Payroll

 Welcome

​The Payroll Department functions as the administrator for net pay, tax withholdings, and voluntary deductions. Working in coordination with the Human Resources Department, Payroll staff compute and distribute employee compensation accurately, in accordance with District policy, Bargaining units (Contractual agreements), Federal and State laws, Education Code and FSLA.


The Payroll office is located in the District office on the West Valley campus. All payroll related processing for academic, adjunct, classified full-time, part-time, and hourly employees are handled at the District office.  

 Members

Members

Millie Calderon
Millie Calderon
Payroll Supervisor
Kevin Brundage
Kevin Brundage
Financial Analyst
Betty Pap
Betty Pap
Financial Technician
Karen Macfarlane
Karen Macfarlane
Financial Technician
Vacant
Vacant
Financial Technician

 Forms

 Deferred Compensation

​Deferred Compensation Plans - 403(b) and 457

At its meeting of May 5, 2004, the Board of Trustees approved a deferred compensation plan under Section 457 of the Internal Revenue Code. The 457 plan will complement the current 403(b) plan.


The 457 Program would allow employees to defer $18,500 for the calendar year 2018 in addition to the $18,500 permitted under the 403(b) plan for a combined maximum of $37,000 for year 2018 (with amounts scheduled to increase annually). In addition, there are age-based and retirement catch-up contributions, if qualified.

List of qualified vendors for 403(b)

Other Links:

IRS Publication 571 - Tax Sheltered Annuity Programs for Employees of Public Schools and Certain Tax Exempt Organizations

IRS Publication 575 - Pension and Annuity Income

IRS Publication 590A - Individual Retirement Arrangements

 403B

Frequently asked questions regarding Tax Sheltered Annuity (403b) plans.

What is a Tax Sheltered Annuity (TSA) plan?

A tax-sheltered annuity plan is often referred to as a "403(b) plan." Under Section 403(b) of the Internal Revenue Code, employees of non-profit institutions and public schools can set aside money for retirement on a pre-tax basis through a plan offered by their employer. To encourage saving for retirement through these plans, the federal government created special tax advantages for 403 (b) contributions.

How does a 403(b) plan work?

Under the guidelines of the IRS Publication 571, you decide the amount of money you want to contribute to the plan during each pay period, up to a pre-determined maximum amount (the IRS sets annual dollar limits). The IRS has approved the use of three general types of investment vehicles for TSA contributions. They include Annuities issued by insurance companies, Mutual Funds, Variable Annuities and Life Insurance. A combination of one or more of the products may be used depending upon your financial objectives. For a list of qualified vendors: www.403bcompare.com 

Your 403(b) contribution is deducted from your pay before income taxes are taken out. You may submit multiple salary reduction agreements during the year that are consider reasonable. You don't owe income taxes on your contributions, or any earnings on those contributions, until you withdraw from the plan.

Who may establish a 403(b) plan?

Any contract employee of the West Valley-Mission Community College District is eligible to participate in the plan through a payroll deduction.

How to get a 403(b) payroll deduction form? 

A payroll deduction form, referred to as a Salary Reduction/Deduction Authorization and Amendment Form, can be acquired through the District Payroll Department located at the West Valley campus.

What is the Maximum Exclusion Allowance (MEA)?

The Maximum Exclusion Allowance, or MEA, is a calculation based on your compensation, years of service, and your previous contributions to your current retirement plan. For employees who have worked for the District for over 15 years, there are special catch-up provisions, which allow employees to make higher contributions than the normal yearly limits to make up for previous years in which they contributed less than they were permitted. For the year 2018, the maximum general limit is $18,500.  Employees who will have reached age 50 by the end of the year can contribute an additional amount of $6,000 per year. Your MEA may be less than the pre-determined maximum amount set annually by the IRS.

Please be advised that a TSA is your own personal business and the District will not provide advice on your investment elections, nor will the District assist you in performing your MEA calculation. Moreover, the District will not endorse any TSA vendor; however, our District has set up a minimum participation level of 25 employees per plan. A List of qualified vendors is provided. For more detail information, please consult with your financial advisor or IRS Publication 571 - Tax Sheltered Annuity Programs for Employees of Public Schools and Certain Tax Exempt Organizations.

What is the 403b withdrawal regulation?

