OHSU

Payroll How Do I...?

Will new employees be able to use the Telephone Time Entry (TTE) or Kronos system?

What is the deadline for Historical Adjustments?

Who is responsible for entering Historical Adjustments?

Why are benefit dollars included in gross pay?

Who do I contact if I don’t receive my paycheck or earnings statement?

What does FLSA mean?

How do I make changes to my tax withholding?

How can I get a copy of my W-2?

How do I complete a W-4?

If I submit a new W-4, when will it take effect?

I started working at OHSU recently, but did not submit a W-4. Will this hold up my pay?

How can I determine how many allowances I’m currently claiming?

Why is there a difference in tax withheld per allowance claimed?

When can I see the accrual balances in Kronos?

How do I know if I'm having the right amount of tax withheld?

How do I claim an additional amount to withhold per pay period?

Is it possible to claim additional Federal withholding vs. additional State withholding amounts?

Can I claim a different number of withholding allowances for Federal than for State?

How many allowances can I claim before Payroll is required to send a copy of my W-4 to the IRS and Department of Revenue?

What do Internal Revenue Service (IRS) and Department of Revenue (DOR) do when they receive a copy of an employee’s W-4?

Why aren't any Federal (or State) taxes being withheld from my check?

Why were Federal and State taxes deducted on this last pay run? I'm claiming "exempt" status.

What information does Payroll need regarding a non-resident employee?

Does Payroll need information regarding employees who are not receiving wages through Payroll?

Is my country of residence the same as my country of citizenship?

What is my purpose of visit?

What should I do if I change my visa type?

What do I need to include in Part 3 of the Non-Resident Alien Information packet (Determination of Residence Status)?

How do I get a Non-Resident Alien Information packet?

How should a non-resident employee fill out a W-4?

Am I exempt from Social Security and Medicare taxes?

I believe I am entitled to be exempt from Federal and State taxes due to a tax treaty with my country of residence. How do I claim that exemption?

What if I don't know some of the information being requested on the form 8233?

I am entitled to a tax treaty exemption but taxes were withheld before I returned the form 8233. Can they be refunded?

Why am I being taxed for Federal and State taxes when my country of residence has a treaty in effect with the United States?

How do I start, stop, or modify a direct deposit?

When can I expect the direct deposit to take effect once I submit the form?

What do I do if I close the bank account where my direct deposit funds go?

How does Kronos round my time?

Q: Will new employees be able to use the Telephone Time Entry (TTE) or Kronos system?

Leave-eligible employees will appear in TTE/Kronos the day after Human Resources processes the Personnel Action (PA) request.

 

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Q: What is the deadline for Historical Adjustments?

The deadline for entering historical adjustments in Kronos is 11:59 p.m. each non-payroll Thursday. Historical adjustments entered before the deadline will be included in an employee’s next paycheck.

 

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Q: Who is responsible for entering Historical Adjustments?

Timekeepers enter approved historical adjustment into Kronos. Employees and managers are responsible for submitting approved requests to the departmental Timekeeper.

 

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Q: Why are benefit dollars included in gross pay?

OHSU complies with the Internal Revenue Service (IRS) rule that states employer paid benefit contributions are taxable income and therefore, are included in gross pay. On the other hand, health care deductions are pre-tax and therefore, are excluded from taxable income.

 

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Q. Who do I contact if I don’t receive my paycheck or earnings statement?

First, check with the departmental Timekeeper. If the deliver was made, the Timekeeper will retain the paycheck or earnings statement in a secure location. If the delivery was not made, the Timekeeper will contact the Payroll Office to verify and/or correct the delivery location on record.

 

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Q: What does FLSA mean?

FLSA is an acronym for the Fair Labor Standards Act (FLSA). The FLSA was enacted in 1938 as the nation’s basic law regulating employees’ wages and hours worked per week for the private and public sectors. The FLSA defines the 40-hour work week, sets the federal minimum wage, sets requirements for overtime, and places restrictions on child labor. The FLSA is enforced by the United States Department of Labor.

 

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Q: How do I make changes to my tax withholding?

Return a completed W-4 form to the Payroll Office before 9:30 a.m. on a non-payroll Friday. Employees may change the tax withholding status as needed throughout the year.

 

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Q: How can I get a copy of my W-2?

Employees who wish to access their W2s online must log in to Employee Self-Service and elect the online option. To do so:
 

1. Go to the Oracle Production website:  http://ais.ohsu.edu/  and click on the orange “Oracle  

     Applications & Employee Self Service” link.

2. After logging in, click on “Employee Self Service OHSU AIS” responsibility.

3. Select “Choose W2 Online Option” to enable you to view and print your W2, click “Add”.

4. Change the “No” to “Yes” for Online W2 from the drop down menu, click the “Apply” button (far right.
     on form).

5. Click “Next” button (far right on form) and select “Submit” to apply your changes.

6. Click the “Home” button (far right on form), this will take you back to the Oracle Applications Home
      Page.

 
To view your W2 statements:
 
1.       Choose “View W2” from the “Employee Self Service OHSU AIS” responsibility. 
             Your most recent W2 will display, but if you wish to view and/or print prior years’ W2s,
              select from the drop down menu .
 
