• When are timesheets due?
  Typically, by 11:59 pm on Tuesday, the week before the pay date (the due date is displayed on the time sheet).

• How do I request a paper time sheet?
  Have your supervisor request one by sending an e-mail to payroll@ysu.edu. Make sure to include the employee’s name, Banner ID, department, supervisor’s name, the reason a paper time sheet is needed and the applicable time period. A time sheet will be e-mailed back to the supervisor for printing.

• My student/employee isn’t around to sign their time sheet today, can I sign for him/her?
  The student/employee can sign the time sheet the next day. The student’s/employee’s signature must be on the time sheet unless there are extenuating circumstances such as an extended illness or termination of employment.

• When can I pick up my paycheck?
  Employees are discouraged from receiving paper pay checks due to the costs, security, and inconveniences associated with the handling and distribution of paper checks.  Any paper checks issued to employees are mailed on the pay date to the employee’s address on file and typically cannot be picked up at the Payroll Office.  The preferred method of employees to receive their pay check, however, is direct deposit because it:
  • Offers peace of mind - your money is available with no effort on your part
  • Allows faster access to the funds - waiting for the check to be delivered in the mail a trip to the bank to cash your check is not required
  • Eliminates the possibility of a lost check - either in the mail, misplaced or accidentally destroyed
  • Is safe - payments can not be lost
  • Reduces the possibility of fraud - cannot be stolen like a paper check
  • Is more confidential than a paper check - fewer individuals handle the transaction
  • Is cost effective and environmentally friendly - faster to process and less paper is printed

• I closed the account / I need to change the account where my Direct Deposit was going, what do I need to do?
  1. For emergencies contact the Payroll Office at (330) 941-1470.
  2. If the account is closed, we will receive notification from the bank that your direct deposit was returned. We will then either take you off direct deposit and process a paper check or deposit the pay into a new account provided by you. To avoid delays associated with the closing of an account, please complete a new Direct Deposit form and return it to the Payroll Office.
  3. If you need to change the account information, complete a new Direct Deposit form (see the 'Payroll Forms' link under RESOURCES on this web page) and return it to the Payroll Office.

• Is the Payroll Office open on Saturdays?
  No. Hours of operation are Monday-Friday 8:00 am-5:00 pm.

• How do I verify employment or wages ?
  Employment and wage verification are processed by the Office of Payroll. Please forward the request to Payroll either by postal mail, email or fax at:
  
  Postal Mail:
  Youngstown State University
  ATTN: Payroll VOE
  1 University Plz
  Youngstown, OH 44555-0001
  
  Email:  payroll@ysu.edu
  
  Fax: 330-941-1667
   
• Who handles garnishments and child support orders?
  Payroll processes all garnishments and child support orders and can be reached at (330) 941-1470.

W-2s
Per IRS regulations, W-2s are to be made available to each employee no later than January 31 each year for the previous year’s earnings. You may elect to electronically receive your W-2 by following the instructions at Electing an Electronic W-2*. If you do not elect electronic distribution of your W-2, a paper copy will be mailed.

Once an employee has elected to electronically receive their W-2, the W-2 can be found by logging into the Penguin Portal page and going to e-Services for Faculty and Staff, then selecting Banner-Self Service. Once in Banner Self Service, do the following:

• Select Employee/Tax Forms/W-2 Wage and Tax Statement
• Select the appropriate year and click the Display button

For instructions on printing your electronic W-2, go to Accessing and Printing an Electronic W-2*.  If you have moved and have not changed your address with the university prior to W-2s being processed, your W-2 will be returned to the Payroll Office as undeliverable. When it is returned, and we have been notified of your new address, we will forward it to the new address. If no forwarding address is available, it will remain in the Payroll Office until we receive further instructions from you.

W-4s
If you wish to change the number of exemptions you claim on your taxes, you must complete a new W-4 form (see the 'Payroll Forms' link under RESOURCES on this web page or go to the IRS website). Complete the form and return it to the Payroll Office for processing.

