• Payroll Reps
• Employees

Reps General I'm a new payroll rep in my department; can you add my name on your payroll rep email list? If you are a new payroll rep or administrator or hold another position involved in the payroll process, you should fill in the New Payroll Contact Form and submit the information. Payroll Entry Forms How long does it take for FS-Payroll to process a payroll entry? Payroll entries are processed on a FIFO (first in first out) basis.  Generally, they are processed within 24 hours of receipt in FS-Payroll.  At times of heavy volume it may take longer. However, if the payroll entry is received by the deadline on the payroll calendar (and the entry was filled out completely and accurately) then we guarantee it will be completed for that particular pay cycle.  How do I know if a payroll entry has been processed? There are two ways of knowing- 1) the pink copy of the entry has been returned to you and 2) the information appears in the “Salary Notes” screen in the Payroll Tracking System. New Hires What paperwork needs to be submitted in order for a new employee to be paid? Click here for the Appointment Checklist table that indicates by category of employee, the forms necessary for adding an employee to the payroll system. Terminations What paperwork needs to be submitted when an employee terminates employment? A “Notice of Separation” form (6 part form) should be attached to the approved payroll entry and sent to FS-Payroll.  If applicable, a “Notice of Termination of Health Benefits” form should be sent to HR-Benefits. For hourly employees, please be sure not to delete the employee too soon since there is a full pay period lag between pay period worked and pay date. Payroll Certification Journals and Cards What’s the difference between a “payroll certification” card and a “one payment appointment” card? The same form is used for two different purposes.  The “payroll certification” purpose supplements the payroll certification journals so that between the two, an employee is paid in accordance with the most recent payroll entry for that employee.  The “one payment appointment” purpose is used to make a payment to an employee that is not reflected on a payroll entry. Payroll Advances When can I request a payroll advance? Payroll advances are used when the paperwork for an employee is received by USM too late for processing so an employee does not receive a paycheck through the normal process.The form “Application for Employee Advance” (6 part form) must be submitted to FS-Payroll no later than Monday at noon following the payday.A “Payroll Certification” card must be attached to the form as evidence that wages are due to the employee so that the wages can be recovered on the next payday. Typically payroll advances are done for new employees (at 50% of the gross wages due) but can be used if an employee is expired on an account in error (the amount can be based on what the employee’s net pay usually is). Payroll Transfers What is the difference between a payroll entry “per list” and “per letter”? Payroll entries “per list” are those transfers that are done because a payroll entry was submitted involving changes in funding sources. As payroll entries are processed by FS-Payroll, the entries with funding changes are logged in a “list” in order of processing date. Payroll entries “per letter” are those transfers that are initiated by the department involving changes in funding sources that are not documented on the payroll entry. How long does it take for FS-Payroll to process a payroll transfer? Payroll transfers per list cannot be processed until the payroll entry that caused the transfer takes effect. This is referred to as being “cleared”. When the payroll transfer “clears” (1-2 pay periods after processed by FS-Payroll), it can be processed by FS-Payroll. This will take at least one more pay period depending on the number of payroll transfers that have been received during that time frame. Generally, you can expect to have the transfer processed within 45 days of delivery to FS-Payroll. How do I know if a payroll transfer has been processed? All payroll transfers, whether by list or letter, are recorded in the Payroll Tracking System. They are noted on the “Salary Notes” screen and on the “Master Card Detail” if applicable. Foreign Nationals Forms When do we need to file W-9? If an employee has a “Green Card” (Permanent Resident) or meets the "Substantial Presence" test (Resident Alien) he/she needs to file a W-9. It is filed with the Citizenship Status Form and W-4. A permanent resident files these forms once. A resident alien files these forms annually. Treaties What is a treaty? A tax treaty is an agreement between the U.S. and certain foreign countries that offers a reduced rate of, or possibly a complete exemption from, U.S. federal income tax for residents of those particular countries to avoid “double taxation” of income. The reduced rates and exemptions vary among countries and types of visas (there are differences in length of time and maximum income). Who do treaties apply to? Treaties apply to non-resident aliens who meet precise qualifications and residency requirements defined in the treaty articles’ text. It is not automatic- the appropriate tax forms must be filed in a timely manner. For more information on tax treaties, click here for IRS Publication 901- U.S. Tax Treaties (4/01).   Employees New Hires What forms am I required to complete so I can get paid? The following forms must be completed in order to enter an employee in our payroll system: W-4/MW 507- Employee Withholding Allowance I-9- Employment Eligibility Verification Direct Deposit Enrollment or Exemption UMB Policy Acknowledgements Personnel Supplemental Data Information Retirement Selection forms (if eligible) Certification of Receipt of Benefits (if eligible) How long does it take for me to get my first paycheck? The date your paperwork is completed and processed and the day in the payroll cycle you begin your employment at UMB primarily determines the exact date you receive your first paycheck. By working with your payroll rep to assure your paperwork is timely and accurate, you should have your first paycheck no later than the second payday after your hire date. Tax Forms Why was my W-4/MW 507 rejected? A W-4 will be rejected for any of the following reasons: It is not completed using black ink. It has crossed out information or “white out” on it. It is missing information such as County or marital status. Click here for detailed instructions on completing this form. If my W-4/MW 507 was rejected, why are taxes coming out of my paycheck? According to government regulations, in the absence of a valid W-4/MW 507, taxes will be withheld on the basis of “Single” status with 0 (zero) exemptions. When a valid form is filed, the appropriate taxes will be withheld from that point forward but no adjustment will be made for taxes previously withheld. When do I get my annual W-2? As required by law, W-2’s are sent by January 31st of the following year for which it applies. UMB does not issue W-2’s. They are issued and sent by the Maryland State Central Payroll Bureau (CPB). If you have not received your W-2 by February 1st you must call CPB at 410-260-7965. Direct Deposit How long does it take for my direct deposit to start? Once an employee is in the payroll system (it can take new employees 2-3 pay periods to be “in the system”) it will take 2 more pay periods for direct deposit to begin. A “pre-note” is done which is a test of the bank routing and account number. If the bank does not reject the pre-note then the direct deposit will begin next pay period. How long does it take for my direct deposit to stop? A direct deposit will stop within 21 days of filing the form with Central Payroll Bureau. You will begin receiving a regular paycheck when direct deposit has stopped. Do NOT close your bank account until you have received your first regular paycheck. If you close your account and a direct deposit is attempted, you will delay the receipt of your wages. Personal Changes I was recently married/divorced- how do I change my name on my paycheck? The IRS requires that we use the name per the employee’s Social Security records. Therefore, the only valid documentation that we will accept for proof of a name change for payroll purposes is the Social Security card. I recently moved- how do I change my address on my paycheck? The “Payroll Address Form” must be completed and submitted to your payroll rep. The form will be forwarded through the proper channels to Central Payroll Bureau where the change will be made. Foreign Nationals What is the difference between forms W-2 and 1042-S? The IRS form W-2 is used to report annual taxable federal and state wages. Treaties for non-resident aliens (NRA) may exempt the employee from federal taxes but not from Maryland state taxes so a W-2 is used for annual state income tax filing.If you are a NRA and are exempt from federal taxes, then you will receive a form 1042-S. Both forms are used to complete the annual 1040NR. For additional information- click here for IRS Publication 519- U.S. Tax Guide for Aliens (2001).