Pay Date Schedules for 2014 Calendar Year

Helpful Hint: Explanation of the Pay Run ID

First Letter indicates the TYPE of payroll:  M = Monthly and B = Biweekly
Next 3 numbers indicate the payroll number
Last 6 numbers indicate the CHECK DATE

Example: M001010214
M = Monthly payroll
Payroll number = 001
Check date = 010214 (Jan. 2, 2014)

2014 Bi-Weekly

Pay Run ID

Pay Period
Begin Date

Pay Period
End Date

Check Date

B002010314

12/8/2013

12/21/2013

1/3/2014

B003011714

12/22/2013

1/4/2014

1/17/2014

B004013114

1/5/2014

1/18/2014

1/31/2014

B006021414

1/19/2014

2/1/2014

2/14/2014

B007022814

2/2/2014

2/15/2014

2/28/2014

B009031414

2/16/2014

3/1/2014

3/14/2014

B010032814

3/2/2014

3/15/2014

3/28/2014

B012041114

3/16/2014

3/29/2014

4/11/2014

B013042514

3/30/2014

4/12/2014

4/25/2014

B015050914

4/13/2014

4/26/2014

5/9/2014

B017052314

4/27/2014

5/10/2014

5/23/2014

B019060614

5/11/2014

5/24/2014

6/6/2014

B020062014

5/25/2014

6/7/2014

6/20/2014

B022070314

6/8/2014

6/21/2014

7/3/2014

B023071814

6/22/2014

7/5/2014

7/18/2014

B025080114

7/6/2014

7/19/2014

8/1/2014

B026081514

7/20/2014

8/2/2014

8/15/2014

B027082914

8/3/2014

8/16/2014

8/29/2014

B030091214

8/17/2014

8/30/2014

9/12/2014

B031092614

8/31/2014

9/13/2014

9/26/2014

B033101014

9/14/2014

9/27/2014

10/10/2014

B034102414

9/28/2014

10/11/2014

10/24/2014

B036110714

10/12/2014

10/25/2014

11/7/2014

B037112114

10/26/2014

11/8/2014

11/21/2014

B039120514

11/9/2014

11/22/2014

12/5/2014

B041121914

11/23/2014

12/6/2014

12/19/2014

B002010215

12/7/2014

12/20/2014

1/2/2015

 

2015 Bi-Weekly
Pay Run ID Pay Period Begin Dt Pay Period End Dt Check Dt
B002010215 12/7/2014 12/20/2014 1/2/2015
B003011615 12/21/2014 1/3/2015 1/16/2015
B004013015 1/4/2015 1/17/2015 1/30/2015
B006021315 1/18/2015 1/31/2015 2/13/2015
B007022715 2/1/2015 2/14/2015 2/27/2015
B009031315 2/15/2015 2/28/2015 3/13/2015
B010032715 3/1/2015 3/14/2015 3/27/2015
B012041015 3/15/2015 3/28/2015 4/10/2015
B013042415 3/29/2015 4/11/2015 4/24/2015
B015050815 4/12/2015 4/25/2015 5/8/2015
B017052215 4/26/2015 5/9/2015 5/22/2015
B019060515 5/10/2015 5/23/2015 6/5/2015
B020061915 5/24/2015 6/6/2015 6/19/2015
B022070215 6/7/2015 6/20/2015 7/2/2015
B023071715 6/21/2015 7/4/2015 7/17/2015
B024073115 7/5/2015 7/18/2015 7/31/2015
B026081415 7/19/2015 8/1/2015 8/14/2015
B027082815 8/2/2015 8/15/2015 8/28/2015
B030091115 8/16/2015 8/29/2015 9/11/2015
B031092515 8/30/2015 9/12/2015 9/25/2015
B033100915 9/13/2015 9/26/2015 10/9/2015
B034102315 9/27/2015 10/10/2015 10/23/2015
B036110615 10/11/2015 10/24/2015 11/6/2015
B037112015 10/25/2015 11/7/2015 11/20/2015
B039120415 11/8/2015 11/21/2015 12/4/2015
B040121815 11/22/2015 12/5/2015 12/18/2015
B042123115 12/6/2015 12/19/2015 12/31/2015
B002011516 12/20/2015 1/2/2016 1/15/2016
2014 Monthly

