Payroll Procedures

Payroll Types

There are three different types of payrolls with three different cut-off dates:

1. Salaried faculty and staff (white timesheets – staff only)

Pay period cut-off is the end of the work month

Due in HR office 5 working days after the end of the work month

*this includes any extra hours for other departments

Pay date is the last working day of the month

Pay advices for direct deposit are sent via campus mail

Pick checks up at the information desk, Memorial main floor

(Susan Roberts desk)

2. Hourly staff (blue timesheets)

Pay period cut-off is the 20th of every month

Due in HR office by noon the next working day

Pay date is the last working day of the month

Pay advices for direct deposit are sent via campus mail

Pick checks up at the information desk, Memorial main floor

(Susan Robert’s desk)

3. Student staff (web timesheets or 3 part NCR for state workstudy)

Pay period cut-off is the 8th of every month

Paper forms due in Payroll office 1 ½ working days after the 8th

Web timesheet cutoffs: students 11:30pm on the 9th, supervisors 11:30pm on the 12th

Pay date is the 20th or the day closest to the 20th

Pay advices for direct deposit are send to student mailboxes

Pick checks up in the Business Office Annex Mem 107

Must have picture ID for identification

(Marilyn Klock's office)

I9 and W4 Forms

Before any employee can be paid, they must fill out an I9 and a W4. Faculty and staff fill out these forms in the Human Resources office (Mem 102). Students fill out these forms in the Payroll office (Mem 107). These forms should be in place no later than three days after the employee begins working. No one will be paid without these forms on file. To learn more about form I9 click on the link below.

http://www.uscis.gov/portal/site/uscis/menuitem.5af9bb95919f35e66f614176543f6d1a/?vgnextoid=0572194d3e88d010VgnVCM10000048f3d6a1RCRD&vgnextchannel=91919c7755cb9010VgnVCM10000045f3d6a1RCRD

Benefit Information

Contact Carol Harris (5941) in the HR Office for benefits you qualify for or need to change or view the staff handbook via the Human Resources Web site.

Timesheets

All timesheets need the following information completed:

a. Datatel ID number

b. Name (last, first, MI)

c. Employing department

d. Month/Year

e. Position Code (contact Kathy Yeager or Marilyn Klock for codes for students)

f. Hourly Rate (students, hourly staff, salaried staff extra hourly positions)

g. General ledger account number

h. General ledger account name

i. Daily hours (students, hourly staff, non-exempt salaried staff)

j. Total hours

k. Employee signature/date

l. Supervisor signature/date

W2 Tax Forms

W2 tax forms will be mailed to the home or preferred address that is in the Datatel system. If you leave Whitman College please be sure the HR or Payroll office has a forwarding address to mail the W2.

Tax Questions?

Some examples of what you can find on the IRS web site: http://www.irs.gov/formspubs/index.html

Forms and Instructions

W4

1040 (US Employees)

1040EZ (US Employees)

1040NR (International Students)

1042S (International Students)

Publications and Notices

Publication 515 (Withholding of Tax of Non-resident Aliens)

Publication 519 (US Tax guide for Aliens)

http://www.irs.ustreas.gov/forms_pubs/forms.html

Direct Deposit

Direct deposit is available for all employees but it's mandatory for students. Sign-up forms are in the Payroll office (Mem 107). This process takes two pay periods to take effect. The first pay period/check is a test or pre-note to the bank to make sure the transit routing number and account are valid so employees will need to pick up this check. The second pay period/check is the real direct deposit and the employee will receive a payroll advice notice via campus mail.

Once you’re on direct deposit and you change accounts, even within the same bank, you need to start over again with a new authorization form. Please notify the Payroll Office no later than 10 days prior to pay day if you have closed your account. Direct deposits will be returned to the college on all closed accounts. Following is the direct deposit authorization form.

To: Whitman College Employees

From: Walter Froese, Controller

Subject: Electronic Payroll Deposit

Federal law requires employees to authorize electronic deposit of payroll checks.

Please complete the authorization form below and return it to the Payroll Office,

Mem 107.

Thank You

____________________________________________________________

AUTHORIZATION AGREEMENT FOR ELECTRONIC PAYROLL DEPOSIT AT

WHITMAN COLLEGE

I,__________________________,hereby authorize Whitman College to initiate credit entries to my checking____, or savings_____, account indicated below and the Depository Institution to credit the same account.

DEPOSITORY INSTITUTION

Bank Name__________________________Branch_______________

City____________________________State________Zip__________

Account Number__________________________

This authority is to remain in full force and effect until Whitman College has received written notification from me of its termination in such time and manner as to afford Whitman College a reasonable opportunity to act upon it.