To print your W2 statements:
1.       From “View W2” select which years’ W2 you wish to print and then click the print icon.
 
PLEASE NOTE:
 
•         If you DO NOT wish to view and print your W2 online - NO action is required. Your
            W2 will be mailed to your home address each year. Please ensure your mailing address is
            current in Employee Self-Service.
 
•         If you want to continue receiving a W2 statement mailed to your home, DO NOT elect the online
            option. No W2 statements will be mailed to employees who have elected the online option.

 

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Q: How do I complete a W-4?

A completed W-4 form must include the employee’s name, address, social security number, marital status, number of withholding allowances, signature, and date. This applies when one or more fields are being updated. Incomplete forms are invalid and will be returned. Submit completed forms to the Payroll Office.

 

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Q: If I submit a new W-4, when will it take effect?

Completed W-4's received by the Payroll Office before 9:30 a.m. each non-payroll Friday will be included in the next paycheck.

 

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Q: I started working at OHSU recently, but did not submit a W-4. Will this hold up my pay?

No, but employees will find the default tax status will be in effect. The default tax status is single and the withholding allowance is zero.

 

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Q: How can I determine how many allowances I’m currently claiming?

The allowance status for both Federal and State taxes appear on the top of the earnings statement.

 

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Q: Why is there a difference in tax withheld per allowance claimed?

The difference in taxes per allowance is not a flat amount. The difference varies depending on an employee’s taxable gross wages and number of allowances claimed.

 

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Q: When can I see the accrual balances in Kronos?

An employee’s accrual balances are uploaded into Kronos each Thursday of a payroll week.

 

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Q: How do I know if I'm having the right amount of tax withheld?

The IRS offers a step by step guide to help you decide how to estimate your year-end tax liability and withhold the right amount of taxes. Publication No. 919 "How do I Adjust My Tax Withholdings?" The 2008 version is available the IRS website.

 

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Q: How do I claim an additional amount to withhold per pay period?

A completed W-4 form must include the employee’s name, address, social security number, marital status, number of withholding allowances. In addition, enter the additional amount to withhold on line six. The amount on line six will be deducted in addition to the taxes based on your allowances. Be sure to list the additional dollar amount and not the total tax you want withheld. Additional amounts must be in dollar figures.

 

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Q: Is it possible to claim additional Federal withholding vs. additional State withholding amounts?

Yes. Unless specified, additional withholding requests apply to both Federal and State tax withholding. Employees who wish to have additional withholding different on either must write, “State Only” or "Federal Only" on the W-4 form(s) turned in.

 

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Q: Can I claim a different number of withholding allowances for Federal than for State?

Yes, employees can request different withholding allowances by submitting a separate W-4 for each tax; one W-4 labeled "Federal Only", and one labeled "State Only". Employees wanting to change only one (Federal or State) are asked to submit the labeled W-4 for the applicable tax.

 

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Q: How many allowances can I claim before Payroll is required to send a copy of my W-4 to the IRS and Department of Revenue?

Payroll is required to notify the Internal Revenue Service (IRS) and the Department of Revenue (DOR) anytime an employee claims exempt status or more than 10 withholding allowances.

 

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Q: What do Internal Revenue Service (IRS) and Department of Revenue (DOR) do when they receive a copy of an employee’s W-4?

The IRS and DOR will review the employee’s tax status and determine whether the employee is entitled to the status claimed. If not, the IRS or DOR will notify the Payroll Office, in writing, of the status and number of allowances an employee can claim.

Subsequent to this notification, any employee who submits a W-4 claim requesting more allowances than given by the IRS or DOR will not be honored by the Payroll Office until authorized by the IRS or DOR.

 

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Q: Why aren't any Federal (or State) taxes being withheld from my check?

There could be a number of reasons: (1) Check to see if you wrote "exempt" on line seven of the most recent W-4. The exempt request is the equivalent of asking that no Federal or State tax be withheld. If this was a mistake, submit a new W-4 with the intended tax status. Be sure to leave line seven blank. (2) Look at the number of withholding allowances you are claiming and your taxable gross wages. If the number of allowances is high or the taxable gross is low, the tax to be withheld will calculate to be 0. If you are concerned that you will owe at the end of the year, you can reduce the number of withholding allowances you are claiming, or claim an additional amount to be withheld per pay period.

 

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Q: Why were Federal and State taxes deducted on this last pay run? I'm claiming "exempt" status.

The exempt status expires mid-February of the year following the year the request was made. Employees who filed an exempt W-4 in the previous year must submit a W-4 for the current year before February 16. If you do not, the status will default to Single and zero withholding allowance in that pay period. The form year is the year printed at the top of the form, not the year in which it is submitted, so be sure to complete a current year W-4 when claiming exempt status!

