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Frequently Asked QuestionsIf you have any problems or questions please check the FAQs listed below for information listed on the web site pertaining to your issue. If you are unable to find an answer to your question feel free to Contact Us via phone or E-mail. |
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How long is my child(ren) covered under my health care plan? Employees covered under the PEBTF Fund cover unmarried dependent children under the age of 19. Unmarried dependent children 19-23 years of age are covered if enrolled in and attending as a full-time student a recognized course of study or training; not employed on a regular full-time basis; are claimed as a dependent on parents’ taxes. Employees covered under SSHE cover unmarried dependent children under the age of 19. Unmarried dependent children 19-25 are covered if all the following criteria are met: enrolled in and attending as a full-time student a recognized course of study; not employed on a regular full-time basis; not covered under any group insurance plan or prepayment plan through the student’s employer.
What number(s) do I call when I have problems with my benefits? You can always contact Human Resources Services at x3017 to help you resolve problems with your benefits. Also, please refer to section on "Important Benefits Telephone Numbers" for further detailed information and phone numbers to health care carriers and other related benefits. What number do I call with questions regarding my retirement?
SERS (State Employee Retirement System): 800-633-5461
PSERS (Pennsylvania State Employees Retirement System): 610-944-9113
TIAA-CREF: 800-842-2010 (Philadelphia Regional office) or visit their website at www.tiaa-cref.org
If I terminate employment with Millersville University, when does my health care coverage terminate? For employees covered under the PEBTF Fund and SSHE, health care benefits terminate as of midnight of the day that you terminate with Millersville University.
My full-time college student is graduating? What are his/her options with regard to health care coverage? For employees covered under the PEBTF Fund and SSHE, COBRA continuation will be offered to the student for a period of 36 months. COBRA continuation offers the student the exact type of coverage he/she had as a dependent on employee’s health care plan, however, there is a monthly charge for continuation of coverage after graduation, if dependent is no longer a full-time student or dependent is removed from employee’s health care coverage. Notification of any changes in dependent’s status must be communicated to Human Resources at x3017 and a change in enrollment form must be completed to remove dependent from employee’s health care coverage.
Under what terms am I eligible for fully-paid health care upon retirement from Millersville University? Please contact Human Resources Services at x3017 for specific information regarding eligibility for health care coverage at retirement.
What does the term "vested" mean with respect to retirement? With relationship to retirement, the term "vested" relates to eligibility to receive a monthly benefit from your retirement fund (State Employees Retirement System/Public School Employees Retirement System) if you terminate state service prior to "normal" retirement age. If you terminate state service prior to "normal" retirement age and you have 10 or more years of service, you may be eligible to receive monthly benefit from the state share that will be actuarially reduced based on your age. You could also elect to vest - leave your accumulated deductions in the retirement system and elect not to receive a monthly benefit when you leave state service. After you vest, your retirement benefit will be based on credited services and earnings. No extra credit will be earned during your vested period except for interest on accumulated deductions.
Who do I contact with questions I have about Student Payroll? Many of the questions you will have concerning employment on campus, your paycheck, and general payroll questions should be answered in this section, but feel free to call or e-mail Donna.Viera@millersville.edu with any additional concerns that might arise. Your comments are always welcome. Student Payroll Services strives to provide excellent service to all student workers on Millersville University's campus.
When and where can I pick up my check/earnings statement? Your check and/or earnings statement will be sent to the department that completes the bottom portion of the Information Card. Checks/earnings statements are distributed to departments on Friday mornings on a biweekly basis. Your department supervisor can give you specific times pertaining to when the checks/earnings statements are available on payday.
When you pick up your check/earnings statement, you will be asked to sign your name on the Student Signature Report, acknowledging that you received your pay on that particular paydate. Larger departments may also require you to present identification. Students must pick up their own check/earnings statements and are not permitted to pick up a friend's check/earnings statement.
All checks and/or earnings statements, no matter where you work, will continue to be sent to the original hire department UNTIL you notify the Payroll Office that you want to change your pay check distribution location. Changes can be made either in person or by calling the Payroll Office at extension 3020 or 3018.
