County Auditor, CPA
Edward A. Dion
County Administrative Offices
800 E. Overland, Room 406
El Paso, Texas 79901
Phone (915) 546-2040
Fax (915) 546-8172
8:00 am - 5:00 pm
Payroll & Benefits
The payroll division is responsible for the issuance of the payroll to employees of the County of El Paso. The division makes payments to over 2,800 employees each payday. It also issues over 3,200 W-2's (Wage and Tax Statement). Any inquires pertaining to the processing of payroll, employee deductions, and pension may be directed to this division.
|Imelda T. Gaytan, FPC
|Nick McCarthy, CPP
Audit Accountant Senior
Oaths of Office
Oath of Office Requirements
(Info prepared by the El Paso County Attorney's Office)
2006 Outline of Official Bond and Oath Requirements
(Info prepared by the Legal Department of the Texas Association of Counties)
ESS W-2 Instructions
Electronic W2 Delivery
How to Read the W-2, Wage and Tax Statement
The letters and numbers listed below coordinate with the letters and numbers listed in the boxes of the W-2 form.
a. Employee's social security number
This is your social security number
b. Employer ID number
This number is El Paso County Federal Tax ID number
c. Employer's name, address, and ZIP code
This includes the County's name, address, and ZIP code.
d. Control Number
Not Applicable (N/A)
e. Employee's name, address, and ZIP code.
This is your name, your last known address, and ZIP code.
1. Wages, tips, other comp.
This amount includes all federal taxable income for wages received during calendar year 2017. Taxed deferred annuities, such as AETNA, Nationwide, and other box 12 amounts have been deducted from the gross wages. Amounts in Box 14, such as County Pension and Dependent Care Account have been deducted from the gross wages.
2. Federal Income tax withheld
All federal income tax withheld during calendar year 2017.
3. Social security wages
All social security taxable income for wages received during calendar year 2017. The maximum wages subject to social security tax were $127,200 for 2017.
4. Social security tax withheld
All social security taxes withheld during calendar year 2017. This is FICA on your pay stub.
5. Medicare wages and tips
All Medicare taxable income for wages received during calendar year 2017. There is no maximum for Medicare taxes.
6. Medicare tax withheld
All Medicare taxes withheld from your wages during calendar year 2017. This is MEDICARE on your pay stub.
7. Social security tips
8. Allocated tips
9. Advance EIC payment
10. Dependent care benefits
Total amount paid to a 125 cafeteria plan for dependent care.
11. Nonqualified plans
Used for reporting of various miscellaneous information, principally concerning benefits. Amounts reported must be preceded by identifying codes (see back of W-2 for additional information)
13. Retirement Plan Box
Denotes an active participant, during 2017, in the El Paso County qualified pension plan.
Items deducted from the taxable gross and not included in the amount located in Box 1. Amounts such County Pension, Clothing Allowance, and Car Allowance are listed.
15. State and employer's state ID #
State and state ID number for El Paso County.
16. State wages, tips, etc.
17. State income tax
18. Local wages, tips, etc.
19. Local Income tax
20. Locality name
457 Deferred Compensation Plan
The 457 Deferred Compensation Plan is a tax deferred plan that allows you to save and invest today for your retirement. Participation is handled through payroll deduction so your taxes are reduced each pay period.
The 457 Deferred Compensation plan has a contribution annual limit of $18,500 for 2018.
A participant who attains age 50 before the end of the tax year can make a total contribution of $24,500 in 2018.
Withdrawals while employed are restricted to unforeseeable emergencies. Effective October 1, 2002, the 457 Deferred Compensation Plan will allow loans to be taken from the plan. For additional information please contact your respective administrator:
- Nationwide Retirement Solutions
- AIG VALIC
1(800) 892-5558 Ext. 89110
Who is Eligible to Participate?
All county employees are eligible to participate in the plan. Participation may begin at any time during the year.
How Do I Enroll?
To begin participation in the 457 Deferred Compensation Plan, please contact:
- Nationwide Retirement Solutions
- AIG VALIC
1(800) 892-5558 Ext. 89110
Cafeteria Plan Summary
What is a "Flex Plan"?
It is a voluntary flexible employee benefit plan that allows you to pay for the following expenses before taxes:
- Medical Insurance Premiums
- Costs not covered by medical insurance (unreimbursed medical expenses)
- Dependent Day Care
How does this plan work?
The plan reduces your taxable income by the cost of the benefits you choose. Thus, both social security and federal withholding taxes will be reduced, producing a net increase in take home pay.
What is the Unreimbursed Medical Expense account?
This benefit allows for the pre-tax reimbursement of medical expenses that insurance does not pay. This account should be used by employees who have predictable expenses.
How does the Unreimbursed Medical Expense account work?
Each time you have a medical expense, simply submit the claim to your insurance company as usual. When the insurance company processes the claim, an Explanation of Benefits will be returned to you. Send to Third Party Administrator a copy of the Explanation of Benefits and proof of payments for the portion the insurance carrier did not pay. Third Party Administrator will process the receipts and send you a reimbursement check. Complete the Medical Reimbursement Form for a reimbursement request.
