Please Call 330-941-1470 for Payroll Related Issues
Frequently Asked Questions
- When are time sheets due?
By 11:59pm on Wednesday the week before the pay date (the due date is displayed on the time sheet).
- How do I get a 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 on paydays from 8:15am-4:45pm. Effective June 3, 2013, the window hours will be from 10:00 am to 2:00 pm each payday. Checks not picked up on payday will be mailed the next business day You must have a photo ID and you must 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.
- 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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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.
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
403(b) Annuity Information – Saving for Retirement
403(b)/457(b) Approved Providers
403(b)/457(b) Web-based Retirement Tool
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
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
OPERS for Students
For guidelines on Enrollment in OPERS see the Student Life website at www.ysu.edu/studentlife.
Once in 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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Electronic 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 electronically via Web Time Entry (WTE) 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.)
Paper Time Sheet Information
If an employee is in need of a paper 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 need to use paper. Once all information has been verified, a paper time sheet will be e-mailed back to the supervisor.
Rejected Time Sheets
To ensure that a paper time sheet is not rejected, it should be completed legibly in ink, have the correct pay period dates, have the employee’s and supervisor’s signature and supervisor’s name printed. Be sure to total across each row and down the total hours column, and have the shift differential section completed if applicable.
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.
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. Do not fax back the corrected/adjusted time sheet.
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Pay Check Information
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 you must 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.
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.
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 information can be obtained through the Student Life website located at www.ysu.edu/studentlife.
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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 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. Note: This is based on the status of the student, not the course.
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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