Eligibility to be Paid on the Student Payroll: In order to be paid by Millersville University on the student payroll, you must currently be enrolled as a graduate or undergraduate student at Millersvillle University. Exceptions may be requested by the employing department under the following circumstances:
- A student may begin working one semester/session preceding/following enrollment as a student. For example, a student may begin to work the summer prior to commencing studies, or continue working the summer following graduation.
- A local high school student may be employed in certain difficult-to-fill positions in vital operations such as Dining Services when Millersville students are not available.
- A student enrolled at another college may be employed in certain areas when Millersville students are not available.
Can I have my paycheck mailed to me? All checks and/or earnings statements, no matter where you work, will continue to be sent to the original hire department UNTIL you notify the Payroll Office that you want to change your pay check distribution location. Changes can be made either in person or by calling the Payroll Office at extension 3020 or 3018.
How many hours can I work on campus? Students employed on the Student Payroll may work up to a maximum of 60 hours per pay period when the University is in session. This includes examination periods and weeks in which a holiday occurs. The maximum hours per pay period includes all hours worked, whether in one department or multiple departments.
International Students may work a maximum of 20 hrs per week in complaince with INS regulations, which overrides University Policy.
During the summer or semester breaks, all students (including Internationals) may work up to a maximum of 80 hours per pay period.
Under special circumstances, a student may be employed for more than the specified maximum hours per week. Requests to exceed the maximum hours must be submitted by the employing department to the Payroll Office, describing the situation and the justification. The Payroll Director will review the request and will make the final determination.
The Payroll Office will notify students and student supervisors if permitted maximum hours are exceeded. If the excessive hours continue, and no exception to the maximum hours has been requested or approved, the Payroll Office will terminate the student´s employment with the University.
How do I find a job on campus? Students have the option of working on-campus in any area where employment is available. There are two methods for finding a job: you can go to the department(s)/office(s) that may be of interest to you, or you can check the job postings at either the Payroll Office in Dilworth Building or the Financial Aid office in Lyle Hall.
Millersville University does not have specially selected jobs availabe for students receiving Federal Work Study funding, however, the Community Service Learning Program is designed strictly for students who receive Federal Work Study money. The Financial Aid office will have more information concerning the details of these jobs.
What forms do I need and what paperwork do I complete, so I may work on campus?
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Millersville University maintains detailed payroll records for each employee. On or about your first day at work, you will be asked to provide and complete the following information and forms. Upon completion, you will be placed on the Student Payroll System.
- Student Employment Payroll Information Card
- Form W-4, Employee's Withholding Allowance Certificate
- Form I-9, Employment Eligibility Verification
Turn the completed forms to your department supervisor. S/he will complete their portion of the forms and forward all documents to the Payroll Office.
Student Employment Payroll Information CardYou must complete the top portion of this card. Be sure to provide the Payroll Office with accurate information per the following:
- A new card is not required for each job worked on campus.
- Inform Student Payroll of any changes to information on this card either in person or by calling the office at extension 3020 or 3018.
The name you use on the Student Information Card is the name that will be used on the payroll system for your payroll file to print your check/earnings statements, your W-2, and to report your earnings/taxes to the federal, state, and local taxing authorities. Federal law requires that you use your name exactly as it appears on your social security card - please do not use nicknames.
- Name changes require a new social security card. File your name change with the Social Security Administration before you ask the Payroll Office to change your name. When you receive your new social security card, bring the card to payroll to update our records. This type of change must be given to both the Payroll Office and the Registrar's Office in order to keep the University's records current.
The Permanent Residence is required information. The address you use should be the place you consider to be your home on a continuing basis (example: the place you are registered to vote, the address on your driver's license). This is the address that will appear on your earnings statement and W-2. .
- If you request a permanent residence change from the City of Philadelphia to another municipality, you will be required to complete a new W-4 reflecting the address change.
- Permanent residence changes can be made by stopping in the Payroll Office.
- The Local Residence is no longer an available option for student employees who reside off-campus. The permanent residence is the only address Payroll Services will maintain. Please notify your department timekeeper of the address you would like to have any unclaimed paychecks mailed to if it differs from the permanent residence address.
- It is important that you report any address changes to the Payroll Office and the Registrar's Office in order to keep our records current in addition to assuring that you receive your earnings statement and/or W-2 as efficiently as possible.