Pay Run ID

Pay Period
Begin Date

Pay Period
End Date

Check Date

M001010214

12/1/2013

12/31/2013

1/2/2014

M005013114

1/1/2014

1/31/2014

1/31/2014

M008022814

2/1/2014

2/28/2014

2/28/2014

M011033114

3/1/2014

3/31/2014

3/31/2014

M014043014

4/1/2014

4/30/2014

4/30/2014

*M016051214

5/1/2014

5/12/2014

5/12/2014

M018053014

5/1/2014

5/31/2014

5/30/2014

M021063014

6/1/2014

6/30/2014

6/30/2014

M024073114

7/1/2014

7/31/2014

7/31/2014

M028082914

8/1/2014

8/31/2014

8/29/2014

*M029090514

8/1/2014

8/31/2014

9/5/2014

M032093014

9/1/2014

9/30/2014

9/30/2014

M035103114

10/1/2014

10/31/2014

10/31/2014

M038112614

11/1/2014

11/30/2014

11/26/2014

*M040121914

12/1/2014

12/31/2014

12/19/2014

M001010215

12/1/2014

12/31/2014

1/2/2015

 

*AS0 10 Month Student Academic

 

2015 Monthly
Pay Run ID Pay Period Begin Dt Pay Period End Dt Check Dt
M001010215 12/1/2014 12/31/2014 1/2/2015
M005013015 1/1/2015 1/31/2015 1/30/2015
M008022715 2/1/2015 2/28/2015 2/27/2015
M011033115 3/1/2015 3/31/2015 3/31/2015
M014043015 4/1/2015 4/30/2015 4/30/2015
*M016051115 5/1/2015 5/11/2015 5/11/2015
M018052915 5/1/2015 5/31/2015 5/29/2015
M021063015 6/1/2015 6/30/2015 6/30/2015
M025073115 7/1/2015 7/31/2015 7/31/2015
M028083115 8/1/2015 8/31/2015 8/31/2015
*M029090415 8/1/2015 8/31/2015 9/4/2015
M032093015 9/1/2015 9/30/2015 9/30/2015
M035103015 10/1/2015 10/31/2015 10/30/2015
M038113015 11/1/2015 11/30/2015 11/30/2015
*M041121815 12/1/2015 12/31/2015 12/18/2015
M001010416 12/1/2015 12/31/2015 1/4/2016
       
  *ASO 10 Month Student Academic

New Employee Checklist

As a new IU employee, there are three tasks to get set-up right away:

  1. Your payroll information
  2. Your tax information
  3. Your personal information

Your hiring department will give you your 10-digit University ID number (Empl ID) and will tell you when you can begin using One.IU, IU's web portal. Information must be entered in the Human Resources Management System.

Once your paperwork has been processed by IU Human Resources (HR), you can create your first Indiana University computing accounts by using the Starter Kit, part of the Account Management Service (AMS) at: https://itaccounts.iu.edu/.

Once you log into One.IU, search for Employee Center and click on the Employee Center tile in the results. The Employee Center makes it easy for you to get set-up as an IU employee with this self-service feature. You need to set up your payroll Direct Deposit (1), Tax Information (2), and Personal Information Summary (3). As a new employee here's how to get started and why:

1. Payroll Information: Direct Deposit Sign-Up

Direct Deposit is mandatory for all employees of Indiana University

Online Payroll Direct Deposit:
You need to get your Direct Deposit set-up in One.IU to have your paychecks deposited directly into your bank account(s).

  • Once you set up your direct deposit, the online system allows you to make modifications as needed to your direct deposit account(s).
  • If you do not sign up for direct deposit of your paycheck, IU automatically issues a paycard prior to your second paycheck.
  • You must pick up the paycard in Poplars 527 (IUB) or your campus payroll office. Picture ID is required to pick up the card.

How to set up your Direct Deposit:

  1. Under Payroll Information click on the Direct Deposit link which takes you to the Direct Deposit Services page.
  2. Click on the Payroll button after reading the statement below it.
  3. You should now see a window titled Direct Deposit followed by your name directly underneath.
  4. Have a check or savings account information in front of you to begin your set up.
  5. See instructions on setting up your direct deposit account at Instructions to set up Direct Bank Deposit for your paycheck. FYI: There is a 1 change per day limit on direct deposit changes.
2. Tax Information and Forms You need to Fill Out

In the Tax Information channe is populated with default settings so new employees can click on Edit to change the information in the various sections.

W-2 Information: You must consent if you would like to receive your W-2 tax form PDF in One.IU instead of getting it through the U.S. mail. This makes the retrieval process more convenient for employees as they can print it out as needed.

W-2 Data Available: Populated once you build a work history with IU as this example shows. In the future, you can view other tax years electronically as they accrue.

Federal Taxes (W-4): Click on Edit to fill out the W-4 Tax form. Be sure to fill out all sections and click on Submit on the W-4 form. If you do not complete this step, your tax withholding will be set at the highest withholding rate of "single" with "0" allowances.

