Processing of the payroll each pay period requires considerable cooperation and adherence to schedules from all departments.

All payroll authorizations come to the Payroll Office from the Office of Human Resources, and not directly from departments. The Payroll Office cannot process paychecks on a timely basis unless departments forward information on changes, new hires, terminations and any other related items to the Office of Human Resources on or before the dates indicated in the following schedule. Changes to faculty or staff letter of appointments are first processed through their respective vice president, and then forwarded to the Office of Fiscal Affairs.

Classified staff are required to use time clocks to record hours worked each day.  Time clocks are located in all major buildings on campus.  Time cards are due to Payroll based upon the schedule provided below.  Guidelines for using the time clock and time card are as follows:

     *  Clocking in or out for someone else is strictly prohibited
     *  If you forget to clock in or out, simply write the time in the space provided for that day
     *  Do not write on the time card below the signature lines.  This area is reserved for payroll
     *  Use the back side of the time card to write comments for payroll about hours worked

Student workers are required to use STUDENT WORKSHEETS.  Each academic year a schedule is provided that outlines the due dates and pay schedules for students.  Guidelines for completing the student timesheets are as follows:

     *  Use the name of the department paying for these work hours not the department's account number.  Be specific or check with your supervisor
     *  Use only 1/4, 1/2, and 3/4 for partial hours.  Example:  1 3/4 is one hour and 45 minutes
     *  Do not submit an incomplete timesheet to payroll.  This could result in a delay in getting paid

Given the time frame available to process the biweekly payroll and the reporting deadlines that need to be met (i.e., direct deposit), it is imperative to meet the specified deadlines as indicated in the following schedule.

The Payroll Office is located in the  Office of Human Resources in Northrup Hall, room 108C.

All student employees (including those from other countries) must have a social security number, a W-4 and an EMPLOYMENT ELIGIBILITY VERIFICATION FORM I-9 (see example) on record with the Office of Human Resources for the paycheck to be processed.

To facilitate receipt of a W-2 form in January, it is required that a parent’s address (in the case of students) or other permanent address be entered on the W-4 form.

All requests to change benefit status or deductions must be communicated through the Office of Human Resources. The President, Vice Presidents, Chairs and/or Directors must immediately notify the Office of Human Resources of any terminations (see the chapter on "Termination and Clearance Forms"). Appropriate forms are available in the Office of Human Resources.