- The Municipality information must be the county and the city, borough, or township of the Permanent Residence that is listed on the Information Card.
| Submission of the form to Payroll: The department's Student Supervisor must complete and sign the bottom portion of the card before it is forwarded to Student Payroll. |
Form W-4, Employee's Withholding Allowance Certificate
The amount of federal income tax deducted from your pay depends on the information you supply on Form W-4. This form must be completed in ink, without any corrections. You do not need to complete the worksheet portion at the top. Please be sure to sign and date this form.
| Name: | Federal law requires that you use your name exactly as it appears on your social security card |
| Home Address: | Your permanent address where you consider your home to be on a continuing basis (example: the place where you are registered to vote, the address on your driver's license). |
| Line 5: | If your parents claim you as a dependent on their tax return, you cannot claim yourself and must use zero. |
| Line 6: | This line gives you the optional choice to add a fixed dollar amount to your normal federal tax deduction. Federal tax will be calculated based on your earnings, marital status, and allowance information. By using line 6, you can add a specific dollar amount to be withheld in addition to the base calculation amount. |
| Line 7: | Can I claim exempt from federal income tax withholding? You can claim 'exempt' if:
WARNING! -- Students are not automatically exempt. Even if you meet these two tests, you cannot claim exempt from withholding if your parents claim you as a dependent on their tax return, and you earn $700.00 or more in wages and interest during the calendar year. |
If you use 'EXEMPT' on Line 7 it will not necessarily release you from a federal tax liability. Employers are required to send copies of all W-4's claiming 'EXEMPT' status directly to the IRS. Upon receipt of this information, the IRS will review the employee's tax record to approve or disapprove the 'EXEMPT' status. Your earnings are also reported to the IRS. You will be responsible for any taxes that may be due at the end of the year. To remain in an exempt status, a new W-4 is required at the beginning of each calendar year.
Except for students claiming 'EXEMPT', a new W-4 is required only if you want to change your filing status, which can be done any time throughout the year.
International Students: All international student employees must come to the Payroll Office to complete their W-4 and I-9 forms. International students are required to bring their passport, visa, I-20 and social security card with them. For federal withholding purposes, the State System does not honor tax treaties. All International Students are required to complete their W-4 claiming Single, 1 exemption and an additional $15.30.
I-9 - Employment Eligibility Verification Form
Newly hired employees are required to prove their identity and right to work in the United States as part of the federal government's effort to control illegal immigration.
The student must complete the top portion within three days of date of hire at Millersville University. The Student Supervisor should complete the bottom portion of the I-9 after verifying 2 original forms of identification presented by the student. You can present any of the documents listed on the I-9 in order to establish both your identity and your right to work in the United States.
The most commonly used documents are:- Social Security Card
- Driver's License or a state issued ID card
International Students: All international student employees must come to the Payroll Office to complete their W-4 and I-9 forms. International students are required to bring their passport, visa, I-20 and social security card with them.
Instructions for completing this information are contained on the form.
Problems providing information/documents or in completing the form should be forwarded to the Payroll Office at extensions 3020 or 3018.
I changed my name, what do I do? Name changes require a new social security card. File your name change with the Social Security Administration before you ask the Payroll Office to change your name. When you receive your new social security card, bring the card to payroll to update our records. This type of change must be given to both the Payroll Office and the Registrar's Office in order to keep the University's records current.
What do I need to do to sign up for Direct Deposit Direct deposit allows the State System to automatically deposit your pay directly into your checking or savings account at a financial institution (bank, credit union, savings and loan). On payday, instead of receiving a check, you get an earnings statement containing the same information that would have been shown on the earnings statement attached to your check (date of payment, gross and net wages, hours worked, taxes, deductions, etc.).
Most employees choosing direct deposit find it is safer and more convenient than receiving checks. That's because:
- You have instant access to your money on payday, no matter where you are;
- You do not have to be at work on the payday to be paid;
- It eliminates the danger of losing a paycheck or having it stolen before you get to the bank;
- The convenience of not rushing to the bank and waiting in line every payday.
In order to sign up for direct deposit, bring a canceled/voided check or a copy of a check to Payroll Services, Room 106, Dilworth Building. If a canceled/voided check is not available, the direct deposit application must be completed by the bank and returned to Payroll Services before direct deposit can be initiated.
