Answers to Frequently Asked Questions:
When do I get paid?
Salaried Faculty and Staff: Payday is the last working day of the month.
Hourly Employees: Payday is on the 15th of each month. If the 15th falls on a non-work day, payday is on the last working day of the proceeding week.
Casual/Temporary Employees: Payday is on the 15th of each month. If the 15th falls on a non-work day, payday is on the last working day of the proceeding week.
Student Assistants: Payday is on the 15th of each month. If the 15th falls on a non-work day, payday is on the last working day of the proceeding week. College Work Study/Financial Aid Student Workers: Payday is on the 15th of each month. If the 15th falls on a non-work day, payday is on the last working day of the proceeding week.
What is a Student Assistant position - and what is a 'departmental' employee?
Student Assistants employees are paid via department funds and are authorized to work only after a Student Employee Request or SER is completed and approved. The SER needs to be submitted prior to a student starting work. The form is to be completed by the department and signed by the Department Head. The form will then be submitted for approval to Financial Aid, the Budget Office and to the Human Resource Office. The form is fully approved when it reaches the Human Resource Office fully signed.
A 'departmental employee' is a term used prior to new forms and approval practices being set in place for Student Assistants.
What is a Work Study position?
College Work Study is a federally funded grant program based on student need. The work study program is overseen and administered by the Financial Aid Office. The timesheet for Work Study students is unique and is available at the Financial Aid Office (Room 103 in Young Hall).
What do I use to track my time worked?
If you are a Casual Appt, Hourly Permanent or Student Assistant employee, please use the Daily Timesheet for keeping track of your hours during the month. There is also an Excel version of the Daily Timesheet to download or print out. At the end of the month, your Daily Timesheet should be submitted to your supervisor for approval. At that time, your supervisor will add a Payroll Voucher approving your hours and authorizing a funding source and will then forward both forms to the Payroll Office before the deadline date.
If you are a College Work Study/Financial Aid student worker, please contact the Financial Aid Office (Room 103 in Young Hall) for a timesheet that is specifically for your use.
If you are a salaried employee, please contact your department head or supervisor about what method of tracking you will need to follow - or contact Human Resources.
Where is my check?
All checks are released at the Bursar's Office, 105 Young Hall. The Bursar Office telephone number is 573-681-5054.
What Payroll Pay Period do I follow?
Hourly Student Assistant and Casual Appointment Payroll Schedule: All hourly Student Assistants and Casual Appointment employees need to fill out a Daily Time Sheet that needs to be approved by their supervisor and sent along with a fully completed Payroll Voucher cover sheet to the Payroll Office on the first working day of the month. The pay period for Student Assistants and Casual Appointments is from the 1st through the 31st to be paid on the following 15th of the month.
Financial Aid Student Worker Payroll Schedule: All Financial Aid Student workers (Work-Study/Community Service workers) pay period is from the 21st of the month through the 20th to be paid on the following 15th of the month. (Example: Pay period October 21, 2006 to November 20, 2006 with a payday of December 15, 2006.) All students need to fill out a Lincoln University Time Record for Financial Aid Employees (Available from Financial Aid). Time sheets need to be approved by their supervisor and be delivered to the Financial Aid Office no later than the 22nd of the month.
Salaried Employees Payroll Schedule: Salaried employees follow a normal monthly schedule. You are paid from the 1st to the 31st and paid on the last working day of the current month.
When is my timesheet due?
For hourly permanent or casual employees and Student Assistants timesheets are due to the Payroll Office the first working day of the month for the time worked in the previous month. (Example: July 1 to 31 hours are due the first working day in August). Financial Aid student employee hours are due to Financial Aid on the 22nd of the month for the hours worked from the 20th of the previous month to the 21st of the current month.
When are PTR's due?
In general, PTR's need to submitted and fully approved by the end of the second week of the month to be included in that months payroll. Keep in mind the full extent of the signature process and allow adequate time.
Are my work-study earnings tax-exempt?
No. Federal work-study earnings are taxable earnings.
Can I claim Exempt on my Form W-4?
That depends. The Form W-4 states:
"You cannot claim exemption from withholding if (a) your income exceeds $850 and includes more than $300 of unearned income (for example, interest and dividends) and (b) another person can claim you as a dependent on their tax return."
If you can claim exemption, you will need to fill out a new Form W-4 each year of your employment while claiming exemption.
What should I claim on my W-4 for withholdings?
Form W-4 instructs the University of your desired tax withholding status. For those employees that do not complete a W-4 form, the maximum withholding status will be applied (IRS Pub. 15; Circular E, Sect. 9). For advice on withholding status, you might consult with a family member or a tax advisor. Also, the IRS.GOV website has a Withholding Calculator to help you calculate your status on the Form W-4. {Please note, University representatives are prohibited from providing tax issue advice.}
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