University of Rochester

Administration & Finance

Finance Home

FAQ

TimeKeepers/Administrators:

How do I approve time?
Instructions are seen within HRMS under UR Documentation>20-HRMS User Guides>06-Time and Labor User Guide.  For additional assistance contact Payroll at (585) 275-2040

Do you have the form I submitted?
Many of the forms requesting payment are required to have additional signatures (for example the Dean's Office, Med Center Finance, or HR approval).  Payroll will be able to let you know if the form 211, 220, or 800 has been submitted to us however, before calling Payroll to locate your form please ensure that the other department that the form could have been routed to has been contacted. 

Which code do I use?
Please refer to HRMS Users Guides seen under UR Documentation>07-Time Reporting Codes for explanation and uses.  For additional assistance with policies, the HR policies are located at www.rochester.edu/working/hr/policies/.

My staff (employee/student) was not approved by the deadline.  How do I get them paid?
Through an off-cycle check request form.  The form and instructions can be found on the Finance web site: www.rochester.edu/adminfinance/finance/payroll/forms.

My employee/student did not get paid appropriately.  How do I assist with resolving this issue?
Review with the individual each day reported in T&L to ensure that all hours worked had been entered.  Double check that the time is seen as closed (CL).  If hours are seen as needs approval (NA) or estimated (ES) the changes made did not come over to Payroll.  Please approve the time and submit an off-cycle check request form to pay the individual for hours not paid.

Can I charge the check processing fee to the individual?
No.  The check processing fee is a departmental charge.

What are the due dates for Payroll?
The Payroll calendar is located on the Finance Web site www.rochester.edu/adminfinance/finance/payroll/forms. and within HRMS under UR Documentation>40 – Payroll calendar.  Time approvals for Payroll are due on the dates seen under the column Time and Labor Approval due.

How do I complete a 211/220?
Forms and Instructions for both the 211 and the 220 can be seen within HRMS.
For the 211 go to HRMS>UR Documentation>20-HRMS User Guides>10-Personel Action Forms sections G through J.  The 211 form is located within HRMS under UR Reports and Interfaces>HR>Forms>Extra Compensation – please choose the appropriate form.

For the 220 go to HRMS>UR Documentation>20-HRMS User Guides>15-Extra/Additional pay for Hourly paid faculty/staff/students.  The 220 form is located within HRMS under UR Documentation>10-Sample Forms>6-Extra/Additional pay for Hourly paid faculty/staff/students. 

How do I complete an 800 form?
The reallocation form 800 can be located within HRMS under UR Reports and Interfaces>Labor Distribution>800 form.  Instructions on how to complete/run and 800 form are located within HRMS under UR Documentation>20-User Guides>11-Reallocation (800) forms.

NOTE: The form will not generate appropriately unless you use the actual pay period begin and end dates for the period you need to move accounts.  Please contact Payroll at (585) 275-2040 or payroll@rochester.edu for further assistance if needed. 

How do I reallocate extra/additional compensation?
There is a special 800 form created just for extra compensation.  The form can be located within HRMS under UR Reports and Interfaces>Labor Distribution>800 form for extra comp.  Instructions on how to complete/run and 800 form are located within HRMS under UR Documentation>20-User Guides>11-Reallocation (800) forms.  NOTE: The form will not generate appropriately unless you use the actual pay period begin and end dates for the period you need to move accounts.  Please contact Payroll at (585) 275-2040 or payroll@rochester.edu for further assistance if needed. 

I need to pay a student for travel (or expense).  Which form do I use?
Please refer to the Finance Website for information relating to Travel and Expense processing: www.rochester.edu/adminfinance/finance/policies/.

I need to hire an individual.  How do I determine which job code to use?
Contact your HR rep or the HR Service Center for assistance with determination of job codes and positions.

I need to stop pay for one of my staff members.  How do I do that?
For Staff appointments please contact your HR Representative for assistance.  For Faculty or Student positions please contact Payroll for assistance.

How long do I need to keep departmental timesheets?
Time records need to be maintained for 6 years at the University level.  Please refer to the University Record Retention policy: www.rochester.edu/adminfinance/records.html.

What states does the University hold a working relatioship with?

The Univresity does not hold a "relationship with any other states but CA, IL, KS, NC, and TN.  Employees who work in any other state are eligible for NYS withholding and will have NYS tax withheld.

Departments having the need to employ or appoint individuals outside NYS should contact the Associate Vice President of Human Resources for approval.


Employees/Students:

I wasn't paid the correct amount of hours.  How do I correct my paycheck?
Contact your timekeeper to review the hours reported and approved for the pay period in question.

