Payroll Services

SUBMITTERS:

Hourly Time Entry Submitter Instructions

Salaried PTO Submitter Instructions

APPROVERS:

Hourly Time Entry Approver Instructions

Salaried PTO Entry Approver Instructions

Punching In and Out with Biometrics

INSTRUCTIONS:

• Dropbox - Sending Forms to Payroll
• Payroll Direct Deposit Self Service Instructions
• Payroll Onboarding Steps - Adjuncts and Faculty

FORMS:

• Time Adjustment Form (TAF)
•  - If moving in or out of New York City or Yonkers, you must complete a new State IT-2104 tax form and return it to Payroll Services at payrollservices@yu.edu 
• Lost Check Affidavit
• Change of Address Form - If moving in or out of New York City or Yonkers, you must complete a new State IT-2104 tax form and return it to Payroll Services at payrollservices@yu.edu
• W-2 Reissue Request Form 

• Bi-Weekly and Semi-Monthly Payroll Schedules for 2024
• 2024 Holiday Schedule

• Overpayment Policy
• Timekeeping Payroll Policy

Kronos Instructions

• How To Access Kronos
• Using Kronos As A Hourly/Nonexempt/Casual/Student Employee
• Using Kronos As A Salaried Exempt Employee
• Using Kronos As A Manager/Approver

Kronos Forms

• Kronos Adjustment Request Form
• Kronos Punch Card Request Form (for Manager use only)
• Kronos Schedule Change Template (for Manager use only)

If you signed up for Direct Deposit upon hire then your first payment may be sent via USPS regular mail and then all subsequent payments will be sent via direct deposit (presuming the correct bank details were provided.

Therefore, always keep your address current in InsideTrack> Employee (tab)> Update Addresses & Phones (Select W2/Payroll Mailing Address) to ensure that you successfully receive your first payment.

You may access your pay stub information by logging into our  portal. View instructions for checking your pay stub on InsideTrack.

Utilize the  to gain an idea of how much taxes may be withheld.

If you want to see how much taxes were withheld from a past payment then go to My/InsideTrack> Employee (tab)> Pay Stub to view your pay stub.

You may recomplete your W-4 and IT2104 as often as you see fit.

If your check is lost OR you are absolutely certain that the bank will not cash your damaged check then you may complete the  for us to reissue it on a future pay date. You can retrieve your check details off of My/InsideTrack> Employee (tab)> Pay Stubs.

Note that we require you to sign up for direct deposit before we process your reissue.

Review and update your address in > Employee (tab)> > Personal Information: “W2/Payroll Mailing Address” if needed (also ensure that there is an apartment # there if applicable).

If the instructions on the form (including the backup pages) do not suffice then utilize the following resource:  

If you still have outstanding questions then follow up with a Tax Professional as they would have direct insight into your finances.

If the instructions on the form (including the backup pages) do not suffice then utilize the following resource: 

If you still have outstanding questions then follow up with a Tax Professional as they would have direct insight into your finances.

Active Employees: Any W2 generated would be posted electronically in > Employee (tab)> Employee Self-Service> Taxes> W2 Wage & Tax Statements

Former Employees: First try to see if you still can still access your W2 on using the above steps. If not then complete and return the attached W-2 Reissue Request Form. IF you relocated since you've left then you must also complete and return the Address Change Form and include the proof of residency requested on the top of that form.

Please call our general number 646.592.4320 or our payroll staff members directly.

To determine if you are qualified for any tax exemptions or other tax rules that may apply to you, you must complete your information in Sprintax.

Therefore, you will receive a foreign national information request by an external email with the Sprintax link and lists of the documents you need to submit after one or two weeks from your hire date.

We will review your information and the supporting documents when you complete them through Sprintax, and you will be informed of any tax exemptions or other tax rules that may apply to you.

See the Employment & Income Verification area of the Employee Resources page: Employee Resources | (yu.edu)

You can speak to the Director of Tax Compliance (for parsonage applications and requirements) or the Director of Payroll Services (for paycheck-related questions).

2024:

The Social Security Administration (SSA) wage limit in 2024 is $168,600. As in prior years, there is no limit to the wages subject to the Medicare tax. All covered wages are still subject to the 1.45% tax. Wages paid in excess of $200,000 are subject to an extra 0.9% Medicare tax that will be withheld only from employees’ wages. Employers will not pay the extra tax.

The Social Security (“FICA”) tax rate, which is the combined social security tax rate of 6.2% and the Medicare tax rate of 1.45%, will be 7.65% for 2024 up to the social security wage base. The maximum social security tax employees and employers will each pay in 2024 is $10,453.20.

2023:

The Social Security Administration (SSA) wage limit in 2023 is $160,200. As in prior years, there is no limit to the wages subject to the Medicare tax. All covered wages are still subject to the 1.45% tax. Wages paid in excess of $200,000 are subject to an extra 0.9% Medicare tax that will be withheld only from employees’ wages. Employers will not pay the extra tax.

The Social Security (“FICA”) tax rate, which is the combined social security tax rate of 6.2% and the Medicare tax rate of 1.45%, will be 7.65% for 2023 up to the social security wage base. The maximum social security tax employees and employers will each pay in 2023 is $9,932.40.

Provide your SSN Card to hrsystems@yu.edu using the  instructions.

Follow up with benefits@yu.edu

All 1099-MISC inquiries can go to accountspayable@yu.edu

All 1098T Tuition Statement inquiries can go to (646) 592-6260 or accounts@yu.edu. 

Union Employees:

Work performed on a legal holiday (not including Christmas) shall be paid at time and one-half the regular rate of pay plus another day off at the regular rate of pay within (9) months, or an additional day's pay, at the option of the Employee, so long as that day is operationally feasible to the department.

- For example, if New Years lands on Saturday, which would mean the legal holiday is celebrated on Friday, no premium would attach to work on Jan 1st but would attach to work performed on Dec31.

Non-Union Employees:

On most holidays where is closed, all Admins are expected to take the day off. But, if work has to be done and your Manager allows you to work, then holiday is not paid. Regular hours are inputted with you being able to take another day off in place of the Holiday.

Provide your SSN card to the HRIS Team: hrsystems@yu.edu