Payroll and HRIS

Employee Time Entry Guide (PDF)

Approver Timesheet Guide  (PDF)

TIPS & REMINDERS

• Always click Save after entering hours, comments or making any changes.
• Submit timesheets by the end of the pay period (Saturday, 11:59 p.m.).
• Contact your supervisor if you need to make any changes after you have clicked the Submit button.
• Remind your supervisor to approve your timesheet and check on status.
• For Students, when entering Start Time and End Time, you can click on the clock to select the time, or you can enter the time in hh:mm am/pm format. Ex) 08:30 am.

How will Supervisors or Approvers know when to approve time sheets?
Approvers will follow the current bi-weekly pay schedule. Timesheets can be approved as soon as they have been submitted by the employee; however, all time sheets must be approved on or before the end of the pay period (Saturday). Since the timesheet is being entered directly online Approvers have more time to electronically forward timesheet to Payroll. They can monitor attendance and view their department work hours online.

What if my Approver is on vacation?
All Approvers are required to set up a Proxy who is authorized to approve time in the absence of the Approver. Approvers must notify their Proxy when they need to approve time. If the Proxy is not available, Approver must contact Payroll to approve time.

What if my Approver resigns or I transfer departments?
Any change in Approver status should be communicated to the Payroll Office. Payroll can overwrite the Approval process or assign a new approver.

What if I have more than one supervisor?
If you have two supervisors, one supervisor will be designated as Primary Approver and the other supervisor as FYI (For Your Information only). Records are routed to the FYI supervisor for viewing only. No approval is required by the FYI, since the Primary Approver or Proxy will approve all time reported.

What do the new time sheets look like?
The format of the web timesheet looks different, but contains all the earning codes and employee information needed. 

Will all earning codes be listed?
All of the common earn codes applicable to non-exempt employees will be listed on the timesheet. If you need to report time for a code not listed, contact your Payroll Office.

How many past timesheets can I view as an employee?
At this time, we are only providing access to 3 months of timesheets. If requested, Payroll will provide you with previous months or years time sheets. There is no need to print or store paper time sheets.

Am I required to enter hours each day?
Yes, it is strongly recommended that employees record all hours on a daily basis. By doing so, you will build a habit of entering time and supervisors can review attendance records daily.

What if I need to make a change to the timesheet?
Employees can make changes until the timesheet is submitted to the Approver. If you have already submitted your timesheet, your Approver can either make the change for you or send it back to you for correction. If the Approver has already approved the incorrect timesheet, contact the Payroll Office.

What if I submit my timesheet to my Approver on Friday and then work on Saturday?

Communicate with your Approver. If the Approver has not yet approved your timesheet, the Approver can make the change for you or send it back to you for correction. If it is past the pay period and too late for payroll to adjust, you can include the hours on the next timesheet with a comment to explain additional hours.

What if an employee is out sick when timesheets are due?
Contact your Approver and the Payroll Office. Timesheets can be approved by Payroll with authorization from the Approver.

What if an employee is on leave or vacation for an entire payroll period?
Contact the Payroll Office.

Can I submit my timesheet at the beginning of the pay period?
Yes, you may submit your timesheet before the end of the pay period if you will be out of the office when timesheets are due. Notify your supervisor if you are submitting your timesheet in advance.

How do I train new employees?
Timesheet is very simple to use and training can be done from any computer with internet access. We encourage all departments to train new employees as part of their department procedure; however, if necessary you may contact the Payroll Office for training.

What is the social security wage base ?
According to the Social Security Administration, the wage base limit changes each year as per the national average wage index. The tax rate for wages paid in the current year is set by statute at 6.2% for employees and employers, each. There is no limit on wages subject to Medicare tax (1.45%).  In addition, wages over $200,000 will be subject to an additional 0.9% Medicare tax.

Why are my earnings and benefits for 1997 not complete on UIS?
In July 1997, the University converted all our Payroll data from our then payroll service provider ADP to an in-house system. The data from ADP for calendar year 1997 was posted as one total. Therefore, only one amount will be shown for January to June of 1997.

How are my federal taxes calculated?
Federal taxes for most wages are determined by marital status and number of dependents. Payroll uses a tax table provided by the Internal Revenue Service to calculate wages. Employees can increase or reduce their federal tax by updating this information in the employee self-service portal called the New UIS Experience. Please note, severance and bonus wages are calculated based on a flat percentage rate.

How is Graduate tuition and tuition for non-dependents taxed?

Please see our FAQ on Taxable Tuition Benefits.

How can I get Direct Deposit of my paycheck?
Direct deposit is available to all employees. With direct deposit your paycheck is deposited into your bank account. This is the safest and fastest way to receive your payment. There is no cost and you can choose any bank. For more information on this free benefit, contact the Payroll office or sign-up using the employee self-service portal called the New UIS Experience.

Who is responsible for maintaining my sick and vacation time balances?
Sick and vacation time is accrued differently, depending on your classification and length of service. (Refer to HR Policy Manual for specific accrual methods). It is the responsibility of both the employee and the department to maintain records of vacation and sick time balances for all eligible employees. The Payroll Office can verify time used and accrued time when the employee leaves the University.

When I terminate my employment, will I receive any sick and vacation time I have accrued?
You will be paid only for unused accrued vacation time.

What is the W-2?
Form W-2 is the Wage and Tax Statement issued by St. John’s University (employer) to all employees. The form reports all income and tax withheld for the calendar year (January 1 to December 31).

