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Frequently Asked Questions
for Payroll
General
- When is payday?
- When is payroll cutoff?
- How do I get paid?
- How late in the month can I sign up for direct deposit of this month’s pay or make a change in the bank/account information?
- How can I change my federal and state income tax withholding?
- I was on jury duty last month and will be receiving a check for my services and expenses, what do I need to do?
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When is payday?
Payday for student employee's occurs bi-weekly on Wednesday's.
Payday for faculty and staff is the last University
working day of the calendar month.
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When is payroll cutoff?
Payroll has many different cutoffs. See Frequently Asked Questions
for Student and Merit categories for
time sheet/pay period cutoffs which are sooner than the general
payroll cutoff. In general, paychecks are processed 7 working
days before payday, so all input must be processed by this
time. Because of the magnitude of input each month, it is
best to submit any time sheets, PAF's, deduction changes,
address changes, etc. as soon as you are able.
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How do I get paid?
To reduce costs to the University and for the convenience of the employee, the preferred method is direct deposit, which allows the employee’s pay to be deposited into their bank account on payday. Employees may view and print a copy of their pay slip by logging in to Employee Self Service in MEMFIS.
Students and seasonal camp employees have mandatory direct deposit for their pay.
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How late in the month can I sign up for direct deposit of this month’s pay or make a change in the bank/account information?
Generally, when submitting a paper Direct Deposit Authorization Form, you should allow 10 days prior to the next payroll to sign up for or make any changes to your bank information. If you communicate to Payroll that a change must be made for that next payroll, we can make an exception and process the change.
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How can I change my federal and
state income tax withholding?
You have the ability to electronically update your federal
and state income tax withholding by login to Employee Self
Service in MEMFIS or you can complete a Form W-4 which you
can get from Payroll or Human Resource Services.
Although we cannot advise you on amounts to have withheld,
Payroll can help you determine the withholding status which
will result in approximately the amount you want withheld
each month.
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I was on jury duty last month
and will be receiving a check for my services and expenses,
what do I need to do?
Pay received by staff for jury duty service should be remitted
to the University, less any travel or personal expense reimbursement
such as mileage or parking. This may be done by the Cashiers
in the Office of Business Operations.
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Faculty
- When will my salary be paid?
- When are Summer salaries paid?
- I am receiving a "special compensation" for extra work I performed. When will I receive it and what taxes will be deducted?
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When will my salary be paid?
Faculty on academic year appointments are paid the academic year salary in ten or twelve equal installments at the end of each month beginning with August or July respectively. Therefore, if you have elected twelve payments, your first paycheck for the academic year salary will be July 31st and the last one June 30th. Faculty with non-temporary regular academic year appointments may switch from ten to twelve payments or vice versa by completing a request form in Payroll by May 15, preceding the academic year.
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When are Summer salaries paid?
Summer Session salaries are paid on June 30 and July 31. If you are teaching 8 weeks the salary will be divided equally between the two months. If you are teaching only the first or second four weeks your salary will be paid on June 30th or July 31st respectively.
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I am receiving a "special compensation" for extra work I performed. When will I receive it and what taxes will be deducted?
Special Compensations are paid on the monthly paycheck. It will be paid on the paycheck of whichever month Payroll receives the approved Personnel Action Form prior to the payroll cutoff. It will be taxed together with your regular salary for federal and state income taxes, and FICA taxes.
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Merit
- When is this month's cutoff?
- When are merit timecards due?
- Can you tell me when my vacation/sick leave/comptime earned balances are updated?
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When is this month's cutoff?
The cutoff for determining the regular pay of hourly
merit employees and overtime and off-duty pay adjustments
for all merit employees is normally the second Saturday of
each calendar month. An exception is in December when it is
usually the first Saturday of the month.
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When are merit timecards due?
All Merit timecards should be submitted promptly at the end
of each week. Reviewed and approved time sheets are due in
Payroll the following Tuesday by noon. In case of absence,
the Timecard Manager assumes responsibility to ensure proper
completion and forwarding of the timecard.
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- Can you tell me when my vacation/sick
leave/comptime earned balances are updated?
Your vacation used, sick leave used, comptime
earned and comptime used will be updated the Friday afternoon
of week the timecard is processed. Vacation and sick leave
accruals will be updated when payroll is run the following month.
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Student
- What are the pay periods?
- How do I sign up for direct deposit?
- How do I make a change of address for purposes of my paycheck?
- How many hours can I work on campus if I'm enrolled in a class in the summer?
- What do I do if I can’t create a time card because it’s from a few weeks ago?
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What are the pay periods?
Students are paid biweekly on Wednesdays with the pay period being two weeks, Sunday through Saturday. Payroll Periods and Pay dates can be
viewed.
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How do I sign up for direct deposit?
When hired, your department will give you a form to complete with other new hire paperwork. If you have a change, you can get the form from the My Universe MEMFIS forms repository, complete it and bring or mail it to Payroll, 103 Gilchrist. You should attach a voided check to the form so the account and bank numbers can be reviewed by Payroll. On the form, we will need the bank, the account #, the ABA routing number which is generally the 1st 9 digits in the bottom left corner of a check and designation of checking or savings. You will need to sign the form which is why we cannot sign you up over the phone. (My Universe, Memfis Forms, Direct Deposit Agreement - Payroll)
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How do I make a change of address for purposes of my W-2?
Current students can change their home address through Employee Self Service in MEMFIS or through the Registrar’s Office in writing, not via a phone call. This address will be used for W-2 purposes at the end of the year.
Graduate Assistants can change their address for their paychecks and W-2 through Human Resources or Employee Self Service in MEMFIS.
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How many hours can I work on campus if I'm enrolled in a class in the summer?
An enrolled student can work up to 30 hours per week during the academic year. You may work up to 40 hours per week during the summer as long as you’re enrolled for classes during the previous spring and upcoming fall semester.
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What do I do if I can’t create a time card because it’s from a few weeks ago?
An employee can create the current and past week’s time cards. Any other past time cards would need to be created by Payroll Staff.
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