Tag: Payroll

Memorial Day Holiday Schedule

Due to the Memorial Day Holiday on Monday, May 30th, 2022, deadlines for payroll forms will be as follows for the period May 15th through May 28th, 2022 (Bi-weekly 11). As a department timekeeper, it is your responsibility to share this information with all employees in your department.

Please be sure that all web time approvers have a designated PROXY set up.

-Status Forms Due to Human Resources: Thursday, 5/19/22 at Noon
-EPAF Submissions: Thursday, 5/19/22 at Noon
-Deduction Forms: Tuesday, 5/24/22 at Noon
-Electronic Time Submission: Friday, 5/27/22 at Noon
-Web Time Entry Approval: Friday, 5/27/22 at 2:00PM

For instructions on how to set up a proxy, please click here.


How to Record Comp Time

Eligible hourly employees will track their compensatory time balance using their time entry method (web time entry, department time entry, Time Clock Plus, paper time sheet). To use this feature, employees will record two different earning types; one to build the balance and one to use the balance. After each pay period is processed, the employee and their time entry approver can view the new compensatory time balance via Banweb.

Below is how the new compensatory time tracking will be recorded for each of the different time entry methods:

Web Time Entry
The earning type “Comp Time Earned” will be used to accrue (add) hours to the Compensatory Time balance.
The earning type “Comp Time Taken” will be used to reduce (subtract) hours from the Compensatory Time balance.

Time Clock Plus
The job code “Comp Time Earned” will be used to accrue (add) hours to the Compensatory Time balance.
The job code “Comp Time Taken” will be used to reduce (subtract) hours from the Compensatory Time balance.

Department Time Entry
The earnings code 450 will be used to accrue (add) hours to the Compensatory Time balance.
The earnings code 460 will be used to reduce (subtract) hours from the Compensatory Time balance.

Paper Time Sheet
The earn code 450 will be used to accrue (add) hours to the Compensatory Time balance.
The earn code 460 will be used to reduce (subtract) hours from the Compensatory Time balance.

If you have any questions, please contact Payroll Services at payroll@mtu.edu


Elimination of Departmental Time Sheets

Payroll Services is reorganizing the payroll processes which will change some of the ways timekeepers submit changes for department time sheets. This reorganization process is being done to in order to be more efficient in running the payroll process and to align submitting revised time sheets and reallocations with the normal process for those not on department time.

Beginning with Bi-weekly 06 (March 6, 2022 – March 19, 2022), payroll will be eliminating the process of sending department time sheets. Department timekeepers will be responsible for signing and submitting time sheets and reallocations. Paper time sheets will need to be submitted if there is exception time to report or if any index overrides are needed. If a paper time sheet is not submitted for index overrides, a Reallocation Form will then be needed to make the necessary corrections to the indexes. Exception time includes vacation, sick, personal, parental, holiday, seasonal, and bereavement.

Timekeepers can access Gross Earnings and other reports via Banner 8 as needed.


Seasonal Days Payroll Time Reporting

In the email from Renee Hiller, Director of Human Resources, on November 11, 2021: the 2021 December Holiday Schedule was revised to include three paid season days on December 27, 28 and 29, 2021. Those whose services are deemed necessary by their supervisor on these days will receive equal time off at a later date in coordination with their supervisor.

Time Reporting Instructions:
Both hourly and exempt employees should use earn code 320 – Seasonal Day when completing their timesheets for the seasonal days. This earn code will become available for use within the time reporting systems for Bi-weekly 01. Employees who are using equal time off at a later date should also report those hours under the 320 earnings code.

Please contact Payroll Services at 487-2130 or by email payroll@mtu.edu with any questions.


Payroll Winter Holiday Schedule

The University will be closed December 23 through December 31 in observance of the Winter Holidays. Below are the adjusted deadlines for the pay period December 12 through December 25 (bi-weekly 26). As a department timekeeper, it is your responsibility to share this information with all employees in your department.

Please be sure that all web time approvers have a designated PROXY set up.

  • Status Forms & EPAF Submissions Friday, 12/10/2021 at Noon
  • Deduction Forms Wednesday, 12/15/2021 at Noon
  • Time Sheets Sent to the Department Thursday, 12/16/2021 at 9:00am
  • Time Sheets due to Payroll Monday, 12/20/2021 at Noon
  • Electronic Time Submission Monday, 12/20/2021 at Noon
  • Web Time Entry Approval Monday, 12/20/2021 at 2:00pm

*There will NOT be an Off-Cycle or Reallocation batch the week of December 19, 2021 due to the holiday processing scheduling for Bi-weekly 26. Pay day for Bi-weekly 26 will be Friday, December 31, 2021. Status Form and EPAF Submissions for Bi-weekly 01 will be due Tuesday, December 28, 2021. Regular payroll processing schedules will resume on Monday, January 3, 2022.

Have a safe and Happy Holiday Season!

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


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!


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