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Please Call 330-941-1470 for Payroll Related Issues
Recent Payroll Notices
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Frequently Asked Questions
- When are time sheets due?
By noon on Wednesday the week before the pay date (the due date is printed on the time sheet).
- How do I get a new time sheet?
Have your supervisor request one by sending an e-mail to payroll AT ysu DOT edu, making sure to include the person’s name and banner ID, the department, their supervisor’s name, the reason they need a new one and the time period they need the time sheet for. A time sheet will be e-mailed back to the supervisor for printing.
- My student/employee isn’t around to sign their time sheet today, can I sign for him/her?
The student/employee can sign the time sheet the next day. The student’s/employee’s signature must be on the time sheet unless there are extenuating circumstances such as an extended illness or termination of employment.
- When can I pick up my paycheck?
Window hours are everyday from 1:30pm-3:00pm and on paydays from 8:15am-4:45pm. On the afternoon prior to a payday, the next day’s check is available for early pickup from 3:45pm-4:45pm. PLEASE NOTE: Effective June 3, 2012, the Payroll window will be open only on pay days from 8:15-4:45pm. You must have a photo ID and pick up the check in person. Note: all employees are strongly encouraged to sign up for direct deposit.
- Why can’t I pick up my check other than window hours?
Window hours were established to 1) provide dedicated pay distribution service and 2) minimize unnecessary processing interruptions, thereby reducing potential for manual errors. All employees are strongly encouraged to sign up for direct deposit to avoid the inconveniences associated with the handling and distribution of paper checks.
- I closed the account/I need to change the account where my Direct Deposit was going, what do I need to do?
- For emergencies contact the Payroll Office.
- If the account is closed, we will receive notification from the bank that your direct deposit was returned, we will take you off direct deposit and add it to your next pay. To avoid delays associated with the closing of an account, please process a change to your direct deposit account information at least 3 weeks prior to closing the old account.
- If you need to change the account information, complete a new Direct Deposit form (see Direct Deposit section on this page) and return it to the payroll office. Allow 3 weeks for processing.
- Is the Payroll Office open on Saturdays?
No. Hours for operation are Monday-Friday 8:00am-5:00pm.
- “I’m calling to get an employment verification, what do I need to do?
Employment verification can only be done by fax (330-941-1667). We must have a signed authorization from the person you are inquiring about to be able to process the forms.
E-signatures are not acceptable. Please allow 5-7 business days for processing.
- Who handles garnishments and child support orders?
Payroll processes all garnishments and child support orders and can be reached at 330-941-1470.
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W-2s/W-4s
W-2s
Per IRS regulations, W-2s are to be sent out no later than January 31 each year for the previous year’s earnings.
An employee's most current W-2 can be found by logging into your MyYSU portal page and accessing Banner Self Service, which can be found on the left side of the page under "e-Services for Faculty and Staff". Once in Banner Self Service, click on the following selections:
- Employee, then Tax Forms, then W-2 Wage and Tax Statement
- Enter the year you are looking for and click on the Display button
The printed copy is acceptable by the IRS and other tax agencies.
If you have moved and have not changed your address with the university prior to W-2s being processed, your W-2 will be returned to the Payroll Office as undeliverable (unless your forwarding request with the US Postal Services is still active). When it is returned, and we have been notified of your new address, we will forward it to the new address. If no forwarding address is available, it will remain in the Payroll Office until we receive further instructions from you.
W-4s
If you wish to change the number of exemptions you claim on your taxes, you must complete a new W-4 forms which can be obtained at www.irs.ustreas.gov/pub/irs-pdf/fw4.pdf. Complete the form and return it to the Payroll Office for processing.
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Annuities (403b/457b) / Salary Reduction Forms
List of Annuity Approved Providers **
403(b) Annuity Information – Saving for Retirement
YSU Salary Reduction Agreement Form (403(b)) **
YSU Salary Reduction Agreement Form (457(b) – Valic only) **
Starting an Annuity Deduction
If interested in starting deductions for an annuity you must follow these steps.
- Choose a company from the List of Approved Providers.
- Contact the company and complete their paperwork to set up an account.
- Once the account has been set up, complete the YSU Salary Reduction Agreement Form. Note: In the case of Ohio Deferred Compensation, you do not need to complete the YSU Salary Reduction Agreement form, Ohio Deferred will send YSU a billing statement letting us know when to start the deduction and the amount of the deduction.
- Once approved, deductions will take place on or after the date you have indicated on the form. NOTE: All 457b deductions (per the IRS) have a 30-day waiting period prior being processed.
Deadline for Submitting Deduction to the Annuity Company
All contributions are to be submitted by YSU to the annuity companies by the 15th day of the month following the month in which the deduction took place. (e.g. All pay dates for the month of March, contributions must be to the annuity companies by the 15th of April.)
Transfers, Withdrawals, Distributions, Loans, Hardships, etc.
Starting January 2009 (per IRS Regulations), all transfers, withdrawals, distributions, loans, hardships, etc., must be approved and signed off on by YSU’s Plan Administrator.
