Important Notices
2023 W-2s were mailed from James Madison University on January 23rd to the address on file in MyMadison under the Employee tab, as of 1/10/24.
Topics of Interest
Available on HR website:
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.
Note: A contingency course that “makes” is still considered a contingency course for the purpose of determining your scheduled pay dates.
In order for Payroll Services to assist with the calculations, faculty must have filed a 2020 or later W4 and have at least 1 paycheck confirmed on the new selections before we can advise on adjustments for future payrolls. Additionally, faculty must provide the following information…
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The session(s) being taught (i.e. 1st 4 wks, 2nd 6 wks, etc…)
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The actual pay dates the payments are schedule to pay out
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The exact amount expected
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Your PeopleSoft Employee ID Number, or the last four digits of your SSN.
For payroll assistance, please email payroll-operations@jmu.edu.
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.
Less Than 12 Month Contracts
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Example of 10 months paid over 12 months: |
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10 month salary = $40000.00 10 month salary divided by 20 pays = $2000.00 per pay 10 month salary divided by 24 pays = $1666.67 |
Contract begins August 25th Rest Months = June 25th - August 24th |
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| Pay Periods | Earned 10/10 | Paid 10/12 | Retained Earnings | |
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
8/25–9/9 9/10–9/24 9/25–10/9 10/10–10/24 10/25–11/9 11/10–11/24 11/25–12/9 12/10–12/24 12/25–1/9 1/10–1/24 1/25–2/9 2/10–2/24 2/25–3/9 3/10–3/24 3/25–4/9 4/10–4/24 4/25–5/9 5/10–5/24 5/25–6/9 6/10–6/24 ___________ |
$2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 ___________ $40,000.00 |
$1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 ___________ $33,333.40 |
$333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 ___________ $6,666.60 |
| 21 22 23 24 |
6/25–7/9 7/10–7/24 7/25–8/9 8/10–8/24 ___________ |
$0.00 $0.00 $0.00 $0.00 ___________ |
$1,666.67 $1,666.67 $1,666.67 $1,666.67 ___________ |
-$1,666.67 -$1,666.67 -$1,666.67 -$1,666.67 ___________ -$6,666.68 0.08 |
10-month Instructional Faculty Member (termed after 1st semester)
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Less than 12 month Contracts Example of Instructional Faculty - 10 months paid over 12 |
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10 month salary = $40000.00 10 month salary divided by 20 pays = $2000.00 per pay 10 month salary divided by 24 pays = $1666.67 |
Contract begins August 25th Rest Months = June 25th - August 24th |
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| Pay Periods | Earned 10/10 | Paid 10/12 | Retained Earnings | |
| 1 2 3 4 5 6 7 8 |
8/25–9/9 9/10–9/24 9/25–10/9 10/10–10/24 10/25–11/9 11/10–11/24 11/25–12/9 12/10–12/24 ___________ |
$2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 ___________ $16,000.00 |
$1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 $1,666.67 ___________ $13,333.36 |
$333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 $333.33 ___________ $2,666.64 |
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 an employee terms after the 1st semester (12/24), they are entitled to ½ of the salary. In our example, the employee should be paid a total of $20,000 for working ½ of the contract. The employee has been paid $13,333.36 and will be paid the additional amount of $6,666.64 as a contract buy-up.
10-month Instructional Faculty Member (who has been hired 2nd semester)
Pay Explanation
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:
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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.
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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.
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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.
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).
Other Items