IN State and County Taxes (WH-4): Click on Edit to fill out the Indiana’s Employee’s Withholding Exemption and County Status Certificate (WH-4) tax information page. This allows employees to update their state and local exemptions, additional withholding, and additional exemption status electronically through One.IU. Be sure to fill out all sections and click on Submit at the bottom of the form.

If you live in a Indiana county different from the IU campus you work on, you will have a Non-resident Locality withholding tax line show.

If you do not complete this step, your tax withholding will be set at the highest withholding rate for state and the county of your work location in Indiana.

Living and/or Working Outside of the State of Indiana

If you work for Indiana University but live or work outside of the state of Indiana, please review tax information provided by FMS Tax regarding your specific situation. Additional or alternative paperwork may need to be completed.

Important Tax Information for Student Academic or Adjunct Faculty Appointees:

If you are appointed as a student academic or adjunct faculty, Indiana University’s tax withholding process may result in lower than expected federal income tax withholding. Please review Indiana University policy and tax withholding for Adjunct Faculty and Student Academics for additional information.

You can update your withholding by updating your W-4 in One.IU and request an additional amount of federal tax to be withheld from each future check.

You can also submit an updated paper tax form to your campus or departmental payroll processor. You can download the federal W-4 form at Printable Tax Forms or you can request a form from your departmental payroll staff. 

3. Personal Information

The Personal Information allows you to update all contact information. Keeping this up to date assures getting important information, documents (such as your W-2 tax statement if you did not consent to receiving it electronically), and updates. Click on the Personal Information Summary link to review your information. Update this every time you move.

Click on the Benefits Self Service link to see all health, insurance, pension or other benefit information as well as review your dependent and beneficiary personal information.

Questions or comments? Visit the contact form on our web site at FMS Support Form .


Direct Bank Deposit Information for Employees

Direct Bank Deposit: Indiana University policy mandates direct deposit for all employees. For each pay period, we produce a computer file containing a record for each participating faculty and staff member. The record identifies your net deposit amount, your financial institution and account number. Deposits are sorted and electronically forwarded to your financial institution for credit directly to your account on payday.

New Employees: An email is sent directly to you telling you to pick up your paycheck at your campus payroll office. Please bring a picture ID with you and your banking information to sign up for direct deposit.

If you have entered your direct deposit information or given your information to your department payroll area, THANK YOU but you will still need to pick up the one paper paycheck (your first paycheck) if notified that it has already been issued.

Direct Deposit is mandatory for all employees of Indiana University. Indiana University automatically issues paycards to employees who have not signed up for direct deposit prior to their second paycheck. You must go to your campus payroll office to pick up the IU Paycard. Be prepared to present a picture ID. Here is the IU Paycard Fact Sheet and the Paycard website (rapidpaycard.com) for more information.

Due to banking regulations, beginning September 18, 2009, funds electronically deposited via Automated Clearing House (ACH) in a U.S. bank and then forwarded to a non-U.S. bank are required to include additional information that is not currently being collected.  Until this additional information can be obtained, payments of this nature must be paid by paper check or will be rejected by the ACH network. This includes ACH Payments processed by Indiana University for Payroll Direct Deposit.

Instructions to set up Direct Bank Deposit for your paycheck

Direct deposit information cannot be entered until an employee has been hired in the Human Resources Management System and all EDocs approved. Your hiring department will tell you when you can officially begin using online direct deposit.Have a check or savings account information in front of you to begin your set up. While all necessary information is on your current checks, you will have to get the bank's Transit Number for savings accounts in addition to your account number. You must be absolutely sure of your bank numbers and all accounts you wish to add to your Direct Deposit. Validation of the bank will show on screen but not on personal account numbers.

Warning: If you accidentally type in the wrong account number, your paycheck could be deposited into someone else's account, or not be deposited at all. Please double-check your data entry before saving your direct deposit request.

Log in to One.IU. Enter your user name and password into the Central Authentication Service system screen and click on the login button.

In One.IU, searh for "Employee Center" and click the Employe Center tile in the results. Employees can access Direct Deposit Services in the Payroll Information section.

On the Direct Deposit Services page click on the Payroll button after reading the statement below it.

You should now see a window titled Direct Deposit followed by your name directly underneath. Set up one or more accounts using the Add Account button and then checking the Payroll: Authorization (ACH Credit) statement box at bottom of page.

If you are new to direct deposit, you will see field names but no information will be in the lines below. For additional assistance setting up your direct deposit, please review the detailed instructions on setting up direct deposit.

Change Direct Bank Deposit in One.IU Employee Center

In the Payroll Information window, click on the Direct Deposit link. In Direct Deposit Services window, click on Payroll button to get to your Direct Deposit information page with your name on the second line. You will see your current banking information.

