Frequently Asked Questions (FAQ)
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.
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.
All employees hired or rehired with an effective date of Jan 1, 2020 or later are required to complete a 2020 W-4.
At this time, active employees are not required to complete a 2020 W-4 unless they sign a new offer letter or wish to change their withholding status. If current employees choose not to complete a new W-4 form, federal income tax withholding in 2020 will continue to be based on the most recent W-4 form submitted.
Log into your HR Pay account and follow the navigation to Home and Mailing Address to update.
The State of Kansas uses your home address on file with Human Resources for mailings, such as W-2s or paychecks so please ensure it is kept current.
If you are unable to update your address through HR Pay, please contact the Human Resources Appointment Staff at 785-864-5994.
*Changing your address in Enroll & Pay does not change your address with Human Resources.
You can update your direct deposit online or by filling out a new direct deposit form. 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.
1. Log into your HR Pay account and navigate through the main menu to W-4 Tax Information where you can update.
2. Complete a W-4 form and submit to the Payroll Office.
*You only need to complete one of the above to update your federal withholdings.
1. Complete a K-4 form and submit it to the Payroll Office.
There is not online access to update state withholdings at this time.
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.
The KU Medical Center (KUMC) has multiple employers within the center.
KUMC State of Kansas / University employees can call 913-588-5100 or email email@example.com.
Health System / Hospital employees can call 913-945-5388 or email firstname.lastname@example.org.
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.
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.
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.
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.
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.
Common reasons pay is delayed:
- Time worked or leave time was not entered on the timesheet.
- Time was not approved by the supervisor on the timesheet.
- Direct deposit was not updated in a timely manner to be in effect for the next paycheck.
- Your appointment was not entered into the Human Resources system.
- We have not processed paychecks for the first pay period you began work.