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
Pick checks up in the Payroll Office, Mem 110

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
Pick checks in the Payroll Office, Mem 110

3. Student staff (web or excel time sheets)

Pay period cut-off is the 8th of every month
Paper time sheets due in Payroll office 1½ working days after the 8^th
Web time sheet cut-off is the 9^th for students and the 12^th for supervisors
Pay date is the 20th or the day closest to the 20th
Pick checks up in the Payroll Office (Mem 110)

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://uscis.gov/graphics/formsfee/forms/i-9.htm

Benefit Information

Contact Telara McCullough (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:

Datatel ID number
Name (last, first, MI)
Employing department
Month/Year
Position Code (Codes are on the Business Office Web Site)
Hourly Rate (students, hourly staff, salaried staff extra hourly positions)
General ledger account number
General ledger account name
Daily hours (students, hourly staff, non-exempt salaried staff)
Total hours
Employee signature/date
Supervisor signature/date

Payroll Direct Deposit

Direct deposit is mandatory for students and highly recommended for faculty and staff.
This form is available on-line or in the Payroll Office (Mem 110)

Direct Deposit Form

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/

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.gov/Forms-&-Pubs