Do you need to keep a minimum balance on your Paycard?
No. A minimum balance is not required.

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How will you receive your Paycard?
You will receive your Paycard in the Welcome Packet from Money Network Services® that is either mailed to your home if you are a staff employee, or for student employees, picked up in the Payroll Office located in room 1270 Seibert Administration Building.

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I just signed up for direct deposit and I am not seeing the money in my account; where is my pay?
The payroll department is dedicated to accuracy. To ensure direct deposits are accurate, we pre-note them. Pre-noting is a process where we run the account numbers through a payroll cycle to make sure they are correct. For this reason, a new direct deposit can take up to 2 pay periods depending on timing.

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What do you need to do upon receipt of your Paycard?
Follow the directions contained in your Money Network Services® Paycard Welcome Packet or call the phone number listed on the back of your Paycard.

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Who can you contact with questions about your Paycard account?

August 2014 WMU changed Paycard vendors from Citibank to Money Network Services®.

For Money Network Services® information call 1-888-913-0900. For more information go to www.firstdata.com/moneynetwork/moneynetwork-faq.html. To find 55,000 surcharge-free ATM’s go to www.allpointnetwork.com.

For Citibank Paycard information contact Citibank directly at 1-800-422-1992.


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I have worked for WMU before and had direct deposit, do I need to resubmit my account information?
Direct Deposit account information will stay in our system indefinitely unless you cancel it. If you are unsure about where your direct deposit is routed or whether you have it set up, please refer to employee self service. The direct deposit section will allow you to view this information.

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What deductions will be taken during the June 8-14, 2015 transition pay period?
For the exempt/salaried employees being converted in June, the following deductions will be taken in the pay period covering June 8-14, 2015:
  • Basic Life,
  • Additional 1 Life,
  • Additional 2 Life,
  • Spouse Life,
  • Child Life,
  • Long Term Disability,
  • Retirement,
  • Faculty Dues,
  • and Garnishments taken as a percentage.
Tax Sheltering will be taken if the employee has elected a percentage to be sheltered; tax sheltering elected as a flat amount will be taken only if there is enough money to do so. (See Deduction/Contribution Schedule).

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How does the semimonthly pay schedule affect my sick leave accrual?
Employees will continue to accrue sick leave hours for each pay period to a maximum accrual of 104 hours per calendar year. Actual hours accrued per pay period will fluctuate slightly depending on the number of paid work days covered in the pay period. (See leave chart).

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How does the semimonthly payroll conversion relate to any changes triggered by the Staff Compensation Project?
While both projects are being implemented at roughly the same time, there is no direct correlation. The conversion to 24 pay periods will impact only those employees who are salaried and will include faculty members, who are not part of the Staff Compensation Project. The pay schedule conversion for salaried employees will already have been accomplished when the new Staff Compensation Project is implemented. Any pay changes that may result from the compensation project will not be reflected until the SECOND pay check salaried employees receive on July 20. The first check in the new 24-pay period cycle will be issued on July 2 and cover hours worked from June 15-30. The first paychecks that reflect implementation of the new compensation project, may only cover hours worked July 1 or after.

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Will a Pay Card affect your credit?
No. As stated above, the Pay Card is not a credit card and does not require a credit check.

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What do you do if a Paycard is lost or stolen?
Call Money Network Services® at 1-888-913-0900 immediately to report the incident. A replacement card will be sent to you with an option of expedited delivery. Please refer to the Cardholder Agreement contained in your Welcome Packet for more information.

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When does the 24-pay period year begin?
The conversion is effective with the start of the fiscal year 2015-16 year, which begins on July 1.
  • For fiscal year salaried staff, a five-day transition period has been set up to facilitate the switch to the new schedule. Employees moving to the new system will receive their last biweekly paycheck on June 30, covering the period of June 8-14. Their first paycheck in the new schedule will be dispersed on July 2--which is the business day closest to July 5. When pay dates fall on a holiday or weekend, pay will be received on the last business day before the pay date.
  • Academic-year and part-time instructors will begin the new pay schedule with the first pay period of the fall 2015 semester, which will have a Sept. 4 paycheck date.

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I currently have a salaried job and an hourly job. How will I get paid?
Your exempt/salaried job will be paid on the semimonthly schedule: you will receive your pay on the fifth and 20th of each month (adjusted for weekends and holidays). Your non-exempt/hourly job will remain in the biweekly pay schedule, which will continue to be paid on biweekly Tuesdays.

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I have closed my account with the bank, do I need to notify payroll?

Yes. You will need to cancel/delete the account from our records in person in Payroll, room 1270 Seibert Administration Building. Picture ID is required.