How does the Dependent Care Reimbursement Account work?
When you pay a dependent care expense, obtain a receipt with the dates of services, cost of services, the name of the dependent, and the provider of services. Send a copy of this receipt to Third Party Administrator, we will process the receipts and send you a check. Complete the Dependent Care Reimbursement Form for a reimbursement request.
How do I enroll?
Simply complete a Cafeteria Plan Enrollment Form and return it to the Human Resources Office.
Here are some other important points you need to know:
- Any money that you allocate for a reimbursement account must be used by the end of your plan year or that money will be forfeited back to your employer. That is the law! Thus, it is critical for you to accurately predict what your expenses will be, or be conservative in your allocations. Utilize the Flexible Spending Account (FSA) Worksheet Form to estimate your expenses.
- You may not change your choices until the plan year has ended unless there is a change in your family status (marriage, divorce, birth or adoption of a child, death of a spouse or child, beginning or ending of spouses employment). Complete the Family Status Change Form if you have any changes.
Less: Pre-Tax Benefits
Gross Taxable Wages
|Without FSA 125
|With FSA 125
Federal Income Tax at 28%
State Income Tax at 5%
Social Security Tax at 7.85%
Qualified Benefits: Medical/Dental Ins.
|Gross Tax Savings/Weekly Check||$26.42|
Employee Holiday Schedule
Regular full-time and part-time non-elected employees of El Paso County shall be eligible to use vacation leave with pay after six (6) months of continuous service with the County.
Accrual rates for full time employees*
|Years of Employment||Working Days per Year||Per Pay Period Decimal||Per Pay Period Minutes||Annual||Max|
|1-4 Years||10||3.08||3:05||80 hours||160 hours|
|5-14 Years||15||4.62||4:37||120 hours||240 hours|
|15 and Over||20||6.15||6:09||160 hours||320 hours|
Part-time employees accrue at 50% of the full-time rates.
*Except Sheriff and Adult Probation Departments*
All full-time, regular non-elected employees who have completed three (3) months of full time service are eligible to use accrued sick leave with pay.
Accrual rate: 3.077 (3.05 minutes) per pay period with a maximum limit of 720 hours.
NOTE: Questions or discrepancies regarding your vacation and/or sick leave balances must be addressed to your immediate supervisor.
Frequently Asked Questions on W-2, Wage and Tax Statement
Q. What is the employer's deadline for delivering W-2's to employees?
A. The law requires W-2's to be postmarked no later than January 31 to the employee's last known address.
Q. How will my W-2 be delivered to me?
A. All W-2's are mailed out to the address on file. Terminated employee's W-2's will be mailed out to their last known address.
Q. How do I change my address?
A. Please contact Human Resources Office at (915) 546-2218.
Q. How do I get a reprinted copy of my W-2?
A. Please stop by the Payroll Department, El Paso County Auditors Office, 800 East Overland, Room 406. Requests for duplicate W-2s will be available after February 19, 2018 in order to allow the post office sufficient time to deliver W-2s.
Employee Health and Dental Rates
Retiree Health and Dental Rates
Monthly Parking Deduction Schedule
December 22, 2017 - January
February 2, 2018 - February
March 2, 2018 - March
March 30, 2018 - April
April 27, 2018 - May
May 25, 2018 - June
June 22, 2018 - July
August 3, 2018 - August
August 31, 2018 - September
September 28, 2018 - October
October 27, 2018 - November
November 29, 2018 - December
Download Payroll Calendar 2018 document
Payroll Direct Deposit
A better way to handle your paycheck.
Mandatory Effective January 1, 2003*,
It is fast and simple to enroll in the direct deposit program by:
(1) Completing a Direct Deposit Authorization Form
(2) Attaching a voided check to your completed Direct Deposit Authorization Form
(3) Returning the Direct Deposit Authorization Form to El Paso County Auditors Office, Payroll Division, 800 East Overland, Room 406.
Please feel free to contact Payroll, at (915) 546-2040 for additional information.
- Due to the time required for payroll and bank processing, allow two to three pay periods for implementation.
- You will receive a manual check, which will be mailed out every pay day to the address on file, until the Direct Deposit Authorization Form can be processed.
*Approved by County Commissioner's Court on September 12, 2002.
Employees who wish to retire should contact the El Paso County Auditors Office at least three months in advance of their retirement date. Staff will assist in coordinating required documents and filing applications.
When can you retire?
El Paso County provides retiree benefits to those who qualify under one of the following age/service criteria:
- any age and 20 years of service
- age 60 and 8 years of service
- age plus years of service equals 75 (Rule of 75)
To verify years of service, request an estimate, or any questions about your account or benefits please contact the Texas County & District Retirement System (TCDRS) customer service at 1-800-823-7782 or visit www.tcdrs.org
Online advice instructions
Download Online Advice Instructions document
Sample Payroll Checks/Advice
Download Sample Payroll Checks/Advice