For information about annuities, see Tax Sheltered Annuities Deferred Compensation under Benefits on the Human Resources web site.

For information on the Alternative Retirement Plan see Retirement Plan under Benefits on the Human Resources web site.

OPERS – Ohio Public Employees Retirement System

All YSU employees are required to become a member in OPERS (except faculty [STRS] and some students [can be exempt] – See below for more information). OPERS is a retirement system for state employees and is deducted in place of Social Security. Another option to OPERS is the Alternative Retirement Plan (ARP) – Contact the Benefits Office in Human Resources for more information.

For more information contact OPERS: Ohio Public Employees Retirement System
277 East Town Street
Columbus, OH 43215-4642
1-800-222-7373

STRS – State Teachers Retirement System

All YSU Faculty Members, including Part-time Faculty are required to become a member in STRS. STRS is a retirement system for state teachers and is deducted in place of Social Security. Another option to STRS is the Alternative Retirement Plan (ARP) – Contact the Benefits Office in Human Resources for more information.

For more information contact STRS: State Teachers Retirement System of Ohio
275 E. Broad Street
Columbus, OH 42315-3771
1-888-227-7877

OPERS for Students

While student employees of a public university are required to contribute to OPERS (in lieu of a contribution to social security), students who meet the credit hour enrollment requirement may request to waive contributions to OPERS. The exemption from contribution option is offered with the initial, eligible student job assignment with the University. Students who lose their exemption eligibility for student employment due to a drop below the enrollment requirement will be obligated to contribute to OPERS until they re-establish their credit hour enrollment requirement.

In addition, Medicare tax will be withheld on gross wages for student employees (except international students) who do not meet enrollment requirements.

Upon termination of public employment in Ohio, students can apply for a refund of accumulated OPERS contributions. Eligible individuals should contact OPERS at 1-800-222-7377 or visit the OPERS websitesite.

Service Credit Purchases

Information and forms for Service Credit Purchases can be obtained by contacting OPERS or STRS. Once the forms are completed they can be submitted to the Benefits Office in Human Resources.

Classified employees as well as most students are paid bi-weekly (every other Friday) and must complete time sheets in order to be paid.

The two week pay period is submitted electronically via Web Time Entry (WTE) to the Payroll Office no later than the Wednesday following the end of that pay period. The pay date for that pay period is on Friday two weeks after the pay period ends; unless the Friday is a legal holiday for which the University will be closed.

Paper Time Sheet Information

If a paper time sheet is needed for any reason, have your supervisor request one by sending an e-mail to payroll@ysu.edu. Make sure to include the employee’s name, Banner ID, department, supervisor’s name, the reason a paper time sheet is needed and the applicable time period. A time sheet will be e-mailed back to the supervisor for printing.

Rejected Paper Time Sheets

To reduce the risk of a paper time sheet being rejected, it should be completed legibly in ink and have the correct pay period dates. Be sure to total the hours across each row and complete all three total hours columns. The supervisor's name must be printed, and both the employee and the supervisor must sign the time sheet.

If corrections must be made on the time sheet, please put a line through the error and then write in the correct information, and have your supervisor initial the correction. Do not use whiteout. Any use of whiteout will be an automatic rejection of the time sheet and a new time sheet must be obtained from the Payroll Office.

Please make all corrections/adjustments in any color ink other than black. Once completed the supervisor must initial all corrections/adjustments and re-sign and date the time sheet. Do not fax back the corrected/adjusted time sheet.

Your pay stub can be accessed by logging into your Penguin Portal page and selecting e-Services for Faculty and Staff and Banner Self Service. Once in Banner Self Service do the following:

• Select Employee/Pay Information/Pay Stub
• Select the appropriate year, then click the Display button

This will list all of the pay stubs you have for that particular year. If you wish to see or print a specific pay stub, click on the pay stub date. To print the pay stub, click the "Printer Friendly" button on the bottom left of the page, then select File/Print from your browser's main menu.

