Cairo Association of Teachers - Newsletter

CAT Tracks for January 24, 2006 CHECK YOUR CHECK

As we approach another payday...

Wanted to give you an update on a problem (and its resolution) that you may or may not be aware of...District transmittal of credit union deductions to the appropriate party.

Prior to Christmas break, several members brought me a complaint...that although their credit union deductions were being deducted twice a month (as requested), the funds were only being transmitted once a month...meaning that they did not have access to some of THEIR money for over a month!

Upon calling the IEA Credit Union, it was determined that this change in past practice began in September 2005. The change apparently began as an attempt to correct an error made by the District payroll department in August. One of the District transmittals was miscoded and had to be voided out. Therefore, the next transmittal had to be a "double". Evidently, someone in payroll decided that this was more convenient...and continued the procedure. (Due to subsequent personnel changes, I guess it is possible that the practice was continued through December under the mistaken belief that it was "standard procedure".)

When I notified Superintendent Whitledge in early January, he promised to look into the matter...discovered the change...and ordered remediation. I have since heard from a couple of "satisfied customers"...that their credit union deductions were sent in mid-January instead of being delayed until the end of the month. Hopefully, we are back to "normal".

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Unfortunately, paycheck errors continue to occur. Some are being recognized and corrected...with a variety of explanations. Of course, the favorite "reason" is our old friend "computer software error"...even though the District has changed payroll programs from "back in the day"...and installed a new $10,000 system. Of course, that means that it's "new" and there is a need to "work out the bugs".

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(Back when they built the new high school, the air conditioning system was a mess...always too hot, too cold, never "just right". The (outside) maintenance folks kept telling us...for five years...that you have to expect that with new equipment. It takes time to work the bugs out! Then came the 6th year...the air conditioning system still didn't work. However, when the maintenance folks were called in, they had a NEW explanation: "Well, you know that the system is getting old...that's what happens with an old system...you're going to have breakdowns." Grrrrr....)

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However, some of our paycheck "errors" are being laid at the feet of employees...for filing incorrect W-4s.

THAT brings me to the real purpose of this edition of CAT Tracks. Rumor has it that the District is going to ask that ALL employees acquire and complete new W-4s for 2006. Sound familiar? It should...since you just did this at the beginning of this school year!

What is it with our W-4s? In my role as Economics teacher, I walk my students through W-4s, informing them that they will be asked to complete one whenever they are hired by a new employer. I also inform them that W-4s give them some control over their deductions...that if they owe taxes at the end of the year, filing a new W-4 (with less allowances) will cause the employer to withhold more taxes. (There is even a line that allows you to specify an additional dollar amount.) If your income tax refund is too large (yeah, right), then you can increase your take-home pay by increasing your allowances (within legal limits).

BUT, I always tell my students that the W-4 is for THEIR convenience. The employer is required by law to have a new employee fill one out...after that, it's on the employee.

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(Incidentally, out of (CAT) curiosity, I contacted IRS to see if there had been some new national edict...that all workers were being required to do this. The answer...Nope! The representative said that the only reason that an employee would have to fill out a new W-4 is if their personal circumstances had change...marriage, divorce, children, etc.)

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I am a firm believer in the old adage..."If it ain't broke, don't fix it!" That's why I personally declined the invitation earlier this year to complete a new W-4...and fortunately, my paycheck has kept "chugging along"...correctly. Unfortunately, many who changed their W-4s at the beginning of the year later had paycheck errors. When they inquired as to the reason for the errors...TA DA!..."It was because of that new W-4 you completed!"...I kid you not.

So...if the call for new W-4s goes out, a reasonable explanation needs to be provided. New W-4s may simply mean more paperwork to shuffle, when the latest auditing news seems to indicate that we already have enough on our hands to worry about!

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POSTSCRIPT: Never be insubordinate! If they order you to fill out a new W-4...do it! For instance, at the beginning of the year, when they sent me the letter to fill out a new W-4, I wrote them back...telling them the "If it ain't broke, don't fix it!" story. I told them that I did NOT want to change my W-4...that it was working. But...I also told them that if they "insisted"...then send me a copy of the one on file...and I would copy it onto a new form for them. Their response? I don't know...never heard another word about it!