Click on the Edit button next to each account listed. TYPE OVER the existing account(s) with your new banking information.

You must scroll down to: "I agree to the above terms and conditions by checking the box" where you must check the box. Then click on Save button under the Distribution Instructions section.

You will see a confirmation box telling you that your change was successful. You will also get an email stating that your IU Direct Deposit account distribution has changed.

Discontinue Payroll Direct Deposit

Direct deposit for payroll is required for all IU faculty and staff. If you need to discontinue direct deposit for your paychecks, please contact FMS Customer Support to discuss your situation.


Employee Center

As a new employee or an IU employee in a new job, there are many electronic tools available to you.

These are all available in the Employee Center in One.IU. Once you log into One.IU, Search for "Employee Center" and click the Employee Center tile in the search results.

The Employee Center offers an array of options for you to review or to update as needed. Important tools included are Direct Deposit and View Paycheck in the Payroll Information channel, Personal Information Summary in the Personal Information channel, and your Tax Information and Benefits Self Service. As a new employee you need to learn about the following tools:

Payroll Information

Online Payroll Direct Deposit:

If you did not sign up for direct deposit of your paycheck via paper form when you were hired, please visit the Employee Center in One.IU and set this up. If you do not sign up for direct deposit of your paycheck, IU automatically issues a paycard prior to your second paycheck. If you have already set up your direct deposit, the online system allows you to make modifications as needed to your direct deposit account(s). Under Payroll Information click on the Direct Deposit link to get to the Direct Deposit Services page. Click on the Payroll button after reading the statement below it.

You should now see a window titled Direct Deposit followed by your name directly underneath.

Online View Paycheck and View Payroll Year-To-Date Totals:

You can use One.IU to review your paycheck online as IU has eliminated paper notifications. The online view displays the complete breakdown or your current and previous IU paychecks.On the Employee Center page, go to the Payroll Information section. You can click on View Paycheck or View Payroll YTD Totals.

Tax Information

Access your W-2 and WH-4 forms in the Tax Information section in the One.IU Employee Center.

IU Employees must consent to receive the W-2 online.This consent will allow retrieval of your W-2 form 1-2 weeks earlier than mailed paper forms. To consent for online delivery and view prior year W-2s, visit the Tax Information section of the Employee Center in One.IU.

Electronic Indiana WH-4 Tax Form:

Self-service Indiana’s Employee’s Withholding Exemption and County Status Certificate (WH-4) allows employees to update their state and local exemptions, additional withholding, and additional exemption status electronically through One.IU. The WH-4 form is filled out for new employment (or when your tax situation changes) for determining how much money is withheld for state and local income taxes. Access the WH-4 form in the Tax Information section in the One.IU Employee Center. Click the edit button under IN State and Local Tax Withholding to access the WH-4 Tax Information page to see and/or update your tax information.

Living and/or Working Outside of the State of Indiana

If you work for Indiana University but live or work outside of the state of Indiana, please review tax information provided by FMS Tax regarding your specific situation. Additional or alternative paperwork may need to be completed.

Tax Information for Student Academic or Adjunct Faculty Appointees:

If you are appointed as a student academic or adjunct faculty,  Indiana University’s  tax withholding process may result in lower than expected federal income tax withholding.  You can update your withholding  by filing a new W-4 and request an additional amount of federal tax to be withheld from each future check. You may update your withholding online in One.IU in the employee self service portal. The online W-4 is located on the “Services “ tab, under the “Employee Self Service” portal. Click on the “Update Federal Tax Withholding (W4)” link to change your withholding. You can also submit an updated tax form to your campus or departmental payroll processor. You can request a form from your departmental payroll staff.

Duplicate Tax Form Request is available through One.IU for reprints to be mailed or faxed if not available in the W-2 Data Available section under W-2 Information.

Former student or employees may access the Request for IU Duplicate Tax Form(s) to be Mailed or Faxed form for reprints.

Benefits Information

Click on the Benefits Self Service link to see all health, insurance, pension or other benefit information as well as review your dependent and beneficiary personal information.

Personal Information

The Personal Information is the section where you can go to update all contact information. Keeping this up to date assures getting important information, documents, and updates. Click on the Personal Information Summary link to review your information.

Questions or comments? Please review documentation below or contact FMS through the FMS Support Form or give us a call at (812)855-0375.


Employee Center Self Service Documentation

The Employee Center on One.IU is where employees from across all campus can review and update many details about themselves. We provided some step-by-step instructions on navigating through and updating some payroll relevant information. Please review if you have questions on how to get to and how to update payroll relevant information. If you still have more questions, please contact FMS Customer Service through the FMS Support Form or call us at (812)855-0375.