Contact the annuity companies that are involved in any of the above transactions. Obtain all necessary forms that they require. Complete, sign and submit the forms to the Payroll Office (allow 5-7 days for processing). If approved, a “Certificate” will be generated which will then be signed by YSU’s Plan Administrator, and then all forms will be submitted to the annuity company. If not approved, you will be notified and given the reason for the denial.
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Alternative Retirement Plan (ARP)
List of Approved ARP Providers
For more information on the Alternative Retirement Plan contact the Benefits Office in Human Resources.
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Retirement Information (OPERS/STRS/Service Credit)
OPERS – Ohio Public Employees Retirement System
All YSU employees are required to become a member in OPERS (except faculty [STRS] and some students [can be exempt] – See below for more information). OPERS is a retirement system for state employees and is deducted in place of Social Security. Another option to OPERS is the Alternative Retirement Plan (ARP) – Contact the Benefits Office in Human Resources for more information.
For more information contact OPERS: Ohio Public Employees Retirement System
277 East Town Street
Columbus, OH 43215-4642
1-800-222-7373
www.opers.org
STRS – State Teachers Retirement System
All YSU Faculty Members, including Part-time Faculty are required to become a member in STRS. STRS is a retirement system for state teachers and is deducted in place of Social Security. Another option to STRS is the Alternative Retirement Plan (ARP) – Contact the Benefits Office in Human Resources for more information.
For more information contact STRS: State Teachers Retirement System of Ohio
275 E. Broad Street
Columbus, OH 42315-3771
1-888-227-7877
www.strsoh.org
OPERS for Students
For guidelines on Enrollment in OPERS see the Student Life website at www.ysu.edu/studentlife.
Once on OPERS the student will remain a member until such time when they meet the requirements to be exempt. At such time, it is the student’s responsibility to complete the Request for Optional Exemption as a Student and submit it to the Payroll Office.
Note: Enrollment in OPERS also requires a student to have Medicare deducted from their pay.
Once a student has Medicare deducted from their pay they must continue to have Medicare deducted, as per the Federal Government, refunds from Medicare are not permitted.
Students can become exempt from OPERS and can also request a refund of their contributions, however, the refund cannot be requested until the student is no longer working for the university. (For more information see the OPERS website at www.opers.org).
Service Credit Purchases
Information and forms for Service Credit Purchases can be obtained by contacting
OPERS – www.opers.org or STRS – www.strsoh.org.
Once the forms are completed they can be submitted to the Benefits Office in Human Resources.
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Time Sheet Information
Classified employees as well as most students are paid on a bi-weekly basis and must complete time sheets in order to be paid.
The two week pay period is submitted on a time sheet to the Payroll Office no later than the Wednesday following the end of that pay period. The pay date for that pay period is on Friday two weeks after the pay period ends; unless the Friday is a legal holiday for which the University will be closed. (See below for information on the Bi-Weekly Calendar for Classified employees and the Semi-Monthly Calendar for Professional/Administrative employees.)
Replacement Time Sheets
If an employee is in need of a replacement time sheet for any reason, please have your supervisor request one by sending an e-mail to payroll AT ysu DOT edu. Please include the employee’s name, banner ID#, department name, Banner Account number being charged, pay period it is for and the reason for the replacement. Once all information has been verified, a replacement time sheet will be e-mailed back to the supervisor.
Rejected Time Sheets
To ensure that a time sheet is not rejected, it should be completed legibly in ink, have the correct pay periods dates, have the employee’s and supervisor’s signature and supervisor’s name printed, totaled across each row and down the Total Hours columns, and have the Shift Differential section completed if applicable.
Leave forms for Classified Employees – must be properly completed, signed by the employee and supervisor and attached to the corresponding time sheet for the pay period being submitted to the Payroll Office.
If corrections must be made on the time sheet, please put a line through the error and then write in the correct information, and have your supervisor initial the correction. Do not use whiteout. Any use of whiteout will be an automatic rejection of the time sheet and a new time sheet must be obtained from the Payroll Office.
All rejected time sheets will be faxed back to the employing department for correction/adjustment. All corrections/adjustments can be done on the faxed copy – please make all corrections/adjustments in any color ink other than black. Once completed the supervisor must initial all corrections/adjustments and re-sign and date the time sheet. The faxed copy must then be returned to Payroll for processing. Do not fax back the corrected/adjusted time sheet.
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Pay Check Information
An employee's most current W-2 can be found by logging into your MyYSU portal page and accessing Banner Self Service, which can be found on the left side of the page under "e-Services for Faculty and Staff". Once in Banner Self Service, click on the following selections:
Regardless of whether you have direct deposit or not, you can get a copy of your pay stub by logging into your MyYSU portal page and accessing Banner Self Service, which can be found on the left side of the page under "e-Services for Faculty and Staff". Once in Banner Self Service follow these links:
- Employee, then Pay Information, then Pay Stub
- Enter the year you are looking for and then select the Display button
This will list all of the pay stubs you have for that particular year. If you wish to see or print a specific pay stub, click on that line. To print the pay stub, select File ->Print from your browser's main menu.
