actual hours worked on the time sheet in the row entitled “Essential Pay Straight.” For hours worked outside their normal work hours, enter all such time as “OTS.” Hours granted as administrative leave should be entered on the time sheet in the row entitled “Administrative Leave.”
  • Exempt-Required to Work: All exempt required to work during the closing and not designated as essential may be granted straight overtime at the discretion of their first line administrator. If such permission is granted, employees should enter actual hours worked on the time sheet in the row entitled “OTS,” hours granted as administrative leave should be entered on the time sheet in the row entitled “Administrative Leave.
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Paychecks

Federal Withholding Taxes are calculated based on the IRS federal tax table. The calculation is based on your bi-weekly gross amount and the W-4 exemption certificate that you completed. If the gross did not meet the federal tax table minimum, no tax will be taken. You can chose to pay additional federal tax by completing a new W-4.

Print the W-4 Employee's Federal Withholding Form (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) , complete it, sign it and send it to the Payroll Office for processing. The change will be effective on the next payroll processed unless there is an effective date indicated on the top right margin of the tax form. These forms require both a social security number and an M number in order to be processed. Please write your MC ID number next to your last name.

Montgomery College will withhold state tax from residents of Maryland, Virginia, the District, West Virginia, and Pennsylvania. There is no form for Pennsylvania; a flat tax rate will be withheld automatically.

The tax form should be the state of residence, in this case Maryland.
Student employees are exempt from paying social security and medicare when working for the college.
Payroll receives notification from our bank informing us of changes to individual account numbers and/or routing numbers. Payroll prenotes (tests) this change and it generates a manual check.  Employee will be notified when such change is made to his/or her account.
Download and complete the direct deposit authorization form (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) and submit it to the Payroll Office along with a voided check (or a copy of a check). Do not send a deposit slip because the numbers are often different from the account number. Please do not close your existing bank account until your new direct deposit has taken effect. It takes TWO pay periods for a new direct deposit to be effective.  The first payment after the completion of a form will be paid by physical check.   All checks will be mailed to the home address on record. The second payment will be deposited to the new account.

Payroll mails the paychecks the day before check date. Payroll recommends Direct Deposit.

You can setup as many as three direct deposit accounts. Account numbers must be different for each direct deposit.

W-2 earnings in Box 1 are your Federal Taxable Wages. Your direct deposit amounts are your net earnings after taxes. The amounts are shown on your pay advice available through MyMC.

Reminders, Requests, and Cautions Regarding Time Sheets

Signed paper time sheets must be in the Payroll Office by 2:00 p.m., the second Wednesday of the pay period. Payroll will send weekly college wide e-mails of time sheet due dates and early deadlines if applicable. The deadlines are also included on the schedule of pay periods and pay dates.  Approvers are encouraged to use their e-mail calendars to send themselves a reminder of time sheet due dates.

DO NOT fax time sheets. Send time sheets through the interoffice mail.

If a fax is requested by the Payroll Office, the original forms must follow the fax via the inter-office mail.

Time sheets are legal documents. ALL alterations should be initialed (even the white out) and both employee and supervisor must initial the changes. Original signatures are required. Do not use pencil.

Only college essential personnel are allowed to work on college closed holidays. Hours submitted by Student and Temporary employees on College closed holidays will not be paid. Approvers are encouraged to look over hours submitted for payment carefully before approval, do not use approve all.

 

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