Payroll Direct Deposit Information

Overview

IU's Direct Bank Deposit is:

Dependable Safe Simple
  • Immediate availability of funds on payday
  • No loss of leisure time
  • No need to make special arrangements when absent or on vacation
  • No lost or stolen checks
  • No overdrafts due to late deposits
  • Fill out the IU Direct Bank Deposit Online Authorization form to have your pay automatically deposited to your checking or savings account.

Here are the steps on how Direct Deposit works online.

Click on a topic or scroll down.

Getting Your Direct Deposit Started

Direct deposit information cannot be entered until an employee has been hired in the Human Resources Management System and all EDocs approved. Your hiring department will tell you when you can officially begin using online direct deposit.

Before you start, have a check or savings account information in front of you to begin your set up. While all necessary information is on your current checks, you will have to get the bank's Transit Number for savings accounts in addition to your account number.

You must be absolutely sure of your bank numbers and all accounts you wish to add to your Direct Deposit. Validation of the bank will show on screen but not on personal account numbers. Warning: If you accidentally type in the wrong account number, your paycheck could be deposited into someone else's account, or not be deposited at all. Please double-check your data entry before saving your direct deposit request.

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How to Find Your Direct Deposit Information in One.IU

Go to One.IU and click on the Login button. Enter your user name and password into the Central Authentication Service system screen and click on the login button.

Once you log into One.IU, search for "Employee Center and click on the Employee Center tile in the results. Employees can access Direct Deposit Services in the Payroll Information portlet.

On the Direct Deposit Services page click on the Payroll button after reading the statement below it.

You should now see a window titled Direct Deposit followed by your name directly underneath.

 If if this Direct Deposit pop-up window does not appear, check two things:
1) Change your pop-up blocker settings in your browser. You can allow pop-ups from IU, including One.IU, and still keep your pop-up blocker "on" for security.

2) Make sure you have Adobe Acrobat Reader installed.To read the pay advice files, you must have Adobe's Acrobat® Reader installed on your computer. A free copy of Acrobat® Reader can be downloaded from the Adobe web site. Consult your departmental technical support team for assistance if necessary.

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Explanation of Direct Deposit

Here is an explanation of all the fields in the Direct Deposit Detail window.

Direct Deposit Distribution: This is a reminder that any type of earnings from your work at Indiana University will be directly deposited according to this distribution. This includes regular pay, pay overtime, additional pay, summer pay, etc.

Account Type Column: You may deposit your earnings into Savings and/or Checking accounts.

Checking Accounts: Your personal checks can be used to locate this number for your checking account. This information is at the bottom of your personal check.

Savings and Other Types of "Savings" Accounts: Deposit slips may not include the correct bank Routing Numbers. For accounts other than checking accounts, contact your bank or financial institution to get their Routing Number.

Routing Number Column: This is the ABA (American Banker's Association) transit number.
Routing or Transit number used to identify a financial institution when making electronic transactions.

Account Number Column: Your bank account number (see check sample above for location on check).

Deposit Type Column: Percent, Amount, or Balance.

  • Percent: Percent of Net Pay. Enter the percent you want deducted from your total "Net Pay" and direct deposited to the account you specify. Regardless of the priority, this is always a percentage of your total Net Pay.
  • Amount: You can specify an amount from your total "Net Pay" to go into a different account. In this example, an amount of $25.00 has been designated as the amount to going into the savings account.
  • Balance: The account where all of your "Net Pay," in the case of a single direct deposit account, or the remainder of your "Net Pay", in the case of multiple direct deposit accounts, is deposited. Every employee using Direct Deposit must have one "Deposit Type of Balance," which has a system-established priority and this setting cannot be changed.

Amt/Pct Column

The "Amount" or "Percent" column, depending which "Deposit Type" you choose, is either the dollar amount to be deposited or the percentage.

Deposit Order Column

"Deposit Order" is a unique number, associated with each of your accounts, that establishes the order that your "Net Pay" will be deposited into your accounts, from highest to lowest (1-998). Your "Deposit Type of Balance" always has the lowest priority (999), which is set by the system and cannot be changed. This is the account where the remainder of your "Net Pay" is deposited.

Change Buttons: Add Account, Edit, and Delete

"Edit" and/or "Add a New Account": Use the ADD ACCOUNT button to set up your initial direct deposit or add to an existing direct deposit; use the EDIT button to change an existing account.

Deleting Accounts : When you click on a "Delete" button by one of your accounts, the "Delete Confirmation" window opens and asks “Are you sure you want to delete this Deposit Account: 0000000?” 

