Frequently Asked Questions

Reps

General
I'm a new payroll rep in my department; can you add my name on your payroll rep email list?

If you are a new payroll rep or administrator or hold another position involved in the payroll process, you should email the following information:                

  • Employee name
  • Title
  • Department
  • Campus phone and address 

      to DL-BF Payroll Help.                 

New Hires
What paperwork needs to be submitted for a new employee to be paid?

Click here (http://www.umaryland.edu/media/umb/hrs/new-employee/Onboarding_docs.pdf) for the New Hire Packets that indicate by category of employee the forms necessary for adding an employee to the payroll system. After a new hire attends the onboarding session, HRS will process new hire paperwork and enter the new hire into the payroll system.

Terminations
What paperwork needs to be submitted when an employee terminates employment?

A resignation letter and the UMB Employee Pre-Print should be attached to the eForm. If applicable, a “Notification of Termination For Health Benefits” should be sent to HR-Benefits and an “eUM User Authorization Form” should be sent to CITS.

For hourly employees, please be sure not to delete the employee too soon since there is a full pay period lag between pay period worked and pay date.

Payroll Advances
When can I request a payroll advance?

Payroll advances are used when the paperwork for an employee is received by USM too late for processing so an employee does not receive a paycheck through the normal process. The form "Request for Payroll Advance Check" must be submitted to FS-Payroll no later than Wednesday at noon after the payday. A "Payroll Adjustment Form" must be attached to the form as evidence that wages are due to the employee so that the wages can be recovered on the next payday.             

Hourly and Special Pay employees are not eligible for payroll advances.

Typically payroll advances are done for new employees (at 50 percent of the gross wages due) but can be used if an employee did not receive a paycheck in error (the amount can be based on what the employee's net pay usually is).

 

Payroll Transfers
What is the difference between a Budget Retro Process (BR) and Direct Retro Process (DR)?

Budget Retro Process (BR): This process is run each weeknight to redistribute actual payroll expenses to the HRMS combo codes cited on a retroactive Employee Funding Profile (EFP). An EFP is considered retroactive if it affects actual expenses that have already been distributed. Budget Retro Distributions are triggered when an EFP is created with a funding begin date less than the pay period end date of the last pay period processed for your employee. The system calculates the difference between what was already distributed and the new distribution and creates the adjustment.          

Direct Retro Process (DR): This process is run each weeknight to redistribute payroll expenses when using the Budget Retro Process (BR) is not an option. To use DR, departments will complete and submit a Direct Retro Request Form to Cost Analysis and Studies for processing. The form can be found at the Costing and Compliance website.               

The BR and DR deadlines are posted on the payroll calendar published on the FS-Payroll website.                                                           

Forms
When do we need to file a W-9?

If an employee has a “Green Card” (Permanent Resident) or meets the “Substantial Presence” test (Resident Alien)m the employee needs to file a Form W-9. Permanent Residents file a W-9 form with the Permanent Resident Certificate and W-4. Resident Aliens file the Glacier Tax Summary Report and W-4. A permanent resident files these forms once. A resident alien files these forms annually.

Treaties
What is a treaty?

A tax treaty is an agreement between the United States and certain foreign countries that offers a reduced rate of, or possibly a complete exemption from, U.S. federal income tax for residents of those particular countries to avoid "double taxation" of income. The reduced rates and exemptions vary among countries and types of visas (there are differences in length of time and maximum income).

Treaties
Whom do treaties apply to?

Treaties apply to foreign nationals who meet precise qualifications and residency requirements defined in the treaty articles text. They are not automatic – the appropriate tax forms must be filed in a timely manner.                              

For more information on tax treaties, click here for IRS Publication 901-U.S. Tax Treaties (4/13).

Employees

New Hires
What forms am I required to complete so I can get paid?

Click here (http://www.umaryland.edu/hrs/new-employees/) to find the required forms for different employment categories. The employment category the employee has been hired into was identified in the Welcome Letter. All required forms must be completed on the first day of employment for an employee to be entered in the payroll system. 

 

New Hires
How long does it take to get my first paycheck?

The date your paperwork is completed and processed and the day in the payroll cycle you begin your employment at UMB primarily determines the exact date you receive your first paycheck. By working with your payroll rep to assure your paperwork is timely and accurate, you should receive your first paycheck no later than the second payday after your hire date.

