Payroll Information concerning the Coronavirus outbreak

All payroll online time submission procedures, due dates, and pay dates will remain the same and will not change during this time. Please see our link below for the payroll calendar. As you work from home please make sure you are still submitting your timesheet on the appropriate days and/or approving your staff timesheets per the normal schedule.

If a late paper timesheet is needed to be turned in, the employee and then supervisor should utilize the adobe digital signature, then send to payroll@washburn.edu and we will process without the staff member or supervisor having to visit our office.

 

 

Please Note: If you do not setup direct deposit your paycheck will be mailed to your permanent address on file. No staff/student will be allowed to pick up their check in our office on payday.  Our office is open for you to come in and setup your direct deposit.

Departments: Please contact Human Resources, VPAA, or the Student Employment Coordinator about the process to hire employees, faculty or students. Payroll can't pay new employees until they have completed all the necessary hiring steps in each office and are setup in the system by those offices.

Payroll Calendar

The payroll calendar shows important information and deadlines associated with time sheet due dates and approver deadlines. There are three different schedules: one for Non-Exempt Staff, one for Exempt Staff, and one for students so please make sure you are reading the correct one for your job classification.

Payroll Calendar

The payroll calendar shows important information and deadlines associated with time sheet due dates and approver deadlines. There are three different schedules: one for Non-Exempt Staff, one for Exempt Staff, and one for students so please make sure you are reading the correct one for your job classification.

Exempt (Monthly) Instructions

Download timesheet instructions for Exempt employees.

Non-Exempt (Bi-Weekly) Instructions

Download timesheet instructions for non-exempt employees.

Student Timesheet Instructions

Download timesheet instructions for students.

Supervisor Approval Instructions

Download Supervisor Approval Instructions (PDF)

Proxy Instructions

Download Proxy Approval Instructions (PDF)

Direct Deposit Setup

Direct Deposit is the primary method of paying employees. You can setup your Direct Deposit information through the employee onboarding process (for new hires) or in the payroll office located in Morgan Hall Room 212.  Please bring a photo ID and a void check from your banking institution to setup or make changes to your current Direct Deposit.

Payroll Change of Address

Annual tax forms are mailed to your permanent address on file. When an employee needs to change an address they can do so online through their employee dashboard on my.washburn.edu under the "My Profile" link.

Payroll Statement (Pay Stub)

Payroll statements will be available on payday, however these statements will only be available through your employee dashboard on my.washburn.edu and will not be mailed out.

Pay stub on MyWashburn

Finding your pay stub on MyWashburn (PDF)

Tax Forms

Payroll Tax Forms W-4 & K-4 (Federal and Kansas Withholding Allowance Certificates) must be turned into the payroll office for each employee. Your W-4 can be updated through your employee dashboard portal on my.washburn.edu.

2020 Form W-4 is very different than in previous years. We suggest you print the actual form, instructions, and worksheet below (under payroll forms) to review prior to you going to mywashburn and making a change.

Note: at this time to update your K-4 you will have to visit the payroll office to make a change to your Kansas withholding.

W-4 Updates on MyWashburn

Updating Withholding on MyWashburn (PDF)

W-2 Wage & Tax Statement

In order to file your tax returns, you must have a Form W-2 for the calendar year. Hard copy W-2 forms will be mailed to the permanent address on file each year no later than January 31.

Note: Our W-2 Form, box 14 only allows for three deduction amounts to be listed, if you have more than three amounts for this box you will receive a second W-2 with the additional amounts listed.

Payroll Staff

Marsha Stromgren, Director of Accounting

Michele Drees, Payroll Manager

Debi Oshel, Accounts Specialist (Payroll)

Whitney Watson, Accounts Specialist (Payroll)


 

Mission and Regulations

The mission of the payroll office is to ensure that all employees of the University are paid timely and accurately while maintaining compliance with federal, state and University regulations and policies.  

Unfortunately in our current times of identity theft, for your security we may require you to visit our office (showing a photo ID) to make certain changes to your information and/or releasing any information. We understand that this may be a bit inconvenient but we must keep your personal data secure. Visiting the payroll office is considered part of your employee duties and supervisors should allow you time to conduct your payroll business during your normal working hours.

GET IN TOUCH WITH the Payroll Office

Payroll Office
Morgan Hall Room 212
1700 SW College Ave.
Topeka, KS 66621

Phone & Email
Phone: 785-670-2039
Fax: 785-670-1054
payroll@washburn.edu

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