Once you withdraw funds from your retirement plan, your distribution is subject to ordinary income taxes. If you have a 403(b) account and you withdraw money from your account before you reach age 59 1/2, there may be a 10% early-withdrawal penalty payable to the IRS on any pre-tax amount withdrawn. In addition, your distribution will be subject to mandatory 20% federal income tax withholding unless the entire withdrawal is rolled over directly to another qualified retirement plan or IRA.

Are there exceptions to the distribution penalty?

According to the IRS, a 10% premature withdrawal penalty can be waived if the employee:

  • Reaches age 59 1/2
  • Separates from service
  • Dies
  • Becomes disabled
  • In the case of salary reduction contributions, encounters financial hardship.

How to get more information?

IRS Publication 571 - Tax Sheltered Annuity Programs for Employees of Public Schools and Certain Tax Exempt Organizations
IRS Publication 575 - Pension and Annuity Income 
IRS Publication 590 - Individual Retirement Arrangements (IRAs)
IRS Publication 910 - Guide to Free Tax Services
These publications are available from the IRS upon request. It contains free tax information, IRA, Pension and Annuity related topics. You may access the IRS Web page on the Internet at www.irs.gov; contact (800) 829-3676 for ordering forms and publications; or call (800) 829-4477 to listen to pre-recorded messages covering various topics. For any further questions, please call the District Payroll Department at (408) 741-2141.

 CalPERS 457

Frequently Asked Questions Regarding 457 Plans

What is a 457 plan?

It is a tax-deferred compensation plan. Under Section 457 of the Internal Revenue Code, employees of non-profit 501(3)(c) institutions and public schools can set aside money for retirement on a pre-tax basis through a plan offered by their employer. The federal government created the tax-deferred advantages for 457 contributions to encourage employees to save for their supplemental retirement income.


How does a 457 plan work?

Your 457 contributions are deducted from your paycheck before income taxes are taken out. You don't owe income taxes on your contributions or any earnings on those contributions until you withdraw from the plan.


Who may establish a 457 plan?

Any contract employee of the West Valley-Mission Community College District is eligible to participate in the plan through a payroll deduction.


How do I enroll in 457 Plan?

CalPERS 457 has been selected as a plan provider.  Click here for the enrollment form.   Information on the 457 program is available at https://calpers.voya.com


How does Payroll get my contribution data?

You must complete the enrollment form and submit it to the Payroll Department by the 13th day of each month in order for the contribution to be effective in the current pay period.


What is the Maximum contribution?

The annual contribution limit for 2018 is $18,500. Employees who will or have reached age 50 by the end of the year can contribute an additional amount of $6,000 per year.


How often can I change my contribution amount?

You can change your contribution amount by using a Participant Change Authorization Form. This form should be received by the payroll department by the 13th of the month in order to make the change effective in the same month. The total new amount to be changed should not be less than $25.00.


What is the 457 plan withdrawal regulation?

Once you withdraw funds from your retirement plan, your distribution is subject to ordinary income taxes. If you withdraw money from your account before you retire (at age 55), there may be a 10% early-withdrawal penalty payable to the IRS on any amount withdrawn. Please check your vendor's Web site for detailed regulations.


Are there exceptions to the distribution penalty?

According to the IRS, a 10% premature withdrawal penalty can be waived if the employee:

  • Reaches age 55 and is retired or no longer works for the District
  • Is at least 59 1/2 years old regardless of your retirement status
  • Has died
  • Becomes disabled
  • Encounters financial hardship


What is the minimum distribution rule?

You must begin distributions no later than April 1st of the year following your 70 1/2 birthday. The minimum distribution rule is governed by the IRC Section 72.


Who should I contact if I have more questions?

Your specific vendor or your tax advisor can answer further questions. Please be advised that a 457 plan is your own personal business investment and the District will not provide advice on which investments to select, nor will the District assist with your contribution calculations. Moreover, the District does not endorse any 457 Plan vendors.


You may also consult the following free IRS publications:

IRS Publication 571 - Tax Sheltered Annuity Programs for Employees of Public Schools and Certain Tax Exempt Organizations.
IRS Publication 575 - Pension and Annuity Income,
IRS Publication 590 - Individual Retirement Arrangements (IRAs)
IRS Publication 910 - Guide to Free Tax Services,
You may access the IRS Web page on the Internet at www.irs.gov; contact (800) 829-3676 ordering forms and publications; or call (800) 829-4477 to listen to pre-recorded messages covering various topics.