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Payroll Authorization and ending Employee Self Service session

Payroll Authorization: In order to set up or make changes to your direct deposit distribution, this box must be checked.

Ending Your Direct Deposit Self Service Session: It is important that you close this window by clicking EXIT in the upper right hand corner of the window when you are finished, to protect your privacy. If you are using a public or shared computer, unless you completely close this window, others can have access to your account information. Be sure to log out of One.IU by clicking on logout.

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Paycheck Online

Note: The system uses the term "Paycheck" to describe information about your pay regardless of whether you have direct deposit, a paycard, or receive a paper check.

Where to find your paycheck information in One.IU

Go to One.IU and click on the Login button.

Once you log into One.IU, search for "employee center" and click on the Employee Center tile.

To see your payroll information, click on View Paycheck under Payroll Information. Note:The default shows only the Current Paycheck. To get to the View Paycheck list of most recent paychecks, you must click on the hide button below the View Payroll YTD Totals link.

Your most recent paycheck information is at the top of the View Paycheck list. To see a pay advice, click on the date you wish to view in the Check Date column. The upcoming paycheck will not appear until that payroll has been closed.

To view an individual paycheck, click on the Check Date in left column. This brings up the full pay advice with all your deductions, taxes, benefits, and net pay distributions.

Explanation of all fields on your pay advice

General Information

Starting in the upper left corner, you will see:

  • Indiana University default name and address within the payroll system.
  • Name: Employee's name
  • Employee ID: 10-digit number that is the employee's key IU identifier
  • Address: Employee's current address
    • Note: Check to make your address is current for tax purposes, such as receiving W-2 forms.
  • Business Unit: IU campus, e.g. IUBLA= Bloomington, IUINA= Indianapolis, etc.) Department: Employee's department
  • Pay Group: Payroll schedule and voucher grouping for different employee pay types,such as BW1 (biweekly staff); A10 (10-month academic); HRP (hourly PERF); HRW (workstudy); S12 (12 month professional staff); BWP (biweekly professional staff)
  • Department: Employee's department 
  • Location: Campus where that Department is located 
  • Job Title: Your HR classification level 
  • Pay Rate: The hourly, monthly, or contract rate. After the pay scale the pay frequency appears, such as Hourly, Monthly, or Contract.

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Tax Data section

This section includes information about the Federal and State tax withholdings established for this employee. Marital Status, number of Allowances, and Additional Amounts withheld are recorded here.

If you are claiming exemption from Federal Taxes or are exempt due to treaty benefits, this information will usually be reflected next to the Fed Marital Status label. Contact FMS Help at FMS Support for information on international tax treaties. Tax status changes submitted on or around payroll processing dates can result in discrepancies in the information displayed. Please contact your payroll processor if you have any questions regarding your withholding.

Hours and Earnings section

This section covers the entry lines and column content for hours worked this pay period:

Hourly:

  • Description: Type of employee (Biweekly Staff, Hourly Staff, Academic, etc.)
  • Rate: Hourly rate employee is paid
  • Hours: Hours worked this pay period
  • Earnings: The dollar amount this monthly employee earned this pay period
  • Hours: Hours worked this pay period
  • YTD: Year To Date accumulative totals for current calendar year
  • Earnings: Total amount of paycheck before any taxes or deductions are withheld

Monthly:

  • Description: Type of employee (Biweekly Staff, Hourly Staff, Academic, etc.)
  • Rate: *
  • Hours: *
  • Earnings: The dollar amount this monthly employee earns each month.
  • Hours: The hours calculated by the payroll system for this month.
  • YTD: Year To Date accumulative totals for current calendar year
  • Earnings: Total amount of paycheck before any taxes or deductions are withheld

* Rate and Hours do not show up on the monthly pay advice in ViewPaycheck.

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Taxes section

Detailed accounting of all taxes withheld, both for current pay period (Current) and year-to-date (YTD). It contains information about federal, state, county, Medicare, and Social Security taxes.

  • Fed Withhold = Federal tax
  • Fed MED/EE = Medicare tax (employee's portion) 
  • Fed OASDI/EE = Social Security tax (employee's portion) 
  • IN Withholding = State tax
  • IN (County Name) Withholding = Local tax

The State and County indicated here are the State and County of residence indicated on the employee's WH-4 tax form.

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Before-Tax Deductions section

This section reports current and year-to-date (YTD) benefits and general deductions that reduce your taxable gross pay.

Examples of such deductions include medical and dental plan premiums, Tax Saver Benefit health care and dependent care reimbursements, personal accident insurance, Tax Deferred Annuity contributions, and parking.