IMPORTANT: Notify the Payroll Office of any changes to an account number or before you close your direct deposit account. If changes are reported to payroll after you make the change, delays in receiving your biweekly net pay could occur.
I'm an international student, can I work on campus? International Students may work a maximum of 20 hrs per week in complaince with INS regulations, which overrides University Policy.
During the summer or semester breaks, all students (including Internationals) may work up to a maximum of 80 hours per pay period.
Under special circumstances, a student may be employed for more than the specified maximum hours per week. Requests to exceed the maximum hours must be submitted by the employing department to the Payroll Office, describing the situation and the justification. The Payroll Director will review the request and will make the final determination.
The Payroll Office will notify students and student supervisors if permitted maximum hours are exceeded. If the excessive hours continue, and no exception to the maximum hours has been requested or approved, the Payroll Office will terminate the student´s employment with the University.
What is the OPT Tax and what if I already paid it this year? A $10.00 Occupational Privilege Tax(OPT) tax is deducted from all Millersville University employees for Millersville Borough. This tax is deducted for all employees who have earned a minimum of $1,000.00. Because the OPT is considered a 'nuisance' tax, it can only be taken one time per calendar year, no matter how many employers you may have. If you have the OPT deducted by another employer prior to Millersville's deduction, you must bring the earnings statement reflecting this deduction to the Payroll Office to avoid a second deduction for the calendar year. Failure to do so will cause a second deduction that the Payroll Office cannot refund to you. Application to Millersville Borough must be made by the employee in order to receive a refund of the $10.00.
When do I get paid? The State System of Higher Education pays all employees on a biweekly basis (every other week). The two-week pay period begins on a Saturday and ends on a Friday. Compensation due for a given pay period is paid to employees two weeks after the end of the pay period. Your student supervisor will be able to provide you with exact pay periods and paydates.
How will I be paid? Students can choose to be paid by check or receive their net pay directly deposited to an account at the financial institution of their choice, assuming the entity is a member of NACHA.
I´m an out-of-state employee, is there anything special I need to do?
Pennsylvania State Tax
3.07% of your earnings will be deducted for Pennsylvania State Withholding. Pennsylvania requires employers to tax Pennsylvania residents and non-residents unless they are from a reciprocal state. Reciprocal states include: Indiana, Maryland, New Jersey, Ohio, Virginia, and West Virginia. Each reciprocal state requires Pennsylvania to report the employee's earnings. Only New Jersey requires a state tax deduction based on the New Jersey percentage method. Students with a permanent residence in one of the six reciprocal states must complete a Reciprocal Agreement Form in the Payroll Office in order to be exempt from PA state tax.
Residence Wage Tax
The residence wage tax is required by the employee's residence municipality to be deducted from earnings at a fixed percentage. For example, if you reside in Lancaster City, that municipality requires a residence wage tax of 1% from all wages.
Exempt students: Non-Pennsylvania residents are exempt from the residence wage tax. However, according to the tax law, international students are taxed 1% of all wages for Millersville Borough.
How will I get my W-2 in January? W-2's are distributed in the same manner that checks/earnings statements are distributed. Payroll Services releases the W-2's to departments as soon as they are received from the Chancellor's Office - always by the end of January.
Your department supervisor can tell you whether their department holds the W-2's for student pickup or if they mail the W-2's to the address that appears on the earnings statement. If you are no longer a student at Millersville University when W-2's are released, the department will automatically mail the W-2 to the address that appears on your last earnings statement.
If the address appearing on your earnings statement changes, be sure to notify Payroll Services. Otherwise, it may delay or prevent you from receiving your W-2.
I lost my W-2, how do I get another one? W-2's are distributed in the same manner that checks/earnings statements are distributed. Payroll Services releases the W-2's to departments as soon as they are received from the Chancellor's Office - always by the end of January.
Your department supervisor can tell you whether their department holds the W-2's for student pickup or if they mail the W-2's to the address that appears on the earnings statement. If you are no longer a student at Millersville University when W-2's are released, the department will automatically mail the W-2 to the address that appears on your last earnings statement.
If the address appearing on your earnings statement changes, be sure to notify Payroll Services. Otherwise, it may delay or prevent you from receiving your W-2.