A wage garnishment is any legal procedure through which the earnings of any individual are required to be withheld for payment of any debt.  The State of Kanas is the official office of record for garnishments of KU employees.  Garnishments come from different sources for different types of debt, such as bankruptcy or child support.

Garnishments are often ordered by the Kansas Department of Administration Setoff Program.  The Kansas Setoff Program will apply State of Kansas payments or Kansas Income Tax refunds to debts owed to Kansas state agencies, Kansas district courts, Kansas municipalities (cities, counties, unified school districts, townships, fire districts, municipal courts, city or county hospitals, etc.), and/or State of Missouri Income Tax debts.  You can visit the Kansas Setoff Program Debtor Web Inquiry website for more specific garnishment information.

If you are unsure of the garnishing agency, you can also contact the Payroll Office.

Common reasons pay is delayed:

  1. Time worked or leave time was not entered on the timesheet.
  2. Time was not approved by the supervisor on the timesheet.
  3. Direct deposit was not updated in a timely manner to be in effect for the next paycheck.
  4. Your appointment was not entered into the Human Resources system.
  5. We have not processed paychecks for the first pay period you began work.
View the pay calendars to determine the date of your paycheck with the corresponding pay period.

Contact the Payroll Office if you did not receive  your paycheck.

The 2020 W-4 reflects changes resulting from the implementation of the Tax Cuts and Jobs Act of 2018.  The new form uses the employee's income tax filing status, dependents, and other adjustments to determine the federal withholding liability.


FICA (Social Security and Medicare)

1. You worked more than 30 hours in one or both weeks of the pay period.

  • This is a combined total of all positions.
  • The hours worked in each week do not effect a week working over 30 hours. 
  • Example:  You worked 35 hours in week 1 and 20 hours in week 2.  You will be charged FICA since you worked over 30 hours in one of the weeks.

2. You were not enrolled in the minimum number of credit hours for FICA exemption.

  • Typically this is half-time enrollment.
  • The maximum hours rule still applies over breaks.


You can find more information on the Student Exception to FICA Tax on the IRS website.


Withholding Tax

Every employee is subject to withholding tax based on the W-4 (federal) and K-4 (state) forms you submitted.  These can be updated at any time.

There are multiple situations that can cause your benefits to be double deducted from your paycheck. Please contact the Staff Benefits office at 785-864-7402 to confirm your situation.

The KU Medical Center (KUMC) has multiple employers within the center.


KUMC State of Kansas / University employees can call 913-588-5100 or email payroll-university@kumc.edu.

Health System / Hospital employees can call 913-945-5388 or email hospital_payroll@kumc.edu.

KUPI employees can call 913-588-2613.

If you are not sure who to contact, you can call the general KUMC number at 913-588-5000.

The State of Kansas has partnered with US Bank to offer a payroll paycard service for employees who do not have a bank account.  Paychecks are automatically deposited to the paycard, which is used as a debit card.  For more information on obtaining this paycard please contact Human Resources Appointment Staff at 785-864-5994.

Immediately contact the bank where your funds are being deposited to see what options are available to you and update your direct deposit.

If you get an error when logging into HR Pay, here are a few tips to try:

  • Clear your cache and cookies.
  • Try using a different browser, such as Mozilla Firefox, Google Chrome, or Microsoft Edge.

If these tips don't work, please contact the IT Help Desk at 785-864-8080.

Employees who participate in the Voluntary Separation Incentive Program (VSIP) can email payroll to request an estimation of taxes from their payouts.

An employee's direct deposit remains in effect as long as the employee holds an active position.  A direct deposit account is inactivated in the Payroll system after 6 months of leaving employment.


Federal Withholdings

  1. Log into your HR Pay account
    1. Click the KU Payroll Dashboard button
    2. Click the W4 Tax Withholding button.


2. Complete a W-4 form and submit it to the Payroll Office.

*You only need to complete one of the above to update your federal withholdings.


State Withholding

1. Complete a K-4 form and submit it to the Payroll Office.

There is no online access to update state withholdings at this time.



You can update your direct deposit online or by appointment with the Payroll Office.  See the Direct Deposit page for further instructions.

Please note:  It is dependent upon the payroll cycle if your next paycheck will be deposited to the updated account.  It is recommended to keep access to a previous account until you know if your next check will deposit to your new account.  You may contact the Payroll Office by email, phone, or in-person to confirm.

The University of Kansas uses The Work Number to provide automated verifications.  View instructions on using The Work Number.

1. Log into your HR Pay account.

2. Click the Payroll Dashboard tile.

Screenshot of the Payroll Dashboard tile in HR Pay.

3. Click the Paychecks tile.

Screenshot of the Paychecks tile in HR Pay.

4. Click on the paycheck row for the paystub you wish to view.

  • Paystubs open in a pop-up window.  
  • Current paystubs are typically available the Monday before payday.
  • You can filter the results within a date range by clicking on the funnel on the top left of the list.
  • You can sort the order of paychecks by clicking on the up and down arrows on the top right of the list and selecting the order choice.

Screenshot of the paycheck list in HR Pay.



If you are viewing your paystub to find your State of Kansas Employee ID:

The box with your employee information is next to the box with your name and address.  Your KU Employee ID is listed first.  Your State of Kansas ID is listed as SOKS ID and begins with a letter.

Picture of the employee ID information on a paystub.



Inactive Employees:

Per the HR Pay Office, inactive employees will retain access in HR Pay for paychecks and personal data for up to 400 days past their separation date.  This will allow access to paystubs or to update an address.

If you need assistance with accessing your HR Pay account, please call the IT Help Desk at 785-864-8080.

1. Log into your HR Pay account.

2. Click the Personal Details tile.

Screenshot of the personal details tile in HR Pay.

