Payroll Office

The Payroll Office processes payment and oversees timekeeping for all student, contingent and regular employees. We work within the guidelines of the State of Maryland’s Central Payroll Bureau.

Stephens Hall

Pay Date Calendars and Schedules

Payroll Address Change

The state of Maryland’s Central Payroll Bureau has specific procedures for changing your payroll address. The preferred method is to use the W4 update feature at Payroll Online Service Center (POSC).

If you must submit an address change by paper, the appropriate federal form W4/state form must be fully completed with the new address, along with federal and state tax withholding sections. Print, sign and submit this form to the Payroll Office (if you are a student employee) or to the Office of Human Resources (if you are faculty or staff). You can access a federal/state combination form at Federal Form W4 (PDF) for employee withholding information and instructions.

For Student Employees

Complete, print, sign, and submit the appropriate federal form W4/state form (see above) to the Payroll Office located on the fourth floor of the Administration Building.

For Regular and Contingent Faculty or Staff

Complete, print, sign, and submit the appropriate federal form W4/state form (see above) to the Office of Human Resources (OHR), located on the first floor of the Administration Building. If you have benefits, OHR requires an additional form to change your address for benefits. Get more information at: Change of Address for Benefits (PDF).

Direct Deposit Information

As a university employee, you are encouraged to participate in the many benefits offered by the payroll direct deposit program.

Necessary steps to get or change direct deposit of paycheck

  1. Complete the online Direct Deposit Authorization Form (PDF).
  2. Print and sign the completed form.
  3. Return the form to the Payroll Office in Financial Services.

Benefits

  • Automatic deposit of your paycheck to your checking or savings account
  • Immediate access to your funds
  • No waiting for the mail to arrive
  • No standing in line at the bank
  • No worries about potential for lost or stolen checks

How long to start

It usually takes one pay period before the direct deposit starts. The same is true if you are changing banks - you will receive a paycheck for one pay period before the new direct deposit starts.

Approval Groups and Timekeeper Location Numbers

Approval groups and timekeeper location numbers are required information that are entered on the Student Hire Form. This form carries the information necessary to put a contingent or student employee on the payroll. The approval group and timekeeper location number are both essential for routing the employee's electronic timesheet to the appropriate supervisor/timekeeper. The following defines these required fields:

Approval Group

This is a group name assigned to a specific supervisor. An approval group name is entered on the PeopleSoft job data record of each employee. When the supervisor signs into the timesheet system, all employees having the same approval group designation will appear in the supervisor's group for review and approval. Once the supervisor approves the timesheet by clicking the required field, the timesheet rolls up to the Payroll Office for processing.

Timekeeper Location Number.

This is a three-digit number assigned to the person who serves as the department timekeeper. The number is entered on the PeopleSoft job data record of each employee. When the timekeeper signs into the timesheet system, all employees having the same location number will appear as a group for review.

Where do you find them?

Sign into the timesheet system. If you have been designated a supervisor or timekeeper, you will see that one of the tabs across the top of the screen is administrative. Clicking on that tab will bring up a list of options that include the approval group name assigned to you as a supervisor and/or the timekeeper location number assigned to you as a department timekeeper.

What to do if you don't have one

Contact the Financial Services help line at x4-5599, option 1 for instructions on how to have an approval group and/or timekeeper location set up for you.

Financial Systems maintains an online PeopleSoft Chart of Accounts to assist you with finding department numbers.

In order to translate to military time on the timesheet, add 12 to all p.m. times (for example, 10 p.m. would be 22:00). All a.m. times remain the same (for example, 9 a.m. would be 9:00).

Reallocation of Payroll Charges Between Budgets

If an employee's salary and/or fringe benefits have not been charged to the correct department, or if an employee expense should have been split between multiple budgets and was not, it is possible to reallocate those dollars.

Send an email to Payroll Supervisor  and include the specific information listed below. The person whose budget is to be charged should verify the agreement to transfer the expenses.

  • Reason for the reallocation
  • Name of the employee whose expenses are to be moved
  • Employee ID number
  • Dollar amount to be moved
  • The department number to be charged and the department to be credited

W2 Wage and Tax Statement

W2 wage and tax statements are prepared and mailed by the Central Payroll Bureau in Annapolis, usually in mid-January. If not received by end of January, the W2 can be printed using the Payroll Online Service Center (POSC).

If you still need help acquiring a replacement W2, contact the Financial Services help line at 410-704-5599, option 1 or . You may also contact the Central Payroll Bureau in Annapolis at 410-260-7964.

Understanding your W2

Compare the year-end pay stub information to the W2 statement. Year-end pay stubs show actual earnings paid in the calendar year. The W2 reports only taxable earnings. Taxable earnings are reduced by any pre-tax deductions, such as health insurance, supplemental retirement contributions, flexible spending accounts, parking deductions, etc.

If the W2 has an entry labeled "STPICKUP" in box 14 that amount must be entered on line 3 of the Maryland Form 502 or line 19 of Form 505. The state pickup amount is the mandatory retirement deductions that are paid during the year that are exempt from federal tax but are subject to Maryland state and local tax.

If you need help estimating how withholding or deductions changes will affect your net pay or taxes, Central Payroll Bureau's Net Pay Calculator can be useful in estimating taxes and net pay. Have a copy of the most recent pay stub to enter all pay and deduction information, calculate and compare net pay to the pay stub (could be off by pennies due to rounding). This process can be repeated: make changes, recalculate, and see the net pay difference.

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