If you do not have direct deposit, you will need to pick up your check at the Payroll Office. You must have a photo ID and pick up the check in person. Note: all employees are strongly encouraged to sign up for direct deposit (see the Direct Deposit section on this page). You may not pick up someone else’s check nor have them pick up your check.
The hours for picking up checks are posted on the Payroll payment window as well as the main door to the Payroll Office. The hours are as follows:
Current Pay Date: 3:45pm – 4:45pm the day before payday
8:15am – 4:45pm the day of payday
All other times: 1:30pm – 3:00pm, Monday – Friday (unless University is closed)
For Bi-weekly employees, the paydays are every other Friday. For Semi-monthly employees, the paydays are the 15th on the month and the last day of the month.
If a payday occurs on a day that the University is closed (Holidays and weekends), the payday will be the last working day prior to the closing.
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Direct Deposit
All employees (including student employees) are eligible to sign up for direct deposit.
By filling out a direct deposit form you will have your pay directly deposited into your saving or checking account, and you will be able to select up to three banking institutions in which to deposit your money.
For deposit to a savings account you must have a specification sheet (spec sheet) from your banking institution with both the routing and account number listed. Submit that along with the direct deposit form to the Payroll Office.
For deposit to a checking account you must have a specification sheet from your banking institution with both the routing and account number listed or a voided blank check from your checkbook. Submit either along with the direct deposit form to the Payroll Office.
Please allow 3 weeks for processing of all direct deposit forms.
If you have direct deposit and have closed your account for any reason, please notify the Payroll Office immediately, failure to do so will result in a delay of your next paycheck.
If you are switching accounts, do not close the first account until you are sure that your paycheck has reached your new account.
If you wish to cancel your direct deposit, you must complete a cancellation form which you can obtain from the Payroll Office.
Note: If you have had a break in service with the University and previously had direct deposit, that information will still be active upon your return unless you have completed a cancellation form to make it inactive. Upon return to the University, if your direct deposit information has changed since you were last employed, please notify the Payroll Office immediately, this will prevent a delay with receiving your paycheck.
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Student Employment
Student Employment information can be obtained through the Student Life website located at www.ysu.edu/studentlife.
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Savings Bonds
As of September 2010, all bonds offered by the Federal Reserve will be available for purchase through TreasuryDirect. With TreasuryDirect you will not only be able to purchase EE Savings Bonds but I Bonds, bills, notes and TIPS (Treasury Inflation-Protected Securities).
The Department of the Treasury no longer be issues paper savings bonds through payroll savings plans; they process them through TreasuryDirect as a direct deposit. This direct deposit will be in addition to any other direct deposit(s) you currently have on the payroll system. If you do not wish to use TreasuryDirect, you may still purchase paper savings bonds through financial institutions.
TreasuryDirect is a secure web-based system that allows investors to establish accounts to purchase, hold, and conduct transactions online. You can buy, manage, and redeem Treasury securities online 24/7, establish multiple registrations in one account, schedule recurring purchases up to five years in advance, and get a summary of account activity, including recent purchases, payments, and account balances. Since everything is electronic, there is no paper to lose, nor do you need to go to your local bank to redeem them.
If you are interested in finding out more on TreasuryDirect or wish to set up an account (must be done online with TreasuryDirect) , visit their website at www.treasurydirect.gov, where you can view an online tutorial of how the system works, or you can contact the Payroll Office at x1470.
See the Direct Deposit section on this page in order to obtain a direct deposit request form.
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Jury Duty
If you are called to Jury Duty, your time sheet should be marked accordingly as well as the following documents attached to the time sheet:
When filling out your time sheet please indicate legal leave time in the legal leave with pay (LLP) section of the time sheet. If you have hours worked on that same day, please indicate those in regular hours as usual.
Documents to attach to time sheet:
- A copy of the Jury Duty Summons.
- A Record of Jury Service form.
- A receipt from the Bursar’s Office for any monies in excess of $15.00 per day as shown on the Record of Jury Service Form. You are not required to submit any reimbursement for travel allowance or parking reimbursement.
- A Youngstown State University Application for Leave Form with the Legal Leave Jury Duty area marked and with the leave days and hours appropriately marked. You may turn in separate forms for each day that you are on legal leave or you may combine all of the days and times on one form.
Please refer to the YSU ACE current Collective Bargaining Agreement, Article 15 for further explanation of legal leave procedures.
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Tuition Remission
Tuition Remission is fully taxable for Graduate level classes taken by spouses/domestic partners and dependents. Employee Tuition Remission for Graduate level classes is taxable in excess of the IRS limit of $5,250.00 The required tax deductions include Federal, Medicare, State (PA & OH) and Youngstown local.
The required tax deductions for this benefit can be large depending on the total benefit amount incurred each semester. Therefore, we will be applying this non-cash fringe benefit over the balance of the year. See the Fee Remission Benefits page for more information, and contact the Payroll Office at x1470 with any questions.
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Miscellaneous Forms / Payroll Calendars
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