Where do I pick up my check?
Payroll checks are distributed to each department on pay day for all Faculty, Staff and Graduate Students.  Please contact your departmental timekeeper for check pick up places and times.  Paychecks processed for Undergraduate Students paid on an hourly basis through Career Center (SEO) are sent to the students CPU box.

How do I print my paystub?
Within HRMS go to Self-Service>Payroll and Compensation>View Paychecks.  Click on the blue link of the pay period to view the paystub – use the print icon to print your paystub.  NOTE: if you do not see a paycheck after clicking on the blue link be sure that your internet browser is set to allow pop ups.  For additional information within HRMS go to UR Documentation>20-HRMS Users Guides>01- View Paycheck Guide

I wasn't paid for the Holiday – who do I contact?
Please contact your departmental timekeeper for assistance with how your time was reported for the holiday.

I worked the holiday how will I be paid?
Hourly paid staff and students who work on a holiday will receive additional holiday premium pay equivalent to all hours worked.

I didn't work on the holiday. Will I be paid for that day?
Full and Part-Time hourly paid employees will receive holiday pay equal to 1/5th their standard hours.  Please refer to the HR Policy # 330 for more information or contact HR at (585) 275-8747 with questions.

My Benefit deductions are incorrect.  How do I correct the deduction taken?
Contact the Benefits Office @ (585) 275-2084.
Union members, please contact your Union representative for assistance with all deductions. 

I want to cancel my Political Action Fund deduction.  How do I do that?
Contact your Union for the appropriate form request.

My Parking deduction is not correct.  How do I correct the deduction taken?
Contact the Parking Office; for MC Parking 275-4524 or 4525, for RC Parking 275-3983

How do I change my direct deposit?
You can sign up initially or make adjustments to your direct deposit easily on-line through HRMS Employee Self Service.  In HRMS go to Self Service>Payroll and Compensation>Direct Deposit.  You can also complete a hard copy form located outside the Payroll Office within the Med Ctr Room 1-7220.

I want to set up direct deposit to a foreign bank.  How do I do that?
We are only able to deposit to US banks.  Please contact your bank to assist in a wire transfer to a bank outside the US.

How do I change my tax status?
If you are a US citizen you can make adjustments to your tax status through HRMS Employee Self Service.  In HRMS go to Self Service>Payroll and Compensation>W4 Tax Information for changes to your Federal withholding.  For changes to State withholding in HRMS go to Self Service>Payroll and Compensation>IT-2104 NYS Tax Information.

If you are an International student/employee, please follow the guidelines within the Glacier application. 

How do I log on to HRMS?
To log on to HRMS, go to www.rochester.edu/people - where you will enter your NetID and password.

I can't logon to HRMS.  My NetID doesn't work. How do I fix it?
If you have forgotten your password for your NetID, it can be re-set by contacting the IT office at # 275-2000, option 4.  Once it is  re-set, you will be given instructions on creating a new password.

Can I pick up my own check?
On-cycle departmental checks must be picked up by a departmental representative.  Individuals are not allowed to pick up their own on-cycle check from the Payroll Office.

Off-Cycle checks can be picked up by the individual employee or the departmental requestor with appropriate identification at the Payroll Office. 

What is the difference between on and off cycle checks?
On Cycle checks are checks processed within the normal payroll cycle.
Off Cycle checks are on demand checks processed when the normal payroll cycle was missed, or to process additional time not completed in time for the regular payroll cycle.

Can I pick up my check early?
Checks are not available until actual pay dates.  We are unable to release checks any earlier.

Can I receive an advance to my pay or vacation time?
No – advances in salary and/or vacation time are not allowed.

When will I receive a raise?
Please contact your supervisor for assistance.

I recently left the University.  When do I receive my final pay check?
You will receive all hours worked (for non-exempt hourly paid) or payment to the last date worked (exempt) within the normal payroll cycle.  If eligible for a vacation (and PTO) payout, that payment will be processed within the pay period following your last date worked if your termination paperwork is submitted on time to the HR Service Center.

How much vacation time can I carry over to the next calendar year?
Eligible employees are allowed to carry over 1 year's worth of vacation.  Amounts seen above that cap are not carried to the next calendar year.  Please refer to HR policy # 345 for more information and entitlements.  Contact Human Resources at (585) 275-8747 for further assistance.

I received a Tuition Waiver.  Why are my taxes so high?
Per IRS guidelines all reimbursements and waivers are taxed at the supplemental rate.  Amounts processed from a waiver will add to your taxable gross at the supplemental rate.  Please contact the Benefits Office at (585) 275-2084 with any questions relating to the amount of the waiver/reimbursement processed. 

I received a HOP (Home Ownership Program) payment.  Why are my taxes so high?
Per IRS guidelines all reimbursements are taxed at the supplemental rate.  Amounts processed from an incentive program will add to your taxable gross at the supplemental rate.  Please contact the Benefits Office at (585) 275-2084 with any questions relating to the amount of the waiver/reimbursement processed. 