3. Click the Addresses tile.

Screenshot of the Addresses tile in HR Pay.

4. Click on the current address box to update it.


Please Note:

The State of Kansas uses your mailing address on file with Human Resources for mailings, such as W-2s or paychecks so please ensure it is kept current.  If no mailing address is on file, your home address is used.

If you are unable to update your address through HR Pay, please contact the Human Resources Appointment Staff at 785-864-5994.

*Address updates in Enroll & Pay do not update your address with Human Resources. 


Do you live and/or work outside of Kansas?

If so, please see the Out of State Employees page and contact the Payroll Office so that the appropriate state income tax is withheld.


Documents can be submitted to Payroll through:

KU Payroll
Carruth O'Leary
1246 West Campus Rd, Room 236
Lawrence, KS 66045


Secure Email:

Encryption:  KU departments, faculty, staff, and graduate research or teaching assistants are eligible.  Visit the KU IT email encryption page for further assistance or contact KU IT Customer Service Center at 785-864-8080 or by email at itcsc@ku.edu.

File Share from OneDrive:  Both KU contacts and external contacts can securely share files through OneDrive for Business or Sharepoint Team Sites by granting permissions within OneDrive.

KU students, faculty, staff, and departments are eligible for a free download of Office 365 for home use through KU, which includes OneDrive for Business.



If you simply need to give us documents, you may use the Student Accounts and Payroll dropbox.  The dropbox is a depository located on the east side of Carruth O'Leary, built into the back of the building on the loading dock.  The depository door needs to be pulled down until you see a space open.  Drop the envelope in the space, and push the door up all the way to close.

  • All documents must be labeled Payroll.
  • It is best that documents are in an envelope, otherwise please staple, clip, or fold so they stay together in the dropbox. 
  • No more than 10 pages should be deposited to avoid obstructing the dropbox opening and chute.


Arrearage Payments placed in the dropbox:

If you are leaving an arrearage payment, it must be a check or money order. Your payment should be in an envelope marked for Payroll and include the employee's legal name and the purpose of the payment (such as arrearage payment), otherwise, your payment credit could be delayed.  Cash is not accepted.  Credit card payments can be made online through the KU Payroll Receivable portal.  



Office Hours By Appointment Only:

KU Payroll are available for in-person appointments during office hours. Walk-in appointments are not allowed at this time.  See our Appointments page for more information.

9:00am - 3:00pm, Mon - Fri

Please contact us by phone at 785-864-4385 or by email at payroll@ku.edu to schedule an appointment.

There are different types of taxes deducted on your paycheck: FICA Tax, Federal Income Withholding Tax, State Income Withholding Tax.

FICA Taxes

The Federal Insurance Contributions Act (FICA) is the federal law that requires 3 separate taxes withheld from the employee's wages.

  • 6.2% Social Security/OASDI Tax
  • 1.45% Medicare Tax
  • 0.9% Medicare Additional tax when the employee earns over a certain threshold.


Federal and State Income Withholding Tax

Employees are subject to federal income withholding tax and state income withholding tax.  Each tax is withheld separately and based on income and the status given on the employee's W-4 and K-4.  You can find the further calculation information on our Federal Income Tax page and State of Kansas Income Tax page.

Paycheck Income Tax Calculation Example (non-KPERS retirement)

Paycheck Income Tax Calcuation Example (KPERS retirement)




Employees who are physically working outside of Kansas should contact Payroll for further instructions.  This is required for state income tax purposes and may affect the employee's state income withholding tax.  It is the employee's responsibility to ensure they notify the Payroll Office of their state.  Employees must contact Payroll directly at payroll@ku.edu.


See our Out of State Employees page for further information.


Please Note:

Payroll is not notified of address changes in HR Pay or Enroll & Pay.  In addition, many employees have a permanent address outside of Kansas but are physically working in Kansas.  Simply updating your address does not suffice for a change in state income tax.

You can change your tax withholdings for one paycheck.  You will need to submit a W-4 and/or K-4 with the paycheck date for the new tax withholding status and another set of forms with the paycheck date to change your tax withholding status back.  It is best to contact our office to ensure your forms are submitted in time for the paycheck calculation.


Academic Faculty use of Direct Deposit form to Distribute Pay:

Academic year faculty have the option of establishing direct deposit to multiple accounts as a tool to help allocate salary for the months in which they aren’t paid.  This is the responsibility of each individual employee to analyze their individual budget and determine what direct deposit allocation works best for them.  An example of this would be 25% into a savings account for the summer, and 75% into a checking account for current spending.  The payroll office can answer questions related to completing direct deposit, but we do not offer financial advising.  Employees may work with their banking institution and financial advisors for individual unique circumstances.

Contact Us

We have moved to Room 236! 

KU Payroll Services
Carruth O’Leary Hall
1246 West Campus Rd, Room 236
Lawrence, KS 66045

Office Hours:

In-Person: By Appointment Only

By Phone: 7:30am – 4:00pm

Phone support



Voicemails and emails will be returned within one business day.

Who to Contact


Contact HR/Pay at (785) 864-0600
or by email at hrpay@ku.edu.

Leave Time

Contact HR/Pay at (785) 864-0600
or by email at hrpay@ku.edu.

Personal Info

Contact HR Appointment Staff at (785) 864-5994
or by email at hrappt@ku.edu.

Salary / Pay Rate

Contact HR Appointment Staff at (785) 864-5994
or by email at hrappt@ku.edu.

Health Insurance Deductions

Contact Staff Benefits at (785) 864-7402
or by email at benefits@ku.edu.

Retirement Deductions

Contact Staff Benefits at (785) 864-7402
or by email at benefits@ku.edu.
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