If the closed account is still in our system when we process payroll, the bank will send the money back to us. This usually takes about 2-5 business days. Once we have received the funds, we will print a paper check for you to pick up in our office.


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How do I change my tax withholding information?
Employees may change their withholding elections at anytime. To change the number of tax withholding allowances or your taxing marital status or requesting additional amount of withholding deducted from your pay, you must complete the W4 Employee Withholding Allowance Certificate through the Employee Self Service system via GoWMU. This form can only be used for your federal and state tax withholding. To change your local city taxes you will need to complete the appropriate paper forms and submit them to the payroll office.

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My pay is incorrect because my hours reported are wrong?
If your hours are incorrect, then your first point of contact should be with your timekeeper. Your timekeeper is the person responsible for entering your hours into Kronos, the University's time reporting system.

If after checking with your timekeeper you determine that all hours were reported correctly then you should call the Payroll Department at 387-2935.

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Where is Payroll? How do I contact the Payroll Office?
The Payroll Department is located in the Seibert Administration Building, across the street from the Bernhard Center, room 1270.

Our mailing address is:
Western Michigan University
Payroll Department
1903 W Michigan Ave.
Kalamazoo, MI 49008-5250


Our phone numbers are:
Main Office: (269) 387-2935
Fax Line: (269) 387-2937

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I am an international employee from a country that has a tax treaty with the United States of America and I want to claim a tax withholding exemption.
Some international employees are eligible for a tax withholding exemption because of tax treaties signed between their home country and the United States. If you are an international employee you may be eligible for tax exemption. Check the Tax Treaty Table to see if your country is listed. The income tax exemption will differ by country and by your employment classification (faculty/staff or student).

To claim tax treaty benefits, please bring your VISA with you to the Payroll Office. Allow 20–30 minutes to complete the paperwork.
Please note: This exemption must be re-established every year. Each January all employees records are reset to taxable, and it is the employees' responsibility to file the necessary paperwork to continue the exemption. This paperwork should be completed in December prior to the start of the new tax year. Refunds for taxes withheld will be the responsibility of the employee when they file their tax return.

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Where can I find out about professional employment opportunities?
Check out Careers at WMU on our Human Resource web site.

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How can I estimate my take-home pay on the next check?
The best resource is paycheckcity.com This site will factor in your individual tax withholdings and give you an idea of your net pay.

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When I click on Employee Self Service I am asked to login again.
This is due to one of two reasons.
  1. You do not currently have a social security number or payroll is not aware of it. Call the Payroll Office at (269) 387-2935
  2. There is a technical error with your account. Call the OIT help desk at Phone: (269) 387-4357 (387-HELP), or by email at helpdesk@wmich.edu

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How do I know which pay schedule I am on?
If you hold an exempt/salaried staff or faculty position, you will be paid on a semimonthly basis. If you hold a non-exempt/hourly position (staff or student), you will be paid biweekly. Graduate Assistants will continue to be paid biweekly as well. If you hold both exempt/salaried and non-exempt hourly jobs, you will receive multiple paychecks; a semimonthly check covering all exempt/salaried jobs, and a biweekly check covering all nonexempt hourly jobs.

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What is considered my primary paycheck? What is my secondary paycheck?

For benefit eligible employees, your primary job is your benefit eligible job: essentially the main job for which you were hired. Thus your primary paycheck reflects the earnings for your main job. For exempt/salaried employees, the primary paycheck will be paid semimonthly. For non-exempt/hourly employees, the primary paycheck is paid biweekly.

Additional jobs are considered secondary jobs. See the matrix below for when jobs are paid:

Primary Job Secondary Job Primary job paid Secondary Job paid
Salaried Salaried Semimonthly Semimonthly on the primary paycheck
Salaried Hourly Semimonthly Biweekly on a secondary paycheck
Hourly Hourly Biweekly Biweekly on the primary paycheck
Hourly Salaried Biweekly Semimonthly on a secondary paycheck

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What happens when the fifth or 20th day of the month falls on a holiday or weekend?
When a pay date falls on a holiday or weekend day, the pay date will be the last business day immediately preceding the regular pay date.

