Frequently Asked Questions
When do I get paid?
Bi-Weekly Staff and Student, and Non-Exempt Employees
Monthly Faculty and Exempt Staff /Contract
How do I change the bank where my payroll is deposited?
Contact Human Resources office
How can I change my payroll exemptions?
Contact Human Resources office
How do I report my time?
Most bi-weekly employees report their time through Web Time Entry on the HUB. Time sheets for employees not on Web Time Entry are distributed through campus mail at the beginning of each pay period. Bi-weekly employees who cannot access the HUB and do not receive a time sheet should contact Payroll for assistance.
What should I do if my supervisor is unable to sign the time sheet in a timely manner?
It is the supervisor's responsibility to sign time sheets, or he/she may assign an alternate person to take on the responsibility while away from the office. In the unlikely situation where no one is available the original time sheet should be turned into Payroll and a copy must be retained for the supervisor to sign when he/she returns. The signed time sheet must then be sent to Payroll.
What happens if there is a mistake on my time sheet?
Contact a payroll specialist for clarification. If necessary, they will follow-up with the supervisor. Documentation of changes discussed will be returned to the employee for their reference. Note: At no time will an employee's time sheet be changed without informing the employee and/or their direct supervisor.
What is paid leave?
Common forms of paid leave are:
- VAC - Vacation
- SICK - Sick (self,minor child, CLSP (please specify relationship)
- HOLIDAY - College announced and/or floating holiday
- FMLA - Family Medical Leave
- FNRL - Funeral Leave
- CIVC - Election judge, jury duty
- WC - Workers compensation
How to accurately document funeral leave?
The amount of paid leave is calculated based on the non-exempt budgeted weekly hours or the exempt budgeted FTE. Employees must notify their immediate supervisor of their need to use this leave and must record the specific type of leave on their time sheet. The time sheet will state that if an employee uses the FNRL leave code you are not required to specify the relationship to the deceased beyond informing us whether the person was Immediate Family or Extended Family. The definitions on who would qualify as either are also noted on the time sheet and in the handbook.
How to record SAC Meetings, SAC Luncheons, and SAC committee member's meetings?
Choosing to attend any of the above will neither lengthen or shorten hours worked, cause overtime pay, or result in a change in the individual's FTE appointment. The lunch period normally taken should be recorded on the time sheet.
How does Jury Duty work?
Regular employees called to jury duty will retain all rights and privileges as College employees while on such duty. The College encourages its employees to accept and perform their duties as citizens in all ways. Therefore, the College will supplement juror pay so that in total employees will receive 100 % of their regular salary and will continue to earn normal vacation and sick leave. Employees are required to turn in the jury duty check to the Business Office, minus the mileage portion, which employees may keep.
Can I take paid vacation if I don't have enough vacation time?
If a non-exempt employee exhausts all their accrued leave benefits, unpaid leave may be taken as approved by the immediate supervisor.
How do we find out what our balances are on the lesser-used types of time off?
Contact Human Resources
How do I record my hours worked if attending a Conference?
As currently stated in the handbook, if a bi-weekly employee is sent to outside training,the employee is to be paid for their normal work hours but not travel time. An exception would be if either before or after the training session, the employee was required by their supervisor to report to work or to perform work duties or to receive instruction, then travel time would be included in the hours worked. An employee may submit a request for mileage payment.
Can my student work earnings be applied to my tuition account to pay for part of my tuition?
Yes, students can complete the Student Payroll Tuition Authorization Form to apply work earnings towards their tuition bill.
Work earnings will be credited as a line item "Payroll Deduction" on your tuition account every two weeks, as you work the hours during the term. Students must work before earnings can be applied to their tuition account. The percent of your allowed term work earnings, according to your Financial Aid Award, that you wish to apply to tuition, can be subtracted from the balance owing for the term.
Students can change the percentage of work earnings that go to your tuition account by completing the Student Payroll Tuition Authorization Form.
What happens if I do not have access to The Hub?
If you leave Carleton College or do not have access to the secure campus portal The Hub, your W-2 will be mailed to your address of record in paper form.
What do I do with a W-2?
Your W-2 is a required document provided to you by your employer to assist with preparation of your individual income tax return. The tax consequences of this income will vary by individual, please consult with your personal tax adviser for assistance.
Where do these numbers come from?
Your W-2 reports all amounts paid to you as compensation or taxable benefits. Additional information regarding federal and state tax withholding; flex spending; retirement; moving expenses and supplemental retirement may also be included.
Why did I receive both a W-2 and a 1042-S?
International students claiming U.S. Tax Treaty benefits may receive both Form W-2 and Form 1042-S. Form W-2 will reflect the compensation that is not covered under a U.S. Tax Treaty, and related federal and state tax withholding. Form 1042-S will reflect compensation covered under a tax treaty.
(For example: Under the tax treaty with Korea, a student may earn $2,000 per year exempt from tax withholding. If this student earned $3,000 during the year, he would receive a Form 1042-S for the $2,000 and a Form W-2 for $1,000.)
I am an international student, why does my W-2 show zero $’s?
International students claiming U.S. Tax Treaty benefits and has compensation that does not exceed the tax treaty limit may receive a W-2 with zero earnings. Form 1042-S will show the compensation covered under the tax treaty.
(For example: Under the tax treaty with Korea, a student may earn $2,000 per year exempt from tax withholding. If this student earns $1,250 during the year, he would a Form 1042-S for $1,250 for and From W-2 for $0.)
How is Form 1042-S distributed?
Form 1042-S is issued to individuals directly through GLACIER online, unless the individual has opted to receive their form by mail. To download Form 1042-S , you can access GLACIER at www.online-tax.net/. Form 1042-S will be available by February 15th and individuals will be notified by e-mail.