Bi-weekly employees who not have direct deposit can pick up their check at the Payroll Office. You must have a photo ID and you must pick up the check in person. All employees are strongly encouraged to sign up for direct deposit to avoid the inconveniences associated with the handling and distribution of paper checks. You may not pick up someone else’s check nor have them pick up your check.

All employees are strongly encouraged to enroll in direct deposit because it:

• Offers peace of mind - your money is available with no effort on your part
• Allows faster access to the funds - a trip to the bank to cash your check is not required
• Eliminates the possibility of a lost check - either in the mail, misplace or accidentally destroyed
• Is safe - payments can not be lost
• Reduces the possibility of fraud - can not be stolen like a paper check
• Is more confidential than a paper check - fewer individuals handle the transaction
• Is cost effective and environmentally friendly - faster to process and less paper is printed

After enrolling in Direct Deposit, your pay will be directly deposited into your savings and/or checking account. You will be able to select multiple banking institutions in which to deposit your money.

Enroll in Direct Deposit by completing the Direct Deposit Form (see the 'Payroll Forms' link under RESOURCES on this web page). You will need both the routing and account numbers from your banking institution to complete the registration.

If you have direct deposit and have closed your account for any reason, please notify the Payroll Office immediately. Failure to do so will result in a delay of your next paycheck.

If you are switching accounts, do not close the first account until you are sure that your paycheck has reached your new account.

Note: If you have had a break in service with the University and previously had direct deposit, that information will still be active upon your return unless you have made a request to the Payroll Office to make it inactive. Upon return to the University, if your direct deposit information has changed since you were last employed, please notify the Payroll Office immediately. This will prevent a delay with receiving your paycheck.

If you are called to Jury Duty, your time sheet should be marked accordingly as well as the following documents attached to the time sheet:

When filling out your time sheet please indicate legal leave time in the legal leave with pay (LLP) section of the time sheet. If you have hours worked on that same day, please indicate those in regular hours as usual.

Documents to attach to time sheet:

1. A copy of the Jury Duty Summons.
2. A Record of Jury Service form.
3. A receipt from the Bursar’s Office for any monies in excess of $15.00 per day as shown on the Record of Jury Service Form. You are not required to submit any reimbursement for travel allowance or parking reimbursement.
4. A Youngstown State University Application for Leave Form with the Legal Leave Jury Duty area marked and with the leave days and hours appropriately marked. You may turn in separate forms for each day that you are on legal leave or you may combine all of the days and times on one form.  

Please refer to the YSU ACE current Collective Bargaining Agreement, Article 15 for further explanation of legal leave procedures.

Tuition Remission is fully taxable for Graduate level classes taken by spouses/domestic partners and dependents. Employee Tuition Remission for Graduate level classes is taxable in excess of the IRS limit of $5,250.00 The required tax deductions include Federal, Medicare, State (PA & OH) and Youngstown local.
Note: This is based on the status of the student, not the course.

The required tax deductions for this benefit can be large depending on the total benefit amount incurred each semester. Therefore, we will be applying this non-cash fringe benefit over the balance of the year. See the Fee Remission Benefits page for more information, and contact the Payroll Office at x1470 with any questions.

As part of the certification process of RITA 10A forms for local tax refund purposes, Payroll will certify forms only for the time period for which an authorized Remote Work Request Form is on file with Human Resources. Note that calendar year 2021 RITA forms will only require Remote Work Request Forms for remote work during the period June 15, 2021 through December 2021.

Instructions for completing RITA 10A Forms can be found on the Payroll Forms Website.

REMINDER: Anyone working remotely must have an approved Remote Work Request Form on file with the Office of Human Resources. Information on remote work can be found in YSU Administrative Procedure 2021-1.

If you have any questions or concerns, please email the Payroll Office at payroll@ysu.edu or call extension 2355.