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Frequently Asked Questions (FAQ)

Can Academic Faculty have their pay distributed over the full year?

 

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.

Can I change my tax withholdings for one paycheck?

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.

How are my paycheck taxes calculated?

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)

 

 

How can I submit documents to Payroll?

 

Documents can be submitted to Payroll through:

  • Encrypted email to payroll@ku.edu,
  • By fax to 785-864-0369
  • By postal mail to:
KU Payroll
Carruth O'Leary
1246 West Campus Rd, Room 145
Lawrence, KS 66045
 

 

Drop Box:

If you simply need to give us documents, you may use the Student Accounts drop box.

ALL DOCUMENTS MUST BE LABELLED PAYROLL.  It is best that the documents are in an envelope, otherwise please staple, clip, or fold so they stay together in the drop box.  No more than 10 pages should be deposited to avoid obstructing the drop box opening and chute.

The drop box 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. 

Arrearage Payments: 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 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.

10:00am - 3:00pm on Wednesdays*

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

*Appointment day is subject to change.

How do I change my address?

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. 

How do I get my paystub?

Typically you can view your pay stub on the Monday before a pay date.  Log into your HR Pay account and follow the pathway to View Paycheck

How do I update my direct deposit?

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.

How do I update my withholding tax status?

Federal Withholdings

1. Log into your HR Pay account and navigate through the main menu to W-4 Tax Information where you can update.

OR

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.

 

State Withholding

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.

 

 

How long will my direct deposit stay in effect?

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.

 

What if I don't have a bank account?

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.

Why did my student paycheck have taxes withheld?

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.

Why did the W-4 change for 2020?

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.

 

Why didn't I get paid?

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.

Why do I have a garnishment?

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.


Contact Us

KU Payroll Services
Carruth O’Leary Hall
1246 West Campus Rd, Room 145
Lawrence, KS 66045

Office Hours:

In-Person: By Appointment Only

By Phone: 7:30am – 4:00pm

Phone support
785-864-4385
Phone

 

payroll@ku.edu
payroll@ku.edu
Email 

Voicemails and emails will be returned within one business day.

Who to Contact

Timesheets

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) 864-4946
or by email at benefits@ku.edu.

Retirement Deductions

Contact Staff Benefits at (785) 864-4946
or by email at benefits@ku.edu.
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