Overview of Pay Option Confirmation
Internal Revenue Services regulations require all faculty with academic year appointments to make a written one-time confirmation of their salary payment option. You may submit this your confirmation online via the Employee Services System (eTrac). By explicitly indicating your confirmation to your Payment Option and submitting it on eTrac, you are providing an "electronic signature" that you acknowledge and agree to the conditions and regulations for your Payment Option.
Faculty whose contract length time is less than 12 months can elect to have their core salary paid on a 9-month (academic year) or a 12-month (fiscal year) payment option plan. The 9-month payment option is paid from August 16 through May 15 of the following year (1/2 month in August, full months September through April, and 1/2 month in May to cover 9 months time). The 12-month payment option is paid from August 16 through August 15 of the following year and is subject to regulations of IRS Code Section 409A.
Submit this form to confirm your elected payment option. This is a one-time confirmation until you decide to change your payment option. Your payment option choice is non-revocable during an academic year and will continue for subsequent years unless you choose to change it. You may elect a different payment option at the beginning of a new academic year.
If you decline the Payment Option, talk to your school's Dean of Faculty.
Instructions
- Review your Contract time and Pay Option.
- On the Pay Option Confirmation select box, select "Confirm" to acknowledge your agreement to this Pay Option plan.
If you decline this Pay Option, talk to your school's Dean of Faculty about your Pay Option plan. - Click on the "Submit for Confirmation" button to go to the Confirmation Review page.
- Review the confirmation of your Pay Options and click on the "Submit for Update" button.
- The Confirmation message page appears informing you that you have successfully confirmed your pay option.
The system will also send you a confirmation email.
Click on the "Exit Process" to return to the eTrac main menu page.
Confirm Payment Option Page
This page displays your contract length and the payment option that will be applied to it and all subsequent contracts. You need to submit a pay option confirmation only once until you decide to change your pay option. You may not change your pay option choice in the middle of the academic year. Also, your pay option election will continue for subsequent years until you choose to change it. You may elect a different pay option at the beginning of a new academic year.
If you decline the Payment Option, talk to your school's Dean of Faculty to change your Pay Option.
Employee Information Section
The top section of this page displays your basic Employee information.
| Employee ID | This is your 7-digit USC Employee ID # and you use it to access all your employee and payroll records. Your Employee ID is printed on your pay stub or direct deposit advice slip. | |
| Employee Name | This is the name as how it appears on your record in the system. If it needs to be corrected, contact your Home Department Coordinator. | |
| Employee SSN | This is your Social Security #. For your protection, only the last 4 digits of your SSN are displayed. | |
| USC ID | This is your 10-digit USC ID number. You can find your USC ID printed on your USC ID card. | |
| Employee Street Address, City, State, Zip | This is your home mailing address. You can update this from the Personal Information Update Page on eTrac. | |
| Home Department | This is the name of your home department. | |
| Home Department Coordinator | This is the name of the person to contact regarding your personnel file. | |
| Employee Status | This is your current employee status at USC. | |
| Employee e-mail | This is your USC e-mail contact. Since everything you do on the eTrac system sends you a confirmation notice via e-mail, make sure your email address correct. |
Contract/Pay Option Information Section
| Contract | This is the number of months for the duration of your contract. | |
| Pay Option | This is the number of months over which your core salary will be paid for your contract. |
Pay Option Confirmation Section
| Confirm/Decline | Select "Confirm" to acknowledge your agreement to the pay option. If you decide to decline this payment option, talk to the Dean of your school. | |
| Confirmation Last Updated | This field shows when you last submitted a confirmation on your pay option. |
Action Buttons
The following buttons appear near the bottom of the page:
| Submit for Confirmation | Click on this button to continue to the Confirmation Review Page to review your confirmation before submitting it. | |
| Exit Process | Click on this button to return to the eTrac main menu. |
Review Confirmation Page
This page displays your information and confirmation again. Review it to be it is accurate before submitting it to update the system. By clicking on the "Submit to Update" button, you are acknowledging your confirmation and agreement to the pay option.
Action Buttons
The following buttons appear near the bottom of the page:
| Submit for Update | Click on this button to submit your confirmation to the system. The Message Page will information you that your confirmation has been updated successfully. | |
| Return to Update Page | Click on this button to cancel the confirmation and return to the Confirm Payment Option page. | |
| Exit Process | Click on this button to cancel the confirmation and return to the eTrac main menu. |
Message Page
The message page informs you that you have submitted your confirmation successfully. You will also receive a confirmation e-mail.
Action Buttons
The following button appears at the bottom of the page:
| Exit Process | Click on this button to go to the eTrac menu. |