Payroll

Helpful Information Regarding Payroll Procedures

The majority of procedures pertaining to the payroll department and the processing of the various types of payroll can be found in the Payroll Manual. The following procedures are in addition to those found in the manual.

Payroll and attendance

• Reporting a change in attendance previously submitted to payroll
• Reporting a change in weeks/days/hours worked previously submitted payroll

Retirement system

• Applying for a refund of SERS/STRS contributions for former employees
• Purchasing service credit with SERS/STRS

Employee payroll deductions

• Changing your federal tax deduction amount
• Changing your state tax deduction amount
• Establishing or changing your 403(b)/457 deduction amount
• Establishing or changing your Akron Teachers Credit Union deduction amount

Reporting a change in attendance previously submitted to payroll
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Call or e-mail the payroll department with the employee’s name and attendance detail that requires a change. Ensure that the Attendance Variation Form (S2j) reflects the change.

Reporting a change in weeks/days/hours worked previously submitted payroll
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Call or e-mail the payroll department with the employee’s name and payroll detail that requires a change. If the change is for a payroll period for which payroll has already been issued, the change will be reflected as an adjustment on the employee’s next paycheck.

Applying for a refund of SERS/STRS contributions for former employees
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Before applying for a refund, an individual must be resigned from the Akron Board of Education; and the individual’s employee record must be inactive. Individuals applying for a refund from the School Employees Retirement System (SERS) may call or e-mail the payroll department and request an “Application for Refund." Individuals applying for a refund from the State Teachers Retirement System (STRS) may contact STRS at 888.227.7877; and request an “Application for Withdrawal” form. Complete the member's section of the form; and send the form for employer certification to the Payroll Office at the Akron Board of Education, 70 N. Broadway, Akron, OH 44308.

Purchasing service credit with SERS/STRS
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Contact the retirement system, and request details concerning the purchase of service credit. There are various types of service that can be purchased such as military service, leaves of absences, restoration of service credit (for those who previously have withdrawn their retirement contributions) and non-contributing service (i.e., former student worker in the school district). The retirement system will either send you a cost statement, and you a form to verify prior service to be certified by the school district or refer you directly to the Treasurer’s Office depending on what type of credit is being purchased. Once you receive a cost statement from the retirement system and there is an employer contribution required for the purchase (which there is, in many cases), you will be asked to submit a check (made payable to the retirement system) to the Treasurer’s Office which will be forwarded to the retirement system. Once the purchase is complete, the retirement system will notify you of the amount of additional service credit provided to your retirement account. Purchasing service credit through payroll deduction is available for STRS on a post-tax basis for certain types of service credit. Likewise, purchasing service credit through payroll deduction is also available for SERS but only on a pre-tax basis and is available only for a certain type of service credit. Payroll deduction for purchase of service credit is not available to all employees. Please refer to your negotiated labor agreement to see if this option is available to you (State Teachers Retirement System: 888.227.7877; School Employees Retirement System: 866,280,7377).

Changing your federal tax deduction amount
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Complete the Internal Revenue Service Form W-4, and send it to the payroll office. The more exemptions you claim will result in a lesser federal tax deduction. Likewise, the fewer exemptions you claim will result in a larger federal tax deduction. You can also specify an additional dollar amount to withhold per pay by completing line 6 on Form W-4. Click here for the W-4 form.

Changing your state tax deduction amount
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Complete the Ohio State employee’s withholding exemption certificate (Form IT-4), and send it to the payroll office. The more exemptions you claim will result in a lesser state tax deduction. Likewise, the fewer exemptions you claim will result in a larger state tax deduction. You can also specify an additional dollar amount to withhold per pay by completing line 5 on Form IT-4. Click here for the IT-4 form.

Establishing or changing your 403(b)/457 deduction amount
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Contact the 457 provider or 403(b) provider agents listed on the Akron Board of Education Provider List. All providers agents have the required forms and documents the Akron Board of Education requires in order to establish a new deduction or change the amount of a current deduction. The agent will complete the necessary paperwork and send it to the Payroll Office. Click here for a list of providers.

Establishing or changing your Akron Teachers Credit Union deduction amount
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Contact the credit union at 330.376.7131 to begin a new deduction or change a current deduction. The credit union will supply the Payroll Office with a list of employees and credit union amounts to deduct.