 

 EBS 457

Frequently Asked Questions Regarding 457 Plans

What is a 457 plan?

It is a tax-deferred compensation plan. Under Section 457 of the Internal Revenue Code, employees of non-profit 501(3)(c) institutions and public schools can set aside money for retirement on a pre-tax basis through a plan offered by their employer. The federal government created the tax-deferred advantages for 457 contributions to encourage employees to save for their supplemental retirement income.


How does a 457 plan work?

Your 457 contributions are deducted from your paycheck before income taxes are taken out. You don't owe income taxes on your contributions or any earnings on those contributions until you withdraw from the plan.


Who may establish a 457 plan?

Any contract employee of the West Valley-Mission Community College District is eligible to participate in the plan through a payroll deduction.


How do I enroll in 457 Plan?

EBS 457 has been selected as a plan provider.  To participate in the EBS 457 plan, you must first establish an account with an investment company listed in Section C on the Enrollment Form.    


How does Payroll get my contribution data?

You must complete the enrollment form and submit it to the Payroll Department by the 13th day of each month in order for the contribution to be effective in the current pay period.


What is the Maximum contribution?

The annual contribution limit for 2018 is $18,500. Employees who will or have reached age 50 by the end of the year can contribute an additional amount of $6,000 per year.


How often can I change my contribution amount?

You can change your contribution amount by using a Salary Reduction/Deduction Authorization and Amendment Form. This Form should be received in the Payroll department by the 13th of the month in order for the change to be effective in the same month. The total new amount to be changed should not be less than $25.00.

 

What is the 457 plan withdrawal regulation?

Once you withdraw funds from your retirement plan, your distribution is subject to ordinary income taxes. If you withdraw money from your account before you retire (at age 55), there may be a 10% early-withdrawal penalty payable to the IRS on any amount withdrawn. Please check your vendor's Web site for detailed regulations.


Are there exceptions to the distribution penalty?

According to the IRS, a 10% premature withdrawal penalty can be waived if the employee:

  • Reaches age 55 and is retired or no longer works for the District
  • Is at least 59 1/2 years old regardless of your retirement status
  • Has died
  • Becomes disabled
  • Encounters financial hardship


What is the minimum distribution rule?

You must begin distributions no later than April 1st of the year following your 70 1/2 birthday. The minimum distribution rule is governed by the IRC Section 72.


Who should I contact if I have more questions?

Your specific vendor or your tax advisor can answer further questions. Please be advised that a 457 plan is your own personal business investment and the District will not provide advice on which investments to select, nor will the District assist with your contribution calculations. Moreover, the District does not endorse any 457 Plan vendors.


You may also consult the following free IRS publications:

IRS Publication 571 - Tax Sheltered Annuity Programs for Employees of Public Schools and Certain Tax Exempt Organizations.
IRS Publication 575 - Pension and Annuity Income,
IRS Publication 590 - Individual Retirement Arrangements (IRAs)
IRS Publication 910 - Guide to Free Tax Services,
You may access the IRS Web page on the Internet at www.irs.gov; contact (800) 829-3676 ordering forms and publications; or call (800) 829-4477 to listen to pre-recorded messages covering various topics.

 

 Payroll Issues

​Payroll Issues

The Payroll Department works closely with the Human Resources Department to resolve issues with pay. For matters relating to an incorrect paycheck, the employee should contact the appropriate Payroll Technician. If the problem cannot be resolved, the matter will be referred to the Payroll Supervisor. If you are attempting to establish pay for a new employee or a new assignment, please contact Human Resources directly.

Final Pay, Resignation, Termination, Retirement or Death

Contact Human Resources immediately for instructions. All terminations must be reviewed with Human Resources prior to the actual termination date in order to assure timely distribution of final pay.

W-2 Form Issuance

Each year W-2 Forms are mailed to the employee's home address by January 31st. Any request to reissue W2 Forms should be submitted in writing or via email to your payroll staff contact person. Click here Reissue W-2 request for request form.

Timesheets

Academic Timesheet: Certificated Hourly Timesheet

Overtime Classified:  Compensatory Overtime Request & Timesheet

Hourly Classified: Hourly Timesheet

Special Note

The Payroll Department cannot advise or consult employees regarding tax shelter options, withholding exemptions, or allowances. Please see your personal accountant or tax specialist for advice.