Classified Faculty and Staff Employee Information
2013 W-2's were mailed on January 17, 2014. Click here for what to do if you do not receive your year end tax document within a reasonable amount of time.
Topics of Interest
Summer School Tax Withholding Instructions
|For faculty wishing to make tax withholding adjustments for their summer pay, please reference our summer school calendars under the “Calendars and Deadlines” link on the left sidebar.
There are two calendars available... a “guaranteed” course calendar and a “contingency” course calendar.
In order for our office to assist with the calculations, faculty must provide the following information…
||Note: A contingency course that “makes” is still considered a contingency course for the purpose of determining your scheduled pay dates.
For payroll assistance, please contact Chris Jones (jones5cm), Jessica Hensley (henslejg), or Sherry Willis (willissl).
- The session(s) being taught (i.e. 1st 4 wks, 2nd 6 wks, etc…)
- The actual pay dates the payments are schedule to pay out
- The exact amount expected
- Your PeopleSoft Employee ID Number, or the last four digits of your SSN.
In an effort to “Go Green” , all adjustments must be made electronically via MyMadison. There is a “DD and W-4/VA-4 Effective Date Table” calendar located under our “Calendars and Deadlines” link as well. This calendar will identify when changes must be made via MyMadison in order for the change to be effective for a particular pay date.
10-month faculty member (who has been hired 2nd semester)
|The academic year is divided into two semesters: Fall and Spring. Fall is the 1st semester, pay period dates running 8/25 – 12/24. Spring is the 2nd semester, pay period dates running 12/25 – 4/24. If you are beginning your employment in the 2nd semester, we will need to prorate your salary to carry you through the summer months of 4/25-8/24. The following is a list of steps we use to calculate your prorated salary:
Then effective 8/25, Payroll will bring your salary back to the full 10 month amount, which in this example would be $65,000. The $65,000 would then be paid out 8/25 – 8/24 of the following year in 24 equal installments. For this example your semi-monthly gross pay would become $2,708.33 ($65,000 divided by 24). For further clarification or additional information on your 10-month salary calculation, please contact your corresponding Payroll Transaction Analyst (visit our STAFF page).
- Divide your annual salary in half since you are only working half of the academic year. For example, if your salary is $65,000, you will use $32,500.
- Next, using the annual salary calculated in step 1, divide that number by 16 which is the total number of pay periods from 12/25 – 08/24 (Spring and Summer). This will give you your adjusted semi-monthly rate. Example: $32,500/16 = $2,031.25.
- Take the adjusted semi-monthly rate and multiply it by 24 to get the adjusted salary that will be keyed into the system. Example: $2,031.25 x 24 = $48,750. This will be the annual salary shown in the payroll system through 8/24.
|TAX INFORMATION which includes:
Pre-tax Payment of Vehicle Registration Fees
Taxable Personal Use of Employer Provided Automobiles
What to do if you do not receive your W-2 Form