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 Payroll Services

Sheridan Murphy
Executive Director, Payroll Services & Records
 
The Payroll Department facilitates the timely and accurate processing of timekeeping, direct deposit authorizations, employment tax forms, as well as various internal and external payroll deductions.  We are responsible for tax compliance, the filing of federal and state returns and payments.                          
  
                        
The City Colleges of Chicago will be distributing electronic 2018 Wage & Tax Statements (W-2), for the employees who made the election to the online form. To print your W-2 electronically, you must access www.ccc.edu  HR Self-Service either directly from any City Colleges of Chicago campus within the CCC network or using your virtual private network (VPN) to access CCC Anywhere. For employees who did not elect to receive the W-2 form online, the form will be mailed by January 31, 2019.                         
                                     
              W-2 FORM - FAQs                             
                                                                
 
Where will my W-2 form be sent?                                                    
                                                      
If you did not elect to receive your form electronically, it will be sent to your home address on record in PeopleSoft. The W-2 form will be mailed to your home address via the United States Postal Service by January 31, 2019. W-2 forms for individuals who have separated (resigned, retired, terminated) from CCC will be mailed to their home address on record in PeopleSoft. The individuals who have separated and previously elected an electronic W-2 were unenrolled by CCC and will receive the W-2 form via mail to their home address on record in PeopleSoft.                                                    
                                                      
What if I have changed my address of record?                                                    
                                                      
Address changes entered prior to January 21, 2019, will be reflected on your 2018 Form W-2. Employees do not require a corrected W-2 for address changes.                                                    
                                                      
Why is my YTD (Year-to-Date) gross on my paycheck different from my taxable gross?                                                    
                                                      
The YTD gross wages that are displayed on your paycheck accurately reflect all wages that were paid to you in the tax year. Taxable wages are all wages for which your employer (City Colleges of Chicago) are required to withhold taxes on and report as earned to the Federal Government and to the State of Illinois.                                                     
                                                      
How is my taxable gross determined?                                                    
                                                      
Taxable gross is determined by taking the sum of  your gross wages, prizes, awards, non-cash compensation, and other compensation and subtracting employee contributions to health insurance, dental insurance, vision insurance, Flexible Spending Account (FSA), Medical Spending Account (FSA-MSA), Dependent Care Account (FSA-DCA), 403(b) retirement plan contributions, 457(b) deferred compensation plan contributions, and parking and transit deductions.                                                     
                                                      
     For example:        
                                          
     $65,000.00 Actual YTD Gross Earnings (Box #3 on Form W-2)                                                    
   +$     800.00 Domestic Partner Benefit     
   - $     700.00 Pension Contribution                                                    
   - $     600.00 Health, Dental, Vision                                                    
  -  $     800.00 Transit Deduction                                                    
  -  $     300.00 403B Deduction (Box #12)                                                    
     $63,400.00 YTD Taxable Gross Wages (Box #1)                                                    
                                               
     For a more detailed explanation, see the attached W-2 Explanation.                                                
                                                   
What if I do not receive my W-2?       
                                             
Employees who elected the electronic W-2 may re-print the W-2 as needed.  Employees who did not elect the electronic form and still have not received their W-2 in the mail may contact your campus Payroll Services to request a duplicate W-2 after February 15, 2019.  Return mail of W-2s will be available at your campus Payroll Services for pick up and you will need to complete a change of address form. No requests for re-issuance of W-2s will be processed before February 15, 2019.                                                    
                                                      
We hope this information is helpful. If you have any further questions, please contact Payroll Services at   cccpayroll@ccc.edu.                                                   
                                                      
Sincerely,                                                     
                                                      
Payroll Services         
 

           
                                        W-2 FORM – EXPLANATIONS                                                  
                                                      
Box 1 - Wages, Tips, and Other Compensation. This is subject to federal income tax. This box consists of the following components: gross wages, prizes, awards, non-cash compensation, plus other compensation (see explanation in box 12c), less employee contributions to health insurance, dental insurance, vision insurance, Flexible Spending Account (FSA), Medical Spending Account (FSA-MSA), Dependent Care Account (FSA-DCA), 403(b) retirement plan contributions, 457(b) deferred compensation plan contributions and parking and transit deductions. Under Section 125 of the Internal Revenue Code (IRC), health insurance premiums, dental insurance premiums, vision insurance premiums, contributions to our FSA, HSA, and parking and transit deductions may be excluded from taxability.                                                     
                                                        
Box 2 - Federal Income Tax Withheld. This box shows the amount of Federal Income Tax withheld from your "Wages, Tips and Other Compensation" listed in Box 1.                                         
          
Box 3 - Social Security Wages. Social Security Wages is the amount of pay subject to social security tax. The 2018 maximum social security wage base was $128,400. Social Security Wages consist of the following components: gross pay plus non-cash compensation, less employee contributions to health insurance, dental insurance, vision insurance, Flexible Spending Account (FSA), Medical Spending Account (FSA-MSA), Dependent Care Account (FSADCA), parking and transit deductions. Retirement contributions are not excluded from Social Security Tax or Medicare Tax.  
                 
Box 4 - Social Security Tax Withheld. In 2018, the Social Security Tax rate was 6.2%, which was withheld on the first $128,400 of taxable earnings. The maximum amount of Social Security Tax an employee must pay was $7,960.80. If an employee works for more than one employer during the year and had more than $7,960.80 withheld, the excess can be claimed on the individual’s tax return (Form 1040). The employer’s matching contribution is not recoverable.                                                     
                                                      
Box 5 - Medicare Wages and Tips. Medicare Wages and Tips is the amount of pay subject to Medicare Tax. It consists of the same components as Social Security Wages (see above). There is no maximum wage amount on which Medicare Tax is applied.                                                     
                                                      
Box 6 - Medicare Tax Withheld. In 2018, the Medicare Tax rate was 1.45%, which was withheld on the total Medicare Wages as explained above. There is no maximum to the amount of Medicare Tax an employee must pay.                                                     
                                                      
Box 10 - Dependent Care. This box shows the total amount of dependent care benefits under the dependent care assistance plan account (FSA).                                                     
                                                      
Box 12 -This box is used to report several items each identified with a separate specific code, such as Code E for elective deferrals under a section 403(b) salary reduction agreement, Code G for elective deferrals and employer contributions to any section 457(b), or Code DD for employer-sponsored health coverage.                                                     
                                                      
Box 13 – For these checkboxes, if applicable, for statutory employee, retirement plan, and third-party sick.             
                                                      
Box 14 -This box is used to report other informational items, such as transit deductions, health insurance premiums deducted, or contributions to a pension plan.                                                    
                                                      
Box 17 - State Income Tax.  This box shows the amount of State Income Tax withheld from your "Wages, Tips and Other Compensation" listed in Box 1.                                                     
                                                      
     
W-2 Wage and Tax Statement 2018.png



                                                                                              

All general inquiries email cccpayroll@ccc.edu          

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Related Services

​​Forms                                                               

2019 Federal Form W-4    ​                    ​                          

IL Dept of ​Revenue Form IL W-4 ​                         

Request: Reissue IRS Form W-2                            

Request for Paycheck Replacement                              

Illinois Small Estate Affidavit 2016