3. General (to include pay schedules)
4. Reporting Work and Leave Time
5. W-4 Form
6. W-2 Form
7. Direct Deposit—Enrollment
8. Direct Deposit—Termination
9. Direct Deposit—Pay Advices
10. Direct Deposit—Adjustments and Corrections
11. Director of Finance Responsibility
2.1 “Depository Institution” means any financial institution which accepts customer deposits which are insured by the FDIC or NCUSIF*. Banks, savings banks, savings and loans, and credit unions are examples of depository institutions.
*Some credit unions are not required to participate in the NCUSIF deposit insurance program. The majority of such credit unions participate in private share insurance programs. For purposes of these regulations, a credit union which has private share insurance or is eligible to participate in the NCUSIF program meets the definition of depository institution.
2.2 “Direct Deposit” means the electronic transfer of money via the Automated Clearing House from the University’s bank account to a depository institution account or accounts designated by a participating Employee.
3.1 Payroll Schedules. The Payroll Office shall issue the payroll schedules. Direct deposits shall be made and paychecks issued according to the schedule below:
3.1.1 Faculty Employees not on a twelve-month contract shall receive the first payment in August and the last in June. The June payment shall include the amounts applicable to both June and July.
3.1.2 Adjunct faculty Employees shall be paid in four equal monthly installments for each semester of teaching. For the fall semester, the first payment is in September. For the spring semester the first payment is in February.
3.1.3 If essential payroll information is not received in time to issue payment to Employees as scheduled, a payroll check shall be issued no later than the Employee’s next regular pay date.
3.2 Early Paychecks. There shall be no early paychecks. For short holiday weeks, a directly deposited payroll will be in the depository institution account on the regularly scheduled pay date.
3.3 Issue Location. Paper payroll checks are normally issued in the Business Office during the regular Business Office hours.
4.1 Management Approval and Responsibility.
4.1.1 Leave requests are subject to approval by the Employee’s supervisor. Approval will be based upon management’s rights and responsibilities to plan and control work schedules.
4.1.2 It shall be the responsibility of the Department Head to:
4.2 Non-Exempt Employees. These Employees shall report, by the method assigned them, all time actually worked for the University, and shall also report:
4.3 Exempt Employees. Exempt Employees eligible to earn leave shall report, by the web time entry method, all personal leave and sick leave.
4.4 Corrections of Reported Leave. Employees shall notify their supervisors who in turn shall notify the Human Resources Department of any changes to be made to the Employee’s timesheet after submission.
5.1 Failure To Provide. If an Employee does not submit a completed W-4 form, the University is required to withhold taxes as if the Employee is single with no withholding allowances.
5.2 Social Security Number. The Employee’s name and Social Security number must appear on the W-4 form exactly as it appears on the Employee’s Social Security card.
5.3 Additional Information.
5.3.1 The W-4 form:
5.3.2 To revise the W-4 form, the Employee must complete a new form and submit it to the Payroll Office. Federal, but not state, withholding may also be changed online via the Employee tab on MyWashburn.
5.3.3 The State of Kansas does not have an exemption certificate equivalent to the W-4 form. The Employee must use a paper copy of the W-4 form to establish or revise Kansas withholding and shall write “Kansas only” at the top of the form.
5.3.4 If the Employee does not furnish a “Kansas only” W-4 form, the filing status on the federal W-4 form shall also be used for Kansas withholding.
5.3.5 Employees considered non-resident aliens for tax purposes are subject to additional W-4 form requirements. See the Director of Finance for more information.
6. W-2 Form. The University shall, by January 31, furnish a W-2 form to each Employee to whom wages were paid in the previous year. This federally required statement provides the amount earned as well as the amounts of various withholdings and deductions.
7.1 Depository Institutions. Direct deposits may be made only to depository institutions as defined in Section 2.1 above.
7.2 Direct Deposit Eligibility. All Employees, except those employed on an incidental basis, may elect to receive their salary or wages via direct deposit. Employees not electing to participate will receive a paper check.
7.3 Direct Deposit Enrollment. To enroll in direct deposit, the Employee shall submit to the Payroll Office a:
7.3.1 Direct Deposits may be made to multiple accounts. When the direct deposit is to be made to multiple accounts:
7.3.2 Once direct deposits have been made to the Employee’s secondary accounts, the balance of salary or wages will be deposited into the primary account.
7.3.3 Enrollment in, modifications to, or termination from direct deposit shall be done for:
7.3.4 Modifications such as name changes, account number changes, changes in depository institution, or changes in other direct deposit information shall be made in writing.
8.1 Termination Instructions. Submit written notice (fax and e-mail are acceptable) of termination to the Payroll Office.
8.2 Re-enrollment. An Employee who terminates participation may choose later to re-enroll.
9. Direct Deposit—Pay Advices. Direct deposit pay advices shall be delivered, on or about the pay date, to the Employee’s Department for distribution to individual Employees. The pay advices show the Employee’s gross pay, deductions, net pay and other information.
10.1 Adjustments by Paper Check. The Banner payroll module only processes direct deposit on the initial “regular” processing of payroll.
10.1.1 Any additional net amount due the Employee resulting from an adjustment shall be made only by paper check. The check shall be made available to the Employee in the Business Office.
10.1.2 Any amounts due the University resulting from the adjustment will be processed as follows:
11. Director of Finance Responsibility. The Director of Finance shall be responsible for providing the direct deposit files to the University’s bank. The files shall be provided in sufficient time for funds to be available in Employee’s accounts on the scheduled pay dates.