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Exhibit 92 Deduction Authorization Form
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Deduction Authorization Form
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I hereby authorize that the following deductions be made from my pay: Deduction Amount Start Date Stop Date
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Deduction Type
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Cafeteria Plan Dependent Care Cafeteria Plan Medical Dental Insurance Dependent Life Insurance Long-Term Disability Insurance Medical Insurance Short-Term Disability Insurance Supplemental Life Insurance
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Summary
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The payroll manager is required to have an increasingly in-depth knowledge of the rules associated with a wide range of benefits, partially because they impact record-keeping, withholding, and tax reporting issues, and partially because the payroll department is generally perceived to be similar to the human resources department and may be asked detailed questions about many of these topics by employees Consequently, it behooves the payroll staff to obtain a high degree of knowledge over benefits-related issues
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Payments to Employees
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Introduction
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This chapter* covers the ostensibly simple topic of physically paying employees for their work Just cut a check Not exactly There are a multitude of considerations, such as the allowable and practical frequency of payment, the type of payment to be made (such as in cash, by check or direct deposit, or even directly into an employee s credit card account) There are also a number of state laws governing the allowable time period that can elapse before a terminated employee must be paid and which varies based on a voluntary or involuntary termination Finally, there are state-specific laws concerning what to do with unclaimed payments to employees All of these topics are covered in this chapter
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Frequency of Payment
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The frequency of payment to employees covers two areas the number of days over which pay is accumulated before being paid out and the number of days subsequent to this period before payment is physically made Organizations with a large proportion of employees who are relatively transient or who are at very low pay levels usually pay once a week, since their staffs do not have sufficient funds to make it until the next pay period If these businesses attempt to lengthen the pay period, they usually find that they become a bank to their employees, constantly issuing advances Consequently, the effort required to issue and track advances offsets the labor savings from calculating and issuing fewer payrolls per month The most common pay periods are either biweekly (once every two weeks) or semi-monthly (twice a month) The semi-monthly approach requires 24 payrolls per year, as opposed to the 26 that must be calculated for biweekly payrolls, so there is not much labor difference between the two time periods However, it is much easier from an accounting perspective to use the semi-monthly approach,
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This chapter is derived with permission from 9 of Bragg, Essentials of Payroll (Hoboken, NJ: John Wiley and Sons, 2003) 171
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172 / Accounting for Payroll
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because the information recorded over two payrolls exactly corresponds to the monthly reporting period, so there are fewer accruals to calculate Offsetting this advantage is the slight difference between the number of days covered by a semimonthly reporting period and the standard one-week time sheet reporting system For example, a semi-monthly payroll period covers 15 days, whereas the standard seven-day timecards used by employees mean that only 14 days of timecard information is available to include in the payroll The usual result is that employees are paid for two weeks of work in each semi-monthly payroll, except for one payroll every three months, in which a third week is also paid that catches up the timing difference between the timecard system and the payroll system A monthly pay period is the least common, since it is difficult for low-pay workers to wait so long to be paid However, it can be useful in cases where employees are highly compensated and can tolerate the long wait Because there are only 12 payrolls per year, this is highly efficient from the accounting perspective One downside is that any error in a payroll must usually be rectified with a manual payment, since it is so long before the adjustment can be made to the next regular payroll The general provision for payroll periods under state law is that hourly employees be paid no less frequently than biweekly or semi-monthly, while exempt employees can generally be paid once a month Those states having no special provisions at all or generally requiring pay periods of one month or more are Alabama, Colorado, Florida, Idaho, Iowa, Kansas, Minnesota, Montana, Nebraska, North Dakota, Oregon, Pennsylvania, South Carolina, South Dakota, Washington, and Wisconsin These rules vary considerably by state, so it is best to consult with the local state government to be certain of the rules The other pay frequency issue is how long a company can wait after a pay period is completed before it can issue pay to its employees A delay of several days is usually necessary in order to provide sufficient time to compile timecards, verify totals, correct errors, calculate withholdings, and create checks If a company outsources its payroll, there may be additional delays built into the process, due to the payroll input dates mandated by the supplier A typical range of days over which a pay delay occurs is typically three days to a week The duration of this interval is frequently mandated by state law and is summarized in Exhibit 101 The days of delay noted in the preceding table are subject to slight changes under certain situations, so one should check applicable state laws to be certain of their exact provisions Also, any states not shown in the table have no legal provisions for the maximum time period before which payroll payments must be made
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