If you are unsure what code stands for, please review the list of descriptions of before tax deductions.

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After-Tax Deductions

This section lists current and year-to-date (YTD) benefits and general deductions that do not reduce your taxable gross pay.

Examples of after-tax deductions include deductions for United Way, IU Foundation (donations to IU fund accounts such as WFIU/WTIU by payroll deduction), Bursar, and Long Term Disability Insurance.

Garnishments

In compliance with legal court ordered documents or at the request of the employee, payments for numerous types of wage assignments are collected from IU monthly and biweekly paychecks. The garnishment process is managed by the FMS Payroll office. Payments are made according to the payroll calendar established check dates.

PAYMENT TYPES:

• Child Support: Court ordered specified amount.

• Writ of Garnishment: Court ordered 25% of pay. Calculation is Gross Pay – Taxes = Disposable Income. Multiple orders are withheld in the order received.

• Wage Assignment: Employee negotiated amount with the Vendor. Employee must request Cause number at Clerk’s Office.

• Student Loans: Court ordered 15% of pay. Calculation is Gross Pay – Taxes = Disposable Income. Multiple orders are withheld in the order received.

• Tax Levy: Employee will be notified via US Mail. Included in the packet will be instructions about how to contact the IRS if needed. Also provided is a form (668-W) Notice of Levy on Wages, Salary, and Other Income that the employee must complete to claim exemptions. Tax tables are also included for your reference (orange form). If the employee fails to return the completed form to the IRS and Indiana University, we are required to withhold the maximum allowed. Employee should review the information carefully.

• Bankruptcy: Court ordered specific amount.

If you are unsure what a code stands for, please review the list of descriptions of after tax deductions.

 

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Employer Paid Benefits section

This section reports current and year-to-date (YTD) amounts for IU contributed benefits. This information has no impact on your pay.

These benefits contributed by IU include medical and dental plans premiums, life insurance plans, TIAA retirement and Fidelity retirement plans, and PERF annuity savings and PERF pension funds.

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Paycheck Summary

This section is a summary of your totals for the Current pay period (this paycheck) and YTD (Year to Date, the cumulative total to date for this calendar year).

  • Gross Earnings: Total paycheck this period
  • Fed Taxable Gross: Total after the before-tax deductions are subtracted from Total Gross
  • Total Taxes: The total from the taxes section
  • Total Deductions: The sum of before-tax and after-tax deductions
  • Net Pay: The actual dollar amount employee receives from this pay period

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Leave Accruals

On biweekly appointed staff pay information there is a section called Leave Accruals.

This section shows the following:

  • Vacation Available: Total vacation hours available for use in current calendar year
  • Vacation Accrued: Total number of vacation hours balance you have saved
  • Sick Hours: Total sick leave hours available
  • Holiday Hours: Total number of official holiday hours available to employee in current year
  • Comp Hours: Total number of compensation hours the employee has earned and has available for use
  • Monthly pay PTO information is not provided as part of your employee pay online information so this box does not exist on the monthly pay advice

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Net Pay Distribution

This section shows how the pay was distributed to the employee.

  • Payment Type: Direct Deposit or Paycard usually
  • Paycheck Number: The actual number of this paycheck
  • Account Number is a secure reference to the actual account(s). It shows the last two digits of your account number for direct deposit or paycard. 
  • Amount is the dollar amount of this net pay.

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Payroll Year to Date Totals

Overview

Note: The system uses the term "Paycheck" to describe information about your pay regardless of whether you have direct deposit, a paycard, or receive a paper check.

Where to find your paycheck year-todate (YTD) information in One.IU:

Go to One.IU and search for "employee cneter" and click on the Employee Center tile in the search results. To see your payroll information, click on View Payroll YTD Totals. Your most recent paycheck information is at the top through the "As-of Date" paycheck. An upcoming paycheck will not appear until that payroll has been closed. Click on View Payroll YTD Totals under Payroll Information to see your YTD data.

Here is an explanation of all the data and sections from top to bottom:

  • Empl ID: Your IU employee identification number shows, not your name
  • As-of Date: A field which shows the last payroll added into the totals. A tiny calendar appears to the right of this field if you which to see which day of the month that calculation date falls on.
  • YTD Summary section: The totals of all sections at a glance.
  • Earnings section: The sum of before-tax and after-tax deductions.
  • Before-Tax Deductions section: The sum of before-tax deductions
  • After-Tax Deductions section: The sum of after-tax deductions
  • Employer Paid Benefits section: The year-to-date amounts for IU contributed benefits.

