Departing Employee Information

Whether you are transferring to another office or leaving the Hill, there is certain information that you may have to supply to the Payroll Department. Payroll forms to be completed by departing employees are necessary only if there is a change you would like to make with regard to your deductions or where you receive your check and/or where you want to receive your Form W-2 for the following year. All forms that affect the current month’s pay must be received in the Office of Finance by the fifteenth of the current month. Every House office has a person designated to act as a "Financial Administrator", i.e., an employee who is responsible for tracking their office's or committee's finances, processing vouchers for payment or reimbursement of official expenses and processing payroll. These Financial Administrators work closely with the Office of Finance's Financial and Payroll Counselors. If necessary, they may have a system setup in your office where they complete and submit these forms for you. However, if you have any questions or need further assistance, you are always welcome to contact your Payroll Counselor.

PAYROLL FORMS TO BE COMPLETED (Only Original Forms are Acceptable)

• Address changes: Oath of Office Form Page 1 Page 2
• Name changes: Oath of Office Form Page 1 Page 2
• Tax changes: Form W-4 Page 1 Page 2 or Substitute Form W-4
• Savings Bond elections/cancellations/changes: Savings Bond Card
• Bank changes: Direct Deposit Form(s)(for net checks or allotments)

For all health, life, retirement and TSP questions, please consult a Benefits Counselor, Office of Human Resources at 202-225-2450 or visit them on their Web Site.

SALARIES

• Salaries are calculated for a full month as 1/12 of the annual.
• Payroll is calculated on a 360-day year. To prorate a portion of a month’s salary, take your ending date (e.g. June 18, 1997 would be 18). Therefore, you will be paid for 18 of 30 days in the June pay period. To figure out the actual monthly amount, multiply your annual salary ($25,000.00) by the prorated number of days (18) and divide by 360 (number of days in the payroll year), to get the monthly gross amount of $1,250.00.

PAYCHECKS

Regular Pay: House employees are paid on the last working day of every month, except for the month of December when that month’s salaries are disbursed on the 20th, or on the preceding working day when the 20th falls on a Saturday or Sunday. Regardless of your departing date, your salary will not be disbursed until pay day.

Supplemental Pay: A second pay for every month is processed and referred to as supplemental payroll. This payroll is processed to compensate for any paperwork submitted after the fifteenth but before the last day of the month. Checks are usually disbursed about seven days after regular payroll. Time should be allotted for the postal service and/or bank posting. Supplemental checks are not electronically transmitted even if an employee has direct deposit for their regular payroll checks. Checks normally directly deposited to the Credit Union will normally be posted to an employee’s savings account.

Note: For employees who are departing the Hill but whose Office’s may fail to notify the Office of Finance by the fifteenth of the month in which you are leaving, your check will be voided and rewritten for the correct amount in supplemental. In the event that you are overpaid, it is your responsibility to refund the overpayment to the U. S. Treasury. Please contact your Payroll Counselor to find out exactly what the net amount is that needs to be refunded to the U. S. Treasury.