Payroll Communication: Salary Verifications and Federal Form W-4

Salary Verifications

Salary verifications that are sent to payroll must be requested at least 48 hours in advance. The department requesting the salary verification must include individuals full name, M number, and position number. 

Federal Form W-4 

The information supplied on the Federal Form W-4 form is used to determine the amount of Federal income tax to withhold from your paychecks.  Failure to submit a Form W-4 or submitting an invalid form will default your W4 form to a status of single with no adjustments. This could result in  the incorrect amount of federal taxes being withheld from your paycheck. 

Form W-4 must be CURRENT year form. The W-4 form CANNOT be completed in pencil. The W-4 Form MUST be signed. If the W-4 Form is completed in pencil, is not the current year, or unsigned, it will be invalid. If W-4 is invalid the withholding amounts will be entered as a default setting of single with no adjustments until a valid form is received.

Form W-4 needs to be completed only once unless there is a change in address, tax status, or you claim exempt from federal withholding. Employees who claim exempt on their Federal W-4 will be asked to complete a new Federal Form W-4 before February 15 of each calendar year.

Basic Instructions – 

Step 1 -Personal Information – name- first, middle initial (if you have a middle name), last (family)

social security number (leave blank if you do not have one)

home address – this is NOT your home country address but your local address

Marital status – Employees who are married may select “married, but withhold at a higher Single rate

Step 2 – Multiple Jobs or Spouse Works – Complete this section if you hold more than one job or are married filing jointly and your spouse also works. Only complete this section if it applies to you. Otherwise leave this section blank.

Step 3 – Claim Dependents – Enter dependent information as instructed and put the total on line 3. Complete this section only if it applies to you.

Step 4 – Other Adjustments (optional)– a. enter other income; b. enter other deductions (use worksheet on page 3); c. enter extra withholding. Complete this section only if it applies to you. 

Step 5 – Sign and Date


Thanksgiving Holiday Payroll Schedule

Due to the Thanksgiving Holiday observance on November 25th and 26th, for the off cycle ending 11/26/2021, the deadlines for payroll forms and HRIS forms will be as listed below.

  • Deduction Forms: Wednesday, 11/24/21 at Noon
  • Status Forms & EPAF Submissions: Wednesday, 11/24/21 at Noon
  • Time Sheets Sent to Departments: Tuesday, 11/23/21 at 9:00AM
  • Off Cycle Request Due to Payroll: Tuesday, 11/23/21 at Noon
  • Reallocations Submission: Tuesday, 11/23/21 at Noon

Have a safe and happy Thanksgiving!


Lunch and Learn: Celebrating Women’s Health

Join us on Wednesday, November 3 at Noon in the MUB Ballroom (B3) as physical therapist Dr. Anne Cooke and licensed massage therapist, Kristi Kirkpatrick, celebrate women’s health.

Cook and Kirkpatrick will explore many aspects of women’s health including: mental health, self-care, physical health and nutrition. Learn how these all merge to make us our optimal selves at work and home.

This Lunch and Learn will count toward Option 2 on your Husky Health Checklist form for 2021!


Career Day at Michigan Tech

Michigan Tech is hosting a Career Day next Monday, October 25, 2021 for local employers. Our target job seekers are those looking for food service, custodial and office work. The event will take place in the MUB Ballroom and is open to all job seekers in the community.

Two sessions will be open to the public:
-Session 1 – 10 a.m. to 2 p.m.
-Session 2 – 4 p.m. to 7 p.m.


Payroll Deadline Updates and Other Information

Effective immediately, the NEW submission deadline for paper timesheets and revised timesheets is noon on Tuesday of payroll weeks. The payroll calendar on  https://www.mtu.edu/hr/supervisors-admins/payroll/payroll-deadlines.pdf has been updated as well as the HR blog.

Human Resources would like to ensure that any and all timesheets submitted by the department are accurately processed.  In order to do this, we need your help.  The following are some important reminders for departments and timekeepers.  Receiving timesheets with incomplete information will only delay payroll for those employees.
In addition to the change in paper timesheets and revised timesheets deadline, Payroll Services would like to remind everyone completing these timesheets to fill them out accurately so they are able to be processed. Common errors that will cause a timesheet to be returned and an employee to possibly miss a paycheck are: missing position numbers, two positions numbers on the same timesheet, incomplete timesheets, employee signatures missing, supervisor signatures missing, employee signatures being signed by supervisors, and/or someone else signing in both employee and supervisor line. In order to process the timesheet, it must be submitted with all the correct information and all the appropriate signatures by noon on Tuesday of payroll weeks. Timesheets received after noon on Tuesdays will be processed the next pay period. Timesheets returned for correction will need to be run on the off cycle at the cost of the department.

Next, make sure all approvers have set up a “proxy” to approve time in their absence. Having a proxy is a great way to cover for any regular timesheet approvers who may go on vacation, may be unexpectedly on leave, or unable to get to a computer and approve time. As a reminder, should the regular or primary approver leave the department or University, the proxy will NOT automatically become the new approver. The department will need to submit an EPAF for a new primary approver.

Reallocation form reminder: the department is responsible for getting reallocation forms requiring Sponsored Programs Accounting (SPA) signatures to SPA for index override approval. (See the form for the list of indexes needing SPA approval.) Once SPA approves the index overrides, the reallocations forms are then ready to submit to Payroll. Make sure to have SPA approve reallocations first before submitting to Payroll Services. Reallocation forms requiring SPA approval missing SPA signatures will be returned to the department. 

In order to help remind time approvers and provide the best customer service possible, Payroll Services will send one email reminder to approvers after 2:00pm on Mondays and will make one phone call reminder on Tuesday mornings.

If you have any questions, please feel free to contact Payroll Services at 906.487.2130


Fall 2021 Flu Shot Clinics

U.P. Health System-Portage will offer walk-in flu vaccine clinics on campus this Fall. Employees, retirees, family members and students are welcome to attend one of the flu clinics. The flu vaccine can be billed to insurance, so be sure to have a valid copy of your insurance card with you when you arrive.

Flu shots are $40 for those who do not have insurance and are payable by cash, check or credit card. All flu shot clinics will practice 6 feet social distancing and you are required to wear a mask. If you don’t feel well, please stay home and plan to attend a future clinic.

Be sure to fill out the 2021 Influenza Vaccination Authorization Form before you arrive.

DateLocationTime
Tuesday, October 5, 2021Rozsa Lobby (Building 10)11:00AM – 2:00PM
Tuesday, October 12, 2021SDC Ice Arena Balcony (Building 24)4:00PM – 6:00PM
Tuesday, October 19, 2021Rozsa Lobby (Building 10)11:00AM – 2:00PM
Thursday, October 28, 2021Rozsa Lobby (Building 10)4:00PM – 6:00PM


Promotion, Tenure and Review Resources

Academic Faculty Employment Services reminds departments that resources for the faculty review process can be found on our faculty designated web page: https://www.mtu.edu/hr/current/faculty/. The schedule of administrative deadlines is also included under important dates and deadlines on this page. Please call 487-2280 with any questions.


Performance Management Form Updated for the 2021-2022 Cycle

Michigan Tech is committed to an annual performance management process that fosters communication and engagement, encourages professional development, supports improvement, and motivates employees to perform at their best.

Human Resources is pleased to announce the updated performance management form is on the Performance Management webpage (https://www.mtu.edu/hr/current/performance/).

As a reminder to supervisors of all non-union staff employees; set goals now if they have not been set already for the 2021-2022 cycle. Mid-year review meetings with employees should be scheduled for October 2021.

Any questions can be sent to performancemanagement-l@mtu.edu