 

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Q: What information does Payroll need regarding a non-resident employee?

A Non-Resident Alien Information packet is needed for all non-resident employees. The Payroll Office then tracks an employee's status and determines whether any exemption from taxes is available.

 

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Q: Does Payroll need information regarding employees who are not receiving wages through Payroll?

In order to ensure that no compliance errors are made, Payroll requests an information packet to be completed on all non-resident individuals carried on the Human Resources Management System (HRMS). However, it is not mandatory that a Non-Resident Alien Information packet be completed if no wages are to be paid.

 

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Q: Is my country of residence the same as my country of citizenship?

Not necessarily. The country in which you establish residency immediately before arriving in the United States is your country of residence, and may not be country of which you are a citizen.

 

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Q: What is my purpose of visit?

Your purpose of visit is stated on your form IAP-66, line #4. This will be your purpose of visit even if your primary activity changes. For instance, if you entered the US with a primary purpose of studying but are now doing research, your purpose of visit is still study.

 

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Q: What should I do if I change my visa type?

Employees who apply for visa type change are asked to contact the Payroll Office immediately. Some visa type changes may make you subject to taxes retroactively, so it's very important that Payroll know as soon as possible. When you have received the Notice of Action with your new I-94, contact Payroll again. You will be sent the first page of the Alien Information Request Form to document the effective date of the change the new visa type. The effective date of the visa change is the "Valid from" date on the I-94.

 

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Q: What do I need to include in Part 3 of the Non-Resident Alien Information packet (Determination of Residence Status)?

You need to list all days you were in the US during the last 6 years, whether it was a prior visit to the US, you were here as a visitor or tourist, or you were not working. In addition, if you were present in the US as a student prior to the last 6 years, this time must also be reported.

 

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Q: How do I get a Non-Resident Alien Information packet?

Contact the Payroll team at 4-8103. 

 

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Q: How should a non-resident employee fill out a W-4?

Non-resident employees must file Single and one (1) for the withholding allowance.

 

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Q: Am I exempt from Social Security and Medicare taxes?

Employees who you are on a J-1 or F-1 visa and will not meet the substantial presence test in the current calendar year, are exempt from Social Security and Medicare taxes. Employees will any other visa type or who will meet the substantial presence test during the current calendar year are subject to the taxes. If you are exempt, and Social Security and Medicare taxes have been deducted from your pay, contact the Payroll Office for a refund.

 

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Q: I believe I am entitled to be exempt from Federal and State taxes due to a tax treaty with my country of residence. How do I claim that exemption?

If the Non-Resident Alien Information packet indicates that you are entitled to the treaty exemption, Payroll will send you an IRS form 8233 and attachment letter. Complete the forms and return them to Payroll to claim the exemption.

 

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Q: What if I don't know some of the information being requested on the form 8233?

Payroll can complete section 4a (description of personal services), 4b (total compensation to be paid), 5a (tax treaty and article), 5b (total compensation to be exempt) from the Human Resources database. The other information requested is either of a personal nature or is available from your passport or visa.

 

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Q: I am entitled to a tax treaty exemption but taxes were withheld before I returned the form 8233. Can they be refunded?

The treaty exemption begins 10 days after the Payroll Office submits Form 8233 to the Internal Revenue Service (IRS). Federal or State taxed deducted prior to the treaty exemption cannot be refunded as the exemption was not yet in effect.  

 

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Q: Why am I being taxed for Federal and State taxes when my country of residence has a treaty in effect with the United States?

You may have met the substantial presence test for the current calendar year. This test determines whether you are to be taxed as a non-resident and able to claim a treaty exemption, or as a resident, and most likely not able to claim an exemption.

 

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Q: How do I start, stop, or modify a direct deposit?

Complete and mail your Direct Deposit form - found at the Payroll Forms & Policies page - to the Payroll Office. Mailing instructions are located at the bottom of each form.

 

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Q: When can I expect the direct deposit to take effect once I submit the form?

After an employee submits the Enrollment for Direct Deposit form, the Payroll Office will work with the bank to ensure the funds are directed into the correct account. This process is referred to as “pre-noted”. The pre-noted process involves one full pay period cycle. Employees will receive a physical check in their department during the pre-noted process. Employees can expect the direct deposit to take effect the following pay period.

 

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Q: What do I do if I close the bank account where my direct deposit funds go?

Notify the Payroll Office via fax at (503) 346-6839 with the following information: Notification reason, Employee Name, Employee ID, and the closed bank account number. Be sure to sign and date the request.

 

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Q: How does Kronos round my time?


Kronos rounds the time of day to the nearest tenth of an hour. This means that when you record a clocked transaction (such as a clock in) the time is rounded to the nearest six minute increment (One-tenth of sixty minutes is six minutes). For a visual diagram of the actual rounding times see the Kronos Rounding diagram.


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