The staff of Payroll Services welcomes you to our New Employee Orientation

1. The staff of Payroll Services welcomes you to ourNewEmployee Orientation

2. Mission • The mission of Payroll Services is to support the teaching and research efforts of Washington State University employees as well as to support the mission of the division of Business Affairs. • By providing accurate and timely compensation for work performed; • Ensuring all deductions, benefits and taxes are correctly deducted and reported timely to the appropriate agency;

3. Mission • Maintaining employees’ earnings, payroll and benefit records, and • Ensuring we are compliant with all University, state and federal laws, rules and regulations. • In summary, our mission is to provide leadership and excellence in Payroll Services for Washington State University and Business Affairs.

4. Paydays • WSU’s pay frequency is known as a semi-monthly lagged payroll leave period • Paydays are set by RCW 42.16.010 • Employees can decide to either have their net pay Directly Deposited or receive a paycheck mailed to their home. • Pay PeriodsCyclePayday • 1-15 RG1 25th of the current month16-31 RG2 10th of the next month

5. Payment Type • If you are faculty, administrative/professional, classified staff or a graduate student on .25 or more full-time-equivalent, you are paid on an exception pay basis. You are paid until the funding expires for your appointment. • If you are an undergraduate student or a non-student hourly employee or receive payment via faculty time card, you are paid on a positive pay basis. This means time must be submitted every paycycle on your behalf or you will not be paid.

6. W-4 Withholding Form • All new hires must complete a W-4 form to instruct Payroll Services how much federal income taxes to withhold from each of your paychecks. • There are two tax calculators provided under the Taxes section of Payroll Services website www.wsu.edu/payroll to provide assistance in determining how to complete the W-4 forms.

7. W-4 Withholding Form • Non US citizens who are not resident aliens should ignore the completion instructions on the top of the W-4 form and complete the form as • Single (even if married) • 1 withholding allowance • See Non US citizens section of Payroll Services website www.wsu.edu/payroll to provide complete instructions on how to complete form W-4

8. W-4 Withholding Form • If your VISA type is J-1 and you are hoping to secure a tax treaty exemption from federal income tax then complete the Tax Determination Questionnaire from the Payroll Services website under Non US citizens and fax it (509) 335-1472 along with a copy of your passport, VISA and I-94 form to Payroll and someone will contact you, if you qualify for a tax treaty exemption.

9. Direct Deposit • Convenient, saves time, safe, secure • All employees are eligible • To enroll, sign authorization form and attach void check • Must have U.S. issued social security number in order to enroll • Be sure and report to Payroll Services any account number changes or if you decide to change banks or bank account numbers

10. View Payments online if on Direct Deposit • WSU provides a secure internet site where employees can view and/or copy their earnings details four days before payday. • All you need is a network ID and password. You’ll need to know your WSU ID number in order to get your Network ID. • Your department personnel should be able to assist you.

11. View Payments online if on Direct Deposit • WEB-PBS stands for Payroll and Benefits on the web and besides being able to view earnings detail you’ll be able to view: • Employee Benefit Details • Retirement contributions • W2 tax statements • Direct Deposit account Details • Salary Pay Rate and Funding source • W4 Tax Status

12. myWSU Portal • You can also view the above data by using your network ID and password to log into myWSU Portal and click on Employment then Payroll & Benefits.

13. What To Do If Not Paid • Contact your supervisor or the payroll person in your department and find out why you weren’t paid. Payroll is calculated five days before payday so your department has two working days to review and approve all payments prior to payday.

14. What To Do If Overpaid • Notify your supervisor or the payroll person in your department or notify Payroll Services (509) 335-9575 or email payroll@wsu.edu with details. State of Washington ethics laws prohibit you from keeping any overpaid funds.

15. What To Do If Your Mailed Paycheck Never Arrives • No sooner than two days after payday, we will have you complete an affidavit for lost or stolen warrant form which must be notarized, then there is a 2 working days period for Payroll to prepare a replacement check. Sign up for Direct Deposit to avoid having to wait for your money.

16. Are You a Graduate Student on a 50% or greater appointment? • Learn about our payroll deduction program for tuition and misc fees each semester located under “Student Pay” section of the Payroll Services website www.wsu.edu/payroll

17. Are You a Non-resident Alien? • See section on Payroll Services website called Non U.S. Citizens for annual income tax preparation and tax treaty information.

18. Are You a Faculty, Administrative Professional or Classified Staff Member? • Be sure and attend benefit orientation as quickly as possible so you can make an educated, informed decision about your medical coverages. • Most medical plans require payroll deduction for premiums and the longer you delay making a choice, the more retroactive premiums may be withheld from your first paycheck.

19. Are You a Faculty, Administrative Professional or Classified Staff Member? • Medical premiums withheld from the 10th of the month and the 25th of the same month represent the premiums due for that month’s health coverage. • Life insurance premiums are withheld from the paycheck of the 25th and the 10th of the next month.

20. Name Changes • Name changes for WSU are processed by Payroll Services. See special section known as Name Changes on Payroll Services website for particulars www.wsu.edu/payroll • If you are a nonresident alien, you must update your passport and present it to Payroll before your name change can be processed.

21. Payroll Services Website • www.wsu.edu/payroll • Visit our website frequently for the latest income tax information • See section that applies to you for lots more payroll information: • Student Pay • Faculty & Staff Pay • Non US Citizens – tax treaties • Paydays • Taxes – tax calculators • Name Changes

22. Contact Us • Email: payroll@wsu.edu • Phone: (509) 335-9575 • Fax: (509) 335-1472 • Address: Payroll Services • PO Box 641024 • 236 French Admin Bldg • Pullman, WA 99164-1024