What other tax forms will I receive from St. John’s?
You may also receive from the Payroll Office a 1042-S tax form. This form is issued to foreign persons with income subject to withholding.

In addition, the Business Affairs Office distributes 1099-MISC for miscellaneous income and 1098-T form for tuition payments. For more information on these forms, please contact the Business Affairs Office at 718-990-2406.

How is the information on the W-2 used?
The University is required to submit W-2 information to the Social Security Administration and all taxes withheld to the IRS. The employee is responsible for filing with the IRS and State taxing authority their income tax. Four copies of the W-2 are issued to each employee.

Why do the year-to-date gross wages on my paycheck not match the Box 1 wages on my W-2?
The wages reported in box 1 include only taxable gross wages. You must add all pre-tax deduction such as medical, dental, flex plan, and 403(b) contributions. In addition, if you had any taxable life or tuition remission you must subtract these amounts to calculate your actual gross wages.

You are only responsible for reporting the amount in box 1 when filing your personal federal income tax.

How much tax did I actually pay?
The amount of federal income tax withheld from your calendar earnings is reported in box 2. Your state income tax withheld is reported in box 17. If you were a New York City resident for any part of the calendar year, your local income tax withheld is reported in box 19.

How is my tax calculated?
The amount of federal income tax withheld from every payroll check is based on what you elected as your filing status and the number of withholding exemptions you claim.  This information is taken from the completed W4 form typically submitted at the time of hire. The form can be updated at any time by completing a new W4. The new W4 form replaces a previous completed form and will remain in effect until another form is completed and submitted to the Payroll Department. Post dated forms are not accepted.
 
If your W2 form does not include an amount in box 2, you may review your filing status and the number of withholding allowances you are claiming and determine if changes are necessary.

When will I receive my W-2 form?
W-2 statements must be issued or mailed to employees on or before the 31st of January. Due to the large number of W-2s produced, we typically mail the forms over a 3 day period based on last name.  For faster access you can view and print your W2 in the employee self-service portal called the New UIS Experience. 

What is Advance EIC payment (box 9)?
Advance earned income credit allows eligible employees with a qualified dependent (child or children) with income under the maximum limit established by the Internal Revenue Service to receive a monetary amount with every scheduled payroll check versus applying for a tax credit once a year when filing his/her federal income tax return.

Eligible employees must complete a W5 - Earned Income Credit Form and submit it to Payroll Department. The W5 will remain valid throughout the calendar year that it is completed and must be renewed every year to continue participation.

The W5 form can be found in the Human Resources Office (University Center building on Queens campus) or the IRS website www.irs.gov

What is code E in box 12?
Code E is the elective deferrals for your 403(b) salary reduction agreement. Under IRS section 403(b), the IRS allows for certain employee paid deductions for the purpose of retirement to be excluded from federal taxable wages.

What is code C in box 12?
Code C is the taxable cost of group-term life insurance.  This cost is considered imputed income. If your employer paid life insurance is over the $50,000 limit, the amount over the limit is taxable and reported in boxes 1, 3 and 5.

What is imputed income?
IRS requires that certain items, provided by the employer, be reported as taxable compensation. Examples are taxable tuition benefits, certain types of moving expenses, and a portion of employer-paid group term life insurance.

Why does the amount in Box 1 (federal taxable wages) not match Box 3 (social security taxable wages) and/or Box 5 (Medicare taxable wages)? Why does Box 3 not match Box 5?
Each tax has a different calculation for taxable wages:

• Box 1 = Total Compensation minus pre-tax deductions, 403(b) deductions and imputed income. (No maximum)
• Box 3 = Total Compensation minus pre-tax deductions and imputed income. (see current social Security wage base)
• Box 5 = Total Compensation minus pre-tax deductions and imputed income. (No maximum)

How do I report my dependent care (box 10) from my W-2?
Refer to IRS Form 2441, Child and Dependent Care Expenses, for instructions on how to report this information on your tax return. For additional information, contact your tax preparer or the IRS.

Can I view my W-2 online?
After January 15, you can view your W-2 on-line using UIS. 

How do I access the University Information System (UIS)?
Log into Signon.stjohns.edu,

1. Click on the New UIS Experience application
2. On the Employee card, click on My Dashboard and then Taxes
3. Click on the link to W-2 Wage and Tax Statement

What do I do if my address is wrong on my W-2?
An incorrect address does not invalidate your W-2 and does not require a corrected W-2; however, you should notify the Payroll Office or update this information in the employee self-service portal called the New UIS Experience. All employees can update and view personal and pay information including current and past W-2s on the portal.

How do I request a reprint of my W-2 because I did not receive it in the mail, lost it, or accidentally destroyed it?
If you are no longer employed,  call 718-990-1865 (press 1).  A Payroll Representative will assist you. Replacement forms will be reprinted and mailed to you or you may pick-up the form in the Payroll Office. W-2s will be reprinted on the 15th of each month.  Due to the sensitive nature of information found on the W-2 no form can be faxed or sent to a third party.

When can I ask for a reprint of my W-2?
Your request may be submitted at any time after February 15. We will begin processing reprint requests the third week of February.  Please note, for active employees, W-2s can be viewed and reprinted on-line in the employee self-service portal called the New UIS Experience. 

Who do I contact if I think my W-2 is wrong?
Please call 718-990-1865 (press 1). A Payroll Representative will assist you. 

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