Q: When am I paid?
A: Check the link that corresponds to your employment status
Q: When are timesheets due in order to be included in the next payroll?
A: Please refer to the Payroll Schedule that is posted
The Payroll Schedule states when a timesheet is due to the Payroll Department. Some departments on campus have earlier deadlines in order to allow time for internal review and approval before sending the timesheets to Payroll.
Q: What happens if a timecard/sheet is turned in late?
A: Late timesheets will be held in Payroll and paid on the next regularly scheduled pay date.
Q: What is an Employee ID number, and where do I get one?
A: Once an employee’s Salary Authorization has been entered into the payroll system, a computer-generated Oracle Employee Number will be assigned. This number can be found at the top of each check stub in the Employee Number box, or by going to Employee Self Service on MyJob and looking at the Personal Actions / Personal Information / Basic Details.
With the sharp increase of identity theft in recent years, the University has taken steps to convert to the use of Oracle Employee Numbers in place of Social Security Numbers wherever practical. It is in your best interest to know your Oracle number and use it on all timecards/sheets. (Note: Your Oracle number is not the same as your MU ID number. The Payroll Department does not use the MU ID for any purpose.)
Q: Where do I go to fill out my I-9?
A: All I-9s for Student employees should be filled out and returned to Student Employment, located in the 1212 building, room 415. Administrators and Support Staff should complete their forms in Human Resources. Faculty must complete theirs within their hiring department/college.
Do not send I-9 forms to the Payroll Department, as this will hold up processing of your salary authorization and will possibly keep you from being paid in a timely manner. I9 documentation is retained in Student Employment, the Provost Office, or Human Resources, NOT in Payroll.
Q: What happens if an employee does not complete their W-4?
A: Form W-4 (Employee’s Withholding Allowance Certificate) communicates the taxable withholding status and number of allowances an employee wishes to claim for payroll tax purposes. All employees must complete this form so that the correct amount of Federal Taxes can be withheld. If no form is submitted, then the employee defaults to Single status with zero allowances, which results in the highest tax withholding.
Q: What are the rules for student employees regarding Social Security and Medicare taxes?
A: According to IRS regulations, generally stated, students are exempt from both Social Security and Medicare taxes while they are enrolled in classes at a qualified higher education institution. However, the exemption does not apply to services performed during school breaks of more than five weeks. Thus, many students who work during the summer break will pay Social Security and Medicare taxes during that time. In order to be exempt during summer break, students must bring proof of enrollment to the Payroll Department at the beginning of the summer term and are subject to work hour restrictions. Please contact Payroll for more information.
Q: What if an employee does not have a social security number?
A: Ideally all new employees must have a validly issued social security number and have provided that number to Student Employment or Human Resources at or before the time of hire.
In the event a new employee does not have a validly issued social security number he/she must provide to Student Employment or Human Resources no later than 72 hours after hire (similar to I-9 documentation) an official “receipt” that proper application has been made. If such receipt is not provided within this 72-hour period, the employee will not be allowed to continue working until such time that it is satisfactorily provided.
If, after a reasonable period of time (no later than 6-8 weeks), a hired employee who had produced a valid receipt of social security application at time of hire still has not received or produced a valid social security number, he/she may be suspended from employment until the situation is addressed. If this occurs both Student Employment or Human Resources and General Counsel must be consulted to determine the appropriate course of action.
Q: Where and How are paychecks delivered?
A: Paychecks and direct deposit advices are delivered to departments in a special run by Mail Services in red Confidential envelopes each payday. Individual paychecks must be picked up in a department where the employee actually works.
Q: If a student has more than one job, where will they pick up their check?
A: When the Payroll Department receives new salary authorizations at the beginning of each academic term, including the beginning of the summer term, students are updated in the system with the location of the salary authorization first received. If a student has more than one job, he/she may choose which location to use. Simply fill out a Paycheck Routing Change Request form, located at the following web site and return to Student Payroll.
http://www.marquette.edu/comptroller/forms.shtml
Q: What do I do if I lose or accidentally destroy a paycheck?
A: Notify Payroll as soon as possible. We will put a stop payment on the check and re-issue it on the following Friday. But, please make sure the check really is lost before you call. Each stop payment costs the University $35.
Q: What if I find a check after I have had a stop payment done on it?
A: Whatever you do, DO NOT CASH THAT CHECK!! If you try to cash a check that has been stopped, the check will bounce, and you will be responsible for any overdraft charges or fees incurred. If you find a check for which you had requested a replacement, call the Payroll Department right away. Sometimes if you call us early enough, there may still be time to reverse the stop payment so that you can cash the check. Otherwise, you should return the stopped check to Payroll and wait for the re-issued check.
Q: I have already changed my permanent (home) address on CheckMarq or with the Registrar’s Office. Do I still need to change it through Payroll?
A: No. Address changes in CheckMarq upload to the Payroll system automatically. Just remember - the address you have on file in the Payroll Department should be the address to which you would like your W-2 mailed at the end of the calendar year.
Q: My last paycheck for the academic year will be processed after I have left school. How do I get my check mailed to me?
A: If you will need paychecks mailed to you, please make arrangements with your supervisor(s). Some may require that you leave them a Self Addressed Stamped Envelope. The Payroll Department DOES NOT mail checks.
You may also want to consider signing up for direct deposit, if you have not done so already. You may obtain a Direct Deposit request form from the Payroll Department or download a copy from our website at: http://www.marquette.edu/comptroller/forms.shtml
You can also enroll in Direct Deposit online by using Employee Self Service. Log into MyJob, Personal Actions, Manage Payroll Payments. Instructions are available on the MyJob home page.
Q: When is Tuition Remission taxable to me and when is it not? How will the taxes affect my paycheck?
A: Please refer to the Tuition Remission Tax Implications document posted on the Payroll web page: http://www.marquette.edu/comptroller/payroll.shtml. You may also contact Financial Aid or Employee Benefits for additional information.
Q: How should I hire Student Summer Help?
A: Per Marquette Policy, these are the scenarios for hiring a student within the summer months:
Q: Am I eligible for a tax exemption in the Summer if I am a Student?
A: Summer FICA Exemption for Students
Q: I can't see my Payslip on MyJob! Did I get paid?
A: If you have direct deposit, then a quick call to your bank or a review of your bank account on-line can confirm whether or not you were paid. If you were, then please review your printing options under Employee Self Service / Personal Actions / Printing Options.
In the box titled “Self Service Preference for Person” you should see the Document Type of “Payslip” and a “Yes” in the Online box. If the Online box says “No” then you need to edit your preferences so that you can view your Payslip on-line. Click the “Update” button and follow the instructions.
If you do not have direct deposit, or if your bank account shows nothing was deposited on pay day, please check with your supervisor first, then call Payroll for further information.
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