Payroll Workshop Offered

Payroll Services will host a 45-minute workshop at 11 a.m. Wednesday, February 8, 2017 in the Memorial Union Alumni Lounge B.

The purpose of the workshop is to review the Payroll Services Standard Practice Guide and answer payroll and time entry related questions. This session is offered to assist supervisors, timekeepers and department administrators in following time and reporting procedures and deadlines.

Register online. If you have any questions, contact Payroll Services at 7-2130 or payroll@mtu.edu.


Approvers Encouraged to Set Up Proxy

We would like to remind all approvers to make sure they have at least one proxy set up to approve payroll in the event of their scheduled or unexpected absence.  For instructions on how to do this, please visit: https://www.mtu.edu/hr/supervisors-admins/payroll/docs/web-time-approver.pdf.
 
Approver deadlines for bi-weekly 26 of 2016 will still be Monday, December 19th at 2pm (electronic time submission is due at noon on that day).
 
Approver deadlines for bi-weekly 01 of 2017 will still be Monday, January 2nd at 2pm (electronic time submission due at noon on that day).
Please plan accordingly for absences such as vacation time with regards to payroll approval deadlines and remember to inform your proxy when you need them to approve time in your absence.

 



2016 Form W-2 Preparation

Electronic forms

Employees are encouraged to consent to receive an electronic copy of their 2016 Form W-2 instead of a mailed paper copy.

To consent to receive your form electronically, log in to Banweb (www.banweb.mtu.edu), select the Employees tab, select Tax Forms, and then select Electronic Consent. Click the checkbox under My Choice next Consent to receive W-2 electronically, then select Submit. The deadline to consent to ensure your 2016 W-2 is not mailed is January 8, 2017.

If you consent to receive your W-2 electronically, your 2016 form will be available on Banweb on or before January 31, 2017. A reminder e-mail will be sent when it is available.

By choosing electronic delivery, employees will:

  • Avoid having sensitive information sent via mail.
  • Have earlier access to form.
  • Attain access anywhere there is internet service.
  • Help reduce the use of natural resources associated with large-scale printing and mailing, and reduce postage costs.

Paper forms

For employees who wish to receive a paper W-2, paper forms will be mailed to the W-2 address listed in Banweb.  If a W-2 address does not exist, forms will be sent to the Mailing address in Banweb. Employees should view/update their current address in Banweb no later than January 8, 2017.

To view/update current W-2 and/or Mailing addresses, log in to Banweb, select the Personal Information tab, select Update Address(es) and Phone(s).   Follow directions in Banweb to update an existing address or insert a new address type.

Paper W-2s will be mailed by January 31, 2017 to employees who do not elect to receive their form electronically.


Winter Holiday Payroll Deadlines

The University will be closed December 26-27 and December 29-30 in observance of the Christmas and New Year’s holidays. Below are the adjusted deadlines for the pay period December 18 – 31 (Bi-weekly 01).

Status Forms and EPAFS are due by noon on Wednesday, December 14, 2016.

Time sheets will be sent to departments on Wednesday, December 21, 2016.

There will be no reallocations or off-cycle checks processed the week of December 26, 2016.

All other deadlines remain unchanged. Time sheets are due by noon on Monday, January 2, 2017 with approvals due by 2 p.m. that day.


Thanksgiving Holiday Payroll Processing Deadlines

Due to the Thanksgiving holiday observance on Thursday, November 24 and Friday, November 25, 2016, deadlines for job status and payroll forms will be as follows for the period November 6 – 19, 2016 (BW24).

