Payroll Processing Deadlines for 2024 Holidays

November 18, 2024

Please mark your calendars. The payroll processing calendar is compressed during the Holidays. Guidance is provided below to ensure delays do not occur during this time.

Thanksgiving Holiday (Nov. 25 – 29)

Payroll must be submitted to the state no later than 4:00 p.m. on TUESDAY, Nov. 26. There will be no supplemental file submitted this week (no supplemental A file). Payroll will process the third supplemental run as normal. All paperwork specific to the payroll supplemental C file should be processed through HR and submitted to payroll queues no later than 5:00 p.m. on Dec. 3.

Please note the following for timeline adjustments.

• • Fri., Nov. 22 – Final day to enter payroll funding for PPE 11/23/24

• • Sun., Nov. 24 – Final day to enter T&L for PPE 11/23/24. T&L interface files due by 1:00 p.m. The first payroll calc. will begin at 4:00 p.m.

• • Mon., Nov. 25 – Final Pay Calc will begin at 11:00 a.m.

• • Tues., Nov. 26 – Payroll due to the State no later than 4:00 p.m.

 

Christmas Holiday (Dec. 22 – 27)

Supplemental Processing

• • The final supplemental run for 2024 will be Dec. 12.

On-Cycle PPE 12/21/24

Payroll must be submitted to the state no later than 4:00 p.m. on THURSDAY, Dec. 26. Again, there will be no supplemental file submitted for this pay cycle.

Please note the following for timeline adjustments.

• • Fri., Dec. 20 – Final day to enter payroll funding for PPE 12/21/24

• • Sun., Dec. 22 – Final day to enter T&L for PPE 12/21/24. T&L interface files due by 6:00 p.m.

• • Mon., Dec. 23 – Preliminary Pay Calc will begin at 8:30 a.m.; Final Pay Calc will begin at 2:00 p.m.

• • Thurs., Dec. 26 – Payroll due to the State no later than 4:00 p.m.

Please share this information with your teams. If you have any questions, contact payroll at payrl@ksu.edu.

 

State of Kansas Tax Withholding Update

November 5, 2024

Kansas State University employees may notice an increase or decrease on their paycheck they will receive on Friday November 8, 2024.

On June 20^th, 2024, the Kansas legislature and Governor Laura Kelly enacted tax rates changes effective for all income received in 2024. The Kansas Department of Revenue (KDOR) issued new withholding guidance for wages paid on or after July 1^st, 2024. The required programming changes to HR/Pay have been completed. The new rates were delivered with the system tax updates that were implemented on October 13^th, 2024, and with the November 8^th paycheck.

Depending on the income withholding elections selected on the most recent K4 (Kansas withholding form), state income tax may increase or decrease on the November 8th paycheck. Federal and state income tax elections can be found on the upper right corner of the pay advice. Employees may access their pay advice through the Payroll and Compensation Tile in HRIS under the Employee Self Service Homepage.

If a change is needed to their State of Kansas withholdings, they can complete a new K4 which can be found under the Payroll and Compensation Tile in HRIS under the Employee Self Service Homepage.

Important Notes:

1. Kansas K4 instructions recommend electing Single if you are Married Filing Jointly and your spouse works or has other income. Electing Married when both spouses have income may result in too little Kansas income tax being withheld.
2. Employees who are nonresident aliens (NRA) for income tax purposes cannot change their tax elections until they become resident aliens (RA) under IRS rules.
3. The payroll staff cannot provide tax advice including how to complete the K4 form.

Available Resources:

1. The Understanding Kansas Withholding Tax document located on the Payroll website https://www.k-state.edu/finsvcs/payroll/tax-information/ where you will find the new State of Kansas withholding rates and tax table.
2. A State of Kansas Tax Calculator is available on that KDOR website to estimate the annual income tax liability based on the new rates. You can also use the calculator to estimate how much Kansas income tax you may owe due to the mid-year rate change. To do this calculation, you will need your year to date (YTD) federal taxable gross available on your most recent paystub.

1. Fed Taxable Gross is located under the deduction section of the pay advice.
2. Rows for the Current paycheck and YTD totals are labeled on the far left of the pay advice.

Note: Federal taxable gross equals Kansas taxable gross for most employees. If you are a KPERS participant, you need to add the before tax KPERS deduction amount to the federal YTD taxable gross amount.

 

Direct Deposit Reminders

August 29, 2024

The beginning of the fall semester is underway. Payroll asks for your continued support as new employees are onboarded through PageUp and HRIS, ensuring that Direct Deposit information is accurate and ready for the next pay cycle.

The Direct Deposit Form has been updated and can be found on the payroll website. Older direct deposit forms should be removed from use immediately. In addition to the updated form, instructions for making changes to direct deposit (first time setup, adding another account, editing accounts) and FAQs are also available. As a reminder, each direct deposit account should be accompanied by proof of account (voided check, deposit slip, bank direct deposit authorization form, etc.) before they can be entered into HRIS. If an employee does not have their direct deposit form completed at the time of hire, they are encouraged to update their direct deposit information on their own through HRIS Employee Self Service once their eID has been created.

Where possible, please assist new employees in ensuring that their direct deposit form is completed accurately, signed, and has supporting documentation. Direct deposit errors will cause a delay in employees receiving their pay. If a bank rejects efforts by the state to deposit funds, a check will be sent to the employee through the address on file in HRIS. Should this happen, employees can expect to receive their pay in 10-14 business days.

We are here to help. If you have any questions, please contact the payroll team at payrl@ksu.edu.

Tuition in Lieu of Salary

August 21, 2024

As departments prepare for the fall arrivals of graduate students, please note deadlines pertaining to Tuition in Lieu of Salary (TILS).

Departments should have all TILS paperwork submitted to the Cashier’s Office no later than Friday, September 6.

As a reminder, Tuition in Lieu of Salary is treated as a fringe benefit for tax purposes. Graduate Research Assistants receiving this benefit should expect to pay higher taxes as a result for pay periods ending 09/14/24 – 11/23/24 - a total of six pay periods. Departments are responsible for communicating the tax impact of TILS with their graduate students.

To ensure accurate and timely processing of Fall 2024 Tuition in Lieu of Salary payments, please note the following:

• Again, GRA’s are not aware of taxation on the tuition amount until they receive their paycheck. It is the departments responsibility to communicate the tax impacts of TILS.
• Employee paperwork must be entered in HRIS as a GRA for them to be taxed.
• Research Assistants, Instructors, Graduate Assistants, and Graduate Teaching Assistants can be enrolled in classes but are not eligible for tuition in lieu of salary.
• If GRA’s are terminated before the end of the taxation period: Departments must contact the Division of Financial Services, Cashier’s Office (sponsorship@ksu.edu), notifying the office of this change. Proper notification ensures all taxes are applied prior to termination.
• Any changes to tuition and/or fee amounts should immediately be reported to the Cashier’s Office to modify and correct tax reporting on future paychecks.
• Late submission of TILS forms causes a financial hardship to the GRA. Please adhere to the September 6, 2024, deadline where possible. If a delay is unavoidable, departments should submit the forms as soon as possible and inform the employee that the tax impact will be increased as a result.

Questions can be sent to sponsorship@ksu.edu and/or payrl@ksu.edu.