I received a Travel and Expense check. The amount is incorrect.  Who do I contact?
Please contact Accounts Payable at (585) 275-3483 for any questions relating to a travel and expense check processed. 

I am out on disability and haven't received a check.  Can you tell me how I will be paid?
Per policy, a faculty or staff member, who becomes disabled and cannot work, is responsible for notifying Aetna  at 1-866-326-1380.   For additional assistance, please contact ASK-URHR at (585) 275-8747.

I have questions relating to my disability payment.  Who do I contact?
Please contact ASK-URHR at (585) 275-8747 for any question relating to disability or workers compensation payments.

How do I obtain employment verification?
Contact HR Records at (585)-275-7031

What is an income execution?
An income execution is a court order to an employer to withhold a portion of an employee's wages.

What are the most common garnishments?
Child Support, Marital Support, Student Loans, Tax Levies, and Wage Assignment (a court order issued on behalf of a creditor).

Is the money deducted directly from my check if I have a garnishment?
Yes

How is a tax levy different from other garnishments?
According to the Federal Wage Garnishment Law, a small portion of your pay is exampt from a tax levy.  The amount you can keep is determined by the number of dependents you claim.  If you have additional questions, please contact the Payroll Office.

Can I make payments to the IRS instead of having a tax levy?
An employee can call the IRS and set up a Voluntary Installment Agreement, where the amount to be deducted is determined by the employee and the IRS.

Is there interest involved in a garnishment?
Most garnishments accrue interest, beginning on the day it is entered into the court system.  Toward the end of the garnishment, the University of Rochester will receive interest notices from the Marshal's Office, Sheriff's Office, or agency handling the garnishment.

Who gets the money taken from my check?
The money that is garnished goes to the agency handling the garnishment (ie, Marshal's or Sheriff's Office, Child Support, IRS, etc.).

How often is the money taken out?
Garnishments are taken in each pay period.

Can I pay off the debt in full?
Yes.  You may make arrangements with the agency handling the garnishments to pay off the debt in full to avoid your paycheck from being garnished.

Where should I go or who should I call for more information?
You can visit or call the Payroll Office (585-275-2040) in the Medical Center (Room 1-7220) or call the agency handling the garnishment directly to obtain a detailed balance.


Internationals:

What is Glacier?
Glacier is an on-line application that assists the University of Rochester with international tax compliance.  Questions can be addressed through email at glacier@rochester.edu

How do I know how I am paid?
Please contact your departmental administrator for assistance.

How do I know what position I hold and what the meaning is?
Please contact your departmental administrator for assistance.

Who can assist me with my tax status?
Payroll can explain you're current taxation but cannot provide tax advice.  We strongly encourage you to speak with a professional tax consultant of your choosing.  Tax Consultants can be located via the Rochester yellow pages.

My tax status is incorrect.  How do I fix?
Please send an e-mail to the Glacier group at glacier@rochester.edu for assistance.

I should not be taxed.  How do I receive a refund?
Please send an e-mail to the Glacier group at glacier@rochester.edu for assistance.

What is FICA tax?
FICA tax is Federal Insurance Contribution Act.  FICA contributions are for Social Security and Medicare tax.  Tax is paid half by the employee and half from the employer.

Do I have to pay FICA tax?
This information will be available to you only after completion of your Glacier record.  Please contact the Glacier group at glacier@rochester.edu with any questions.

Do I need to do anything if my visa status changes?
Yes you need to update your status within Glacier and submit a new tax summary along with any required paperwork to the Payroll Office.  Please send an e-mail to the Glacier group at glacier@rochester.edu for any questions or assistance needed.

Do I need to file a tax return with the US?
Yes you will need to file a tax return with the IRS.  Communication will go out at year-end informing you that your tax document(s) are available.  Glacier Tax Prep is an on-line application that all non-resident aliens for tax purposes can use to assist with year-end reporting and filling.  Please watch for the communications and contact ISO at (585) 275-2866  or iso@rochester.edu with any questions.

How do I add/change my address?
Send an e-mail to the Glacier group at glacier@rochester.edu along with updating your Glacier record.

Can I be paid without a Social Security Number (SSN)?
Yes, we will issue your first check as a courtesy check.  Then once Payroll receives both the ISO letter indicating work authorization and the receipt from the Social Security Administration Office indicating that you have applied for a social security number, we will continue to pay you for up to two months without a SSN.  After that time all checks will be held until your SSN has been obtained.  As soon as you receive your number, please stop by the Payroll Office with your card so we are able to update your record and release any checks that may have been held within Payroll.