Guides and Instructions

Guidance and tools for calculating pay, managing withholding, and completing payroll-related activities.

• CPB Net Pay Calculator
• Payroll Calculation
• FICA Taxes Guide
• W-4 Instructions
• MW507 Instructions
• Direct Deposit Authorization Instructions

Resources for managing payroll schedules, adjustments, and reconciliation activities.

• Payroll Calendar
• Retro Pay Guide
• Work Schedules Guidance
• Electronic Timesheet Reconciliation Guide

Foreign national employees and individuals who expect to receive payments from UMB must complete a Glacier record. You will receive an email from support@online-tax.net with a link to get started.

When to Update Your Glacier Record

Update your Glacier record if any of the following change:

• Visa type or immigration status
• Estimated departure date from the US
• Immigration status changes to US Permanent Resident

Failure to update your record may affect your tax treaty benefits and FICA tax status.

After Completing Glacier

Submit your completed Glacier packet to your department payroll representative for review and submission to the Office of the Controller – Payroll Services (OOTC-PS).

For step-by-step instructions on completing your Glacier record, see the Glacier Processing guide.

Reimbursable mileage depends on your work arrangement. In most cases, your normal commute is not reimbursable — only miles beyond your regular commute qualify.

• One primary worksite: Subtract your normal one-way or round-trip commute from total miles driven to calculate reimbursable mileage.
• Multiple regular worksites: Calculate a weighted average daily commute based on how many days per week you work at each location, then subtract that from total miles driven.
• No fixed worksite: Mileage between sites is reimbursable. Travel from home to your first site and back is not reimbursable unless the site is more than 50 miles away — only miles beyond 50 qualify.
• Public transit commuters: Commute mileage is based on the round-trip distance between your home and your transit boarding point.
• Teleworkers: Commute miles are measured from your telework location to the site identified in your telework agreement, or your supervisor's UMB office if no site is specified.

For detailed calculation examples and policy guidance, see Travel Mileage.

See the Travel Webpage for More Information

UMB Cash Handling Procedure requires all cash and checks to be deposited at the Cashier's Office within 24 hours of receipt, or the next business day.

• Endorse checks immediately upon receipt using the Wells Fargo Depository Stamp.
• Complete the online Deposit Form and print the completed PDF.
• Schedule an appointment at the University Cashier using Microsoft Bookings.
• Bring your completed deposit form, cash/checks, and any required backup documentation for SPAC or Customer Billing deposits to your appointment.
• Wait for a receipt before leaving.
• Reconcile all deposited cash and checks to Quantum after the deposit is processed.

For deposit instructions covering Departmental Deposits, Expense Reimbursements, Sponsored Projects, and Return of Undistributed Research Study Participant Cash, see the UMB Cash Handling Procedure and the University Cashier page.