  • Status Forms and EPAF Submissions – Wednesday, 11/9/16 at Noon
  • Time Sheets sent to Department – Wednesday, 11/16/16 at 9 am
  • Time Sheets Due to Payroll – Friday, 11/18/16 at Noon
  • Electronic Time Submission – Friday, 11/18/16 at Noon
  • Electronic Time Approval – Friday, 11/18/16 at 2 pm

All electronic time approvers should assign a designated proxy. For instructions on how to set up a proxy, please visit: https://www.mtu.edu/hr/supervisors-admins/payroll/docs/web-time-approver.pdf


Veteran’s Day Payroll Processing Change

Due to Veteran’s Day on Friday, November 11, 2016, which is observed by the Federal Reserve, deadlines for payroll forms will be as follows for the period October 23 – November 5, 2016 (BW23).

  • Time Sheets sent to Department – Wednesday, 11/2/16 at 9 am
  • Time Sheets Due to Payroll – Friday, 11/4/16 at Noon
  • Electronic Time Submission – Friday, 11/4/16 at Noon
  • Electronic Time Approval – Friday, 11/4/16 at 2 pm

Checks and Direct Deposits will be dated Thursday, November 10, 2016.

All electronic time approvers should assign a designated proxy. For instructions on how to set up a proxy, please visit: https://www.mtu.edu/hr/supervisors-admins/payroll/docs/web-time-approver.pdf


University Closure Time Reporting

As you know, the University closed due to severe weather on Friday, February 21,2014 beginning at 2:00 p.m.

As stated in University Policy 2.1010 Closure of University, if there is a declaration of University closure for a specified period of time, most employees will be allowed to go or stay home with pay. However, operational and other employees required to stay or report to work will receive equal time off at a later date at the convenience of their respective departments. A link to the University policy is provided below.

As timekeepers and supervisors, it is helpful to share information about how hourly employees will be compensated, as there is always anxiety and uncertainty regarding compensation when these rare situations arise. Exempt employees are expected to fulfill their job responsibilities and are not required to report exception time for closures. Specific instructions for timekeepers are listed below. Please call Payroll Services at 487-2130 with questions or for clarification.

TIMEKEEPER INSTRUCTIONS:

Please use earnings code 350 for scheduled hours for hourly employees to be compensated for hours away from work due to the University closure Friday, February 21, 2014 beginning at 2:00 p.m. Employees who were previously approved for vacation or other leave for these hours should use the normal earnings code(s) that apply.

 

Equal time off at a later date given to those hourly employees that were required to work during the closure (as determined by their supervisor) will also use the 350 earnings code. This should match hour-for-hour any time worked on Friday, February 21, 2014 after 2:00 p.m. This comparable time must be used by June 30, 2014.

The standard calculation for regular time and overtime will apply to employees who were required to work during the closure.

Hourly employees can use vacation or comp time to make up for any hours missed due to exercising personal judgment about their ability to travel prior to the closure period beginning at 2:00 p.m. on Friday, February 21,2014.

http://www.admin.mtu.edu/admin/policy/gen/1010.htm


Electronic W-2’s available on Banweb

The electronic W-2’s are now available on Banweb for all employees that have consented to an electronic copy. Paper forms of the W-2’s will be mailed the week of January 27th.

If you would like to recieve an electronic copy of your W-2 it’s not to late. Just, log in to Banweb (www.banweb.mtu.edu) and click the Employees box, then Tax Forms, and then Select Electronic W-2 Consent. Follow the prompt to provide electronic W-2 consent.

Payroll Holiday Schedule

The University will be closed December 24, 25, 31 and January 1 due to the observance of Christmas and New Year’s Day.   Following are the adjusted deadlines for the pay periods ending 12/21/2013 and 1/4/2014:

 

BW 26 Deadlines (12/8/2013 – 12/21/2013)

 

  • Status Forms & EPAF’s (BW 26) Monday , 12/9/13 at Noon
  • Deduction Forms Friday, 12/13/13 at Noon
  • Time Sheets Sent to Departments Friday, 12/13/13 at 9AM
  • Paper and Electronic Time Sheets due to Payroll Tuesday, 12/17/13 at Noon
  • Web Time Entry Approval  Tuesday, 12/17/2013 at 5 PM

****Paychecks and Direct Deposits will be dated 12/27/13.