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.
There are different types of taxes deducted on your paycheck: FICA Tax, Federal Income Withholding Tax, State Income Withholding Tax.
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.
Documents can be submitted to Payroll through:
- Encrypted email to email@example.com,
- By fax to 785-864-0369
- By postal mail to:
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.
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 firstname.lastname@example.org to schedule an appointment.
*Appointment day is subject to change.
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.
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.
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.