Payroll Information for New Employees (updated September 2015)
Each department has at least one designated Department Payroll Representative (PR Rep). PR Reps assist all employees in the department with any payroll or related questions such as:
- Timesheets
- Paychecks
- Payroll deductions
- Payroll schedule
- Payroll calculation
- How to retrieve/print Direct Deposit Advice
- Leave balances
- Employment contract
- Form W-2
- Form W-4 Employee Withholding Allowance Certificate
- Change of Address
- Glacier - Non-U.S. Citizen and Non-Permanent Resident only
Meet and get to know your department's PR Rep. To determine who your PR Rep is check with your hiring manager or look up your PR Rep.
Online Electronic Timesheet
Faculty, exempt, non-exempt, and hourly employees must complete an online electronic timesheet each pay period (i.e., bi-weekly). Timesheets should be completed within six days of the pay period end date but they must be completed and approved within 30 days of the pay period end date.
An online timesheet training is available by navigating to the MyUMB portal page and in the Enterprise Menu select UMB Systems Tutorials Browser. Then select "eUMB Electronic Timesheets > Timesheets"
Leave balances (if applicable) are maintained in the online system and available for you to monitor and manage from the MyUMB Employee Self Service page.
Paychecks
All paychecks are issued by the State of Maryland's Central Payroll Bureau (CPB). Learn about how to access the Payroll Online Service Center system.
First paycheck usually withholds the maximum state and federal taxes because the following reasons:
- W-4 Form has not been processed by CPB, or
- Errors are on the W-4 Form; results in return by CPB, or
- Missing W-4 Form
- Follow instructions for W-4; they are published on the UMB website.
First paycheck
All employees will receive a paper paycheck for the first pay that will be mailed to the address on the W-4 that was sent to CPB. If the address is not pre-printed on the check by CPB, the check will be mailed to the address in the UMB system. The address in the UMB system can be viewed on the "MyUMB Employee Self Service" portal page under "My Personal Information." If an address is not listed in the UMB system, contact your PR Rep.
Direct deposit
Sign up for direct deposit; otherwise, paychecks are mailed. Direct deposit can start as early as the second pay period. Each pay period, the Direct Deposit Advice can be retrieved from CPB's POSC (Payroll Online Service Center) website. There is a link to the POSC on the MyUMB Employee Self Service tab in the portal.
Bi-weekly gross pay calculations for non-hourly employees
The State of Maryland calculates bi-weekly pay based on the annual salary spread across the number of days in the fiscal year. In fiscal years that include leap day (Feb. 29), the bi-weekly salary will decrease slightly since the annual salary is spread over 366 days instead of 365 days for a normal year
Your bi-weekly pay is calculated as follows:
- Leap Year: Annual Salary / (366 days / 14 days in a pay period)
- Example: $40,000/26.142857 = $1,530.06
- Non Leap Year: Annual Salary / (365 days / 14 days in a pay period)
- Example: $40,000/26.071428 = $1,534.25
Review your pay and leave balances
If you discover any mistakes on your paycheck (overpayment or underpayment), contact your PR Rep immediately. If you discover any mistakes with your leave balances or accruals, contact your PR Rep immediately.
W-2s
The annual statement of wages is issued by CPB. Statements are mailed to the address on file with CPB before Jan. 31. Duplicates can be retrieved from the POSC website.