Explanation of all fields on your YTD pay totals:

YTD Summary

  • YTD Gross: Total gross pay to date
  • YTD Taxable Gross: Total after the before-tax deductions are subtracted from Total Gross
  • YTD Taxes: Total taxes to date
  • YTD Deductions: The sum of before-tax and after-tax deductions
  • YTD Net Pay:The actual dollar amount employee received so far this year.

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Earnings section

This section contains Descriptions for hours worked this pay period, pay rate and pay adjustments.
YTD Amounts: The dollar amounts this employee has earned thus far this year before any taxes or deductions are withheld.

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Taxes section

This section includes all taxes withheld you have paid through the "As-of Date" posted at the top. It contains information about federal, state, county, Medicare, and Social Security taxes.

  • Fed Withhold = Federal tax
  • Fed MED/EE = Medicare tax (employee's portion)
  • Fed OASDI/EE = Social Security tax (employee's portion)
  • IN Withholding = State tax
  • IN (County Name) Withholding = Local tax

The State and County indicated here are the State and County of residence indicated on the employee's WH-4 tax form.

Tax status changes submitted on or around payroll processing dates can result in discrepancies in the information displayed. Please contact your payroll processor if you have any questions regarding your withholding.

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Before-Tax Deductions section

This section reports current and year-to-date (YTD) benefits and general deductions that reduce your taxable gross pay.

If you are unsure what a particular deduction is, please review the list of before tax deductions.

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After-Tax Deductions

This section lists current and year-to-date (YTD) benefits and general deductions that do not reduce your taxable gross pay.

If you are unsure what a particular deduction is, please review the list of after tax deductions.

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Employer Paid Benefits section

This section reports current and year-to-date (YTD) amounts for IU contributed benefits. This information has no impact on your pay.

These benefits contributed by IU include medical and dental plans premiums, life insurance plans, TIAA retirement and Fidelity retirement plans, and PERF annuity savings and PERF pension funds.

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Accessing Tax Information on One.IU

After you complete the CAS login to One.IU, search for "employee center" and click the Employee Center tile in the search results.Select the Tax Information channel where you can see your W-2 data, update your W-4 withholding, and to request a duplicate tax form.

Tax Forms You Need to Fill Out

In the Tax Information channel, click on the Show button near the bottom to open all the Tax Data information for you.

The form is populated with default settings so new employees can click on Edit to change the information in the various sections.

W-2 Information: You must consent if you would like to receive your W-2 tax form in One.IU. This makes the retrieval process more convenient for employees as they can print it out as needed.

W-2 Data Available:

This information is populated once you build a work history with IU. You can view and print out other tax years electronically as they accrue. Consult our Tax Form Forecast page for W-2 availability.

Federal Taxes (W-4):

Click on Edit to fill out the W-4 Tax form. Be sure to fill out all sections and click on Submit on the W-4 form.

IN State and County Taxes (WH-4):

Click on Edit to fill out the Indiana’s Employee’s Withholding Exemption and County Status Certificate (WH-4) tax information page: This allows employees to update their state and local exemptions, additional withholding, and additional exemption status electronically through One.IU. Be sure to fill out all sections and click on Submit at the bottom of the form.

If you live in an Indiana county different from the IU campus you work on, you will have a Non-resident Locality withholding tax line will show.

Living and/or Working Outside of the State of Indiana

If you work for Indiana University but live or work outside of the state of Indiana, please review tax information provided by FMS Tax regarding your specific situation. Additional or alternative paperwork may need to be completed.

Important Tax Information for Student Academic or Adjunct Faculty Appointees:

If you are appointed as a student academic or adjunct faculty, Indiana University’s tax withholding process may result in lower than expected federal income tax withholding.

You can update your withholding by updating your W-4 in One.IU and request an additional amount of federal tax to be withheld from each future check.

You can also submit an updated paper tax form to your campus or departmental payroll processor. You can download the federal W-4 form at Printable Tax Forms or you can request a form from your departmental payroll staff.

Duplicate Tax Form Request is available through One.IU for reprints to be mailed or faxed if not available in the W-2 Data Available section under W-2 Information.

Former student or employees may access the Request for IU Duplicate Tax Form(s) to be Mailed or Faxed form.

Questions or comments? Visit the contact form on our web site at FMS Support Form.

Maintaining Personal Information at IU

Personal Information changes are now made in One.IU. Log into One.IU, search for "Employee Center" and click on the Employee Center tile in the search results. The Employee Center screen offers an array of options for you to review or update as needed.

Click on the Employee Information link in the Employee Center navigational bar group.The Personal Information Summary section is where you can update all your contact information in the Personal Information Summary. Keeping this up to date assures getting important information and updates such as when W-2 data is posted to your One.IU account in January.