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What employees will be transitioned to the semimonthly 24-pay period per year pay schedule?
All fiscal year salaried (exempt) employees will be on the new pay schedule, effective with the start of the 2015-16 fiscal year reflected in their pay check dated July 2, 2015. Those included in the fiscal year transition are:
  • Departmental chairpersons
  • Athletic coaches
  • Fiscal year faculty
  • Executives and senior officials
  • Professional and administrative staff
  • Researchers
Academic Year salaried exempt employees will be converted to the new schedule at the start of the new academic year with the semimonthly payroll reflected in their pay check dated Sept. 4, 2015. Those included in the academic year transition are:
  • Academic year faculty
  • Part-time instructors
  • Academic year staff

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How does the semimonthly pay schedule affect my annual leave accrual?
Benefits eligible exempt/salaried employees will continue to receive annual leave in a lump sum allotment each July 1 based on the allotments

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How many paychecks will I receive in calendar year 2015?
Fiscal year hourly paid employees will continue to have 26 pay dates.

The number of pay dates for salaried/exempt employees will vary depending on the appointment period. See the matrix below:
Appointment Type
(Salaried/Exempt)
# of Biweekly Pays (2015) 5 day
Transition Pay?
# of Semimonthly Pays (2015) TOTAL Number of Payments in 2015
Fiscal Year 12 Yes (1) 12 25
Academic year 26 pays 17 No 8 25
Academic year 18 pays 9 No 8 17

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I have a salaried/exempt job and an hourly/non-exempt job, which means I will receive paychecks from both the semimonthly schedule and the biweekly schedule. Which deductions will be taken from which checks?
General and benefit deductions will continue to be taken from the employee's primary paycheck. Benefit eligible employees with additional (secondary) jobs that are paid in different pay schedules will have retirement contributions in both the primary and the secondary paychecks. If the employee is tax sheltering a flat amount, the deduction will be taken from the primary paycheck only. If the employee is tax sheltering a percentage amount, the deduction will be taken from both the primary and the secondary paychecks.(See schedule)

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I have a salaried/exempt job and an hourly/non-exempt job, which means I will receive paychecks from both the semimonthly schedule and the biweekly schedule. How will garnishment deductions be handled?
If the employee has a flat amount garnishment, the deduction will be taken from the primary paycheck only. If the employee has a percentage garnishment, the deduction will be taken from both the primary and the secondary paychecks.

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I want to change my tax sheltering amount. What do I need to do?
Please complete a new Salary Reduction Agreement form and indicate the new sheltering percentage or flat amount. Send the completed form to Sanford Advisory Services (instructions are on the form).

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Can you overdraw your Paycard account balance?
No. The Paycard is a debit card — not a credit card. That means you can only make transactions if your balance is greater than zero and there are funds available to cover the amount of the transaction. Refer to the Terms and Conditions for more details.

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Is the Paycard a credit card?
No. There is no credit line associated with the Paycard, and there is no credit check or approval process required to receive and use the card. The purchase and withdrawal limit is the balance in the card account.

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I have a new set of taxes showing up on my paystub (FICA, OASDI, MED, etc.); under my VISA, shouldn't I be exempt from these taxes?
International Students on F-1 and J-1 VISAs are exempt from FICA taxes for 5 and 2 years respectively. In most cases we do not have your VISA in our system and will gladly make the correction. Please come to the payroll office with your VISA to claim the exemption.

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Where can I find out about employment opportunities for students?
Our Career Network web site is your resource for both on and off-campus student positions. Check it out today.

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What do student positions pay?
There are a variety of student positions on campus. Each position is placed in a grade level and then is placed within a step within the pay structure.

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If I am a student employee with multiple jobs will I get multiple checks?
Many student employees work more than one part time job for the University. This allows them to work the number of hours they would feel comfortable with while maintaining their class load.

When an employee works more than one job, all hours worked are calculated and paid on one check. This is true even if the multiple jobs have different pay rates. In this case, each job is calculated independent of each other then combined. Also note that when filling out payroll forms you only need to submit it once—it will apply to all jobs being worked.
Please note: You will only need to complete the W-4 and direct deposit form once. They will apply for all campus jobs.

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How can I track my Paycard account spending?
A complete record of your account information including balances, transactions, fees, and deposit amounts can be accessed online at the website listed on the back of the card. The same information can also be accessed by calling the number listed on the back of the card.

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All I see when I login to the Employee Self Services is a search bar/blank page.
In most cases, you will see a search bar and a Self Service link in the upper left-hand corner. Select the Self Service link.

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What do faculty/staff positions pay?
Human Resources is responsible for the efficient and equitable administration of the Staff Compensation System for all professional, administrative, clerical and technical employees. To find out more information click here.

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Can I sign up to have my check direct deposited?
Yes, see our direct deposit web page for details.

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How many hours can student employees work?
The number of hours a student can work depends on his/her status. Please see Rules Governing Student Employment Chart.

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Auxiliary Enterprises, Western Michigan University
Phone: (269) 387-2154