Payroll Online Service Center (POSC)
How do I set up a POSC account?

You need to have all of this information ready before you set up your POSC login account:

  1. Social Security number
  2. Date of birth
  3. Email address
  4. Agency number: 360221
  5. Check/Advice Number: Contact your payroll rep for your Advice Number

Click here (http://www.umaryland.edu/media/umb/af/fs/payroll/POSC-Instructions.pdf) for detailed POSC account setup.

POSC
What can I do once my POSC account is set up?

You can access your payroll information online, such as:

  1. Copy of current year pay stubs
  2. Prior year pay stubs
  3. View/print duplicate W-2
  4. Update address/W4 (tax withholding)
  5. Update Direct Deposit
  6. Sign up/modify web-only access

Tax Forms
Why was my W-4/MW 507 rejected?

A W-4 will be rejected for any of the following reasons:       

  • It is not completed using black ink.        
  • It has crossed out information or "whiteout" on it.        
  • It is missing information such as county of residence or marital status.
  • It is completed with contradicting information.       

Click here for detailed W-4 instructions on completing this form.

Tax Forms
If my W-4/MW 507 was rejected, why are taxes coming out of my paycheck?

According  to government regulations, in the absence of a valid W-4/MW 507, taxes will be withheld on the basis of "Single" status with zero exemptions. When a valid form is filed, the appropriate taxes will be withheld from that point forward but no adjustment will be made for taxes previously withheld.

Tax Forms
When do I get my annual W-2?

As required by law, W-2s are sent out by Jan. 31 of the following year for which it applies. UMB does not issue W-2s. They are issued and sent by the Maryland State Central Payroll Bureau (CPB). If you have not received your W-2 by Feb. 1, you must call the CPB at 410-260-7965.

A duplicate W-2 form can be printed via the Payroll Online Service Center (POSC) https://interactive.marylandtaxes.com/Extranet/cpb/POSC/User/Start.aspx

Tax Forms
How do I set up a POSC account?

You need to have all of this information ready before you set up your POSC login account:

  1. Social Security number
  2. Date of birth
  3. Email address
  4. Agency number: 360221
  5. Check/Advice Number: Contact your payroll rep for your Advice Number

Tax Forms
What can I do once my POSC account is set up?

You can access your payroll information online. You also can update information such as address changes/W4 and Direct Deposit.

  1. Copy of current year pay stubs
  2. Prior year pay stubs
  3. View/print duplicate W-2
  4. Update address/W4 (tax withholding)
  5. Update Direct Deposit
  6. Sign up/modify web-only access

Direct Deposit
How long does it take for my direct deposit to start?

Once an employee is in the payroll system, it will take two pay periods for direct deposit to begin. A "pre-note" is done, which is a test of the bank routing and account number. If the bank does not reject the pre-note, the direct deposit will begin next pay period.

Direct Deposit
How long does it take for my direct deposit to stop?

Direct deposit will stop within 21 days of filing the form with the Central Payroll Bureau. You will begin receiving a regular paycheck when direct deposit has stopped. Do NOT close your bank account until you have received your first regular paycheck. If you close your account and a direct deposit is attempted, you will delay the receipt of your wages.

Personal Changes
I was recently married/divorced; how do I change my name on my paycheck?

The IRS requires that we use the name per the employee's Social Security records. Therefore, the only valid documentation we will accept for proof of a name change for payroll purposes is the Social Security card.

Personal Changes
I recently moved; how do I change my address on my paycheck?

You must complete a new W4/MW507 Form for change of address either via POSC https://interactive.marylandtaxes.com/Extranet/cpb/POSC/User/Start.aspx or the paper form. The paper W4/MW507 form is submitted to your payroll rep and will be forwarded through the proper channels to the Central Payroll Bureau, where the change will be made. 

Foreign Nationals
What is the difference between forms W-2 and 1042-S?

IRS Form W-2 is used to report annual taxable federal and state wages. Treaties for non-resident aliens (NRA) may exempt the employee from federal taxes but not from Maryland state taxes, so a W-2 is used for annual state income tax filing. If you are a NRA and exempt from federal taxes, you will receive Form 1042-S. Both forms are used to complete the annual 1040NR. For additional information, click here for IRS Publication 519-U.S. Tax Guide for Aliens.