FAQ

For Employees

For Department PRS

For Employees


How do I change my home address?


You can complete the Employee Data Sheet or send an e-mail to Payroll services giving your employee ID and new address. (payroll@ku.edu)

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How do I change my Allowances or Exemptions for federal and/or state taxes?


You must complete a W-4 form for Federal Taxes and a separate K-4 for State withholding Taxes. These forms but be sent or deliver it to the Payroll Office, room 147, Carruth O’Leary.

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How will I receive my W-2 form since I am leaving KU?


Please be sure to contact the Payroll Office before leaving so that we can instruct you how to have your address changed.

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Why didn’t my address for payroll records change since I changed my address with the student records?


The Payroll Office and the Student System are two different systems, therefore, you need to make changes with both offices.

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If I carry an out-of-state address on my W-4, do I have to pay Kansas State taxes?


Yes, if the work you are performing is done in Kansas. Please contact the payroll office for more information.

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Will my direct deposit (EFT) stay in effect forever?


An employee’s direct deposit for earnings will remain in effect until the Payroll Office receives notification of a cancellation of this action by submitting a Direct Deposit form completing section B for cancellation. In the event of leaving employment, the account will be inactivated in the HRSA Payroll system after a leave of 6 months. Employee’s returning to employment after an absence of 6 months or greater must complete a new employee direct deposit form. Failure to complete an EFT form will result in paper checks being issued. The University of Kansas is not responsible for any overdraft charges if employees do not have valid and active direct deposit accounts.

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How can I change my bank account for direct deposit?


You must complete an Electronic Deposit Form and give us the new bank information. Timing of receipt of this form will affect when this new bank is in effect; please contact the Payroll office if you have questions.

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What do I do if I had to close the bank account into which my salary was being deposited, but I didn’t inform the Payroll Office?


Immediately contact the bank where your funds are being deposited to see what options are available to you. You will also need to complete an Electronic Deposit Form with payroll to stop any further direct deposits for payroll into this account.

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What do I do if I lost my W-2 or never received my W-2?


Go to the State of Kansas website to request a duplicate W-2 if you are a current employee. For former employees, send an e-mail to payroll@ku.edu and request a duplicate form; be sure to include your name, current mailing address, and last 4 digits of your social security number.

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Why didn’t I receive my overtime or shift differential on my paycheck?


Please contact your department for which you work; we can only pay what the department has submitted electronically.

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My student paycheck had Social Security taxes withheld, why?


If you worked greater than 75% time (over 30 hours) in a workweek OR you were not enrolled properly OR you working in the summer and not enrolled.

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For Department PRS


Why would my student employees paycheck have Social Security taxes withheld?


If they worked greater than 75% time (over 30 hours) in a workweek OR they were not enrolled properly OR they were working in the summer and not enrolled.

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Why is it important to turn in Time & Leave every two weeks?


Reporting of employee time and leave taken is important for the following:
  • Ensures proper payment of wages
  • Enables employees to be paid timely
  • Leave balances are maintained accurately ensuring proper leave payouts, employee transfer balances and forecasting compensated absences


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When is a benefits eligible employee given their Discretionary Day?


Generally, after 6 months of service in a benefits eligible position. All eligible employees shall receive hours equal to the number of hours regularly scheduled to work for a discretionary holiday. Please refer to HR website for more details.

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How do I know what the deadline is for getting paperwork to Payroll in order to get my employees paid on time?


Refer to the Calendars on our website for current and future months.

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How many hours can my student employee work?


During the academic year students are limited to 75% time; most international students are limited to 50% time due to Visa restrictions. All students may work full time when the academic year is not in session.

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My student hourly employee is graduating in May; can they work through the summer?


Yes; Social Security taxes may be withheld. Please contact the Payroll Office at 864-4385 or Payroll@ku.edu for further. information.

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How do I know if someone is a new hire or not?


All employees hired will appear in HRSA system; you should inquire under Job Summary in Administer Workforce for past/current work history.

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My new hire doesn’t have their Social Security card; can I send the paperwork to Payroll anyway?


An employee’s new hire packet must be fully completed; this means that if the employee does not have a copy of their card they can produce a copy of the receipt for duplicate request from the Social Security office. Please do not send an appointment to Payroll that is incomplete.

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What is the minimum and maximum rates that you can pay a student hourly employee?


The University of Kansas minimum wage for student hourly employees is $7.50/hr and the most you can pay a student without special permission form HR is $13.99/hr.

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How soon can I print time sheets?


Time sheets are normally created the Thursday night following the current on-cycle calculation and are available the following morning.

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Why isn’t my employee appearing on my Time and Leave screen?


Was the employee’s paperwork turned in to payroll by the deadline? Timesheets can not be added after deadline. Also, the employee may have been terminated or inactive for the pay period.

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I printed my Report of Gross and Fringes charged and need some help understanding it, who can I call?


Wayne Spellman, Payroll Funding accountant, 864-5991.

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I can’t get my reports to print, whom do I call?


The KU Help Desk, 864-0200.

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