Payroll Services serves the University’s diverse customer base by providing accurate and timely compensation to all staff, faculty and student employees in an efficient manner. We are committed to maintaining the most current understanding of Federal, State and University regulations regarding payroll in order to provide accurate information.
Announcements
Executive Memorandum on Deferring Payroll Tax Obligations
The State of Kansas will not implement the payroll tax deferral program for state employees.
An Excecutive Memorandum on Deferring Payroll Tax Obligations was issued by President Trump authorizing the deferral of the employee Federal Insurance Contributions Act (FICA) payroll tax for the period Sept 1, 2020 - Dec 31, 2020. For employees, the tax deferral program would only delay, not forgive, the responsibility of those taxes. Employees would be responsible for paying back the deferred taxes, essentially doubling that tax withholding from employee paychecks issued Jan - April 2021. The State of Kansas closely evaluated the IRS guidance and considered the impact to employees. After careful consideration, the administration has deteremined that the State of Kansas will not implement the payroll tax deferral program for state employees.
KU Payroll Office Update
For the health and safety of all persons, we recommend an online meeting and/or using the drop box as much as possible.
Office Hours By Appointment Only:
10:00am - 3:00pm on Wednesdays and Fridays*
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.
If you do not wish to meet in person, but still feel you need an appointment, we can schedule a Zoom or Skype appointment during the office hours as well.
*Appointment days are subject to change.
Please contact us by phone at 785-864-4385 or by email at payroll@ku.edu to schedule an appointment.
Drop Box:
If you simply need to give us documents, you may now 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.
Online Payments for Payroll Arrearages
KU Payroll can now accept arrearage payments online through the KU Payroll Receivable portal. This portal is for KU Payroll arrearage payments only. The portal is only accessible at the link provided, which is separate from HR Pay or Enroll & Pay. Employees who have arrearage balances due are notified directly by KU Payroll via email and a mailed letter. There is a $5,000.00 limit for each transaction on the portal. If the balance owed is greater than $5,000.00 you will need to complete multiple transactions.
2019 W-2s are available online!
The quickest way to access your W-2 is online. You will need to log into the State of Kansas Self Service website and follow the online W-2 instructions.
The State of Kansas issues W-2s by mail* or online only. They cannot be emailed. The University of Kansas does not have access to W-2s. See our W-2 page for more information.
The New 2020 W-4 Form
The IRS has released the new 2020 W-4 form, which has been revised to reflect changes made to the federal tax law. Please read the instructions included with the form or consult a tax expert for assistance. See our Federal W-4 Form page for more information.
