Taxes: To update your tax withholding, follow the steps in Workday using the Update Tax Withholding Elections Job Aid

Direct Deposit: To update your direct deposit information, follow the steps in Workday using the Update Payment Elections Job Aid 

Typically, time worked must be entered and approved in Workday by 3 p.m. on the Monday after the pay period ends. Please reference the Time Card Approval Sheet.

If you are not enrolled in direct deposit, you will be mailed a physical check. It will be mailed to the permanent address we have on file for you. 

Change your address in Workday by following the Home Contact Change job aid. 

Students: If you are a student employee, update your address in Banner. Your information will automatically update in Workday. 

You may do this in three ways: 

1. Print it off on My Banner (active employees only). 

2. Send an email to [email protected] with the following information:

• Name
• G-number (or last 4 digits of SSN)
• Mailing Address (if you are going to pick up the W-2 in person, please indicate that in the email message and please bring a photo ID with you)
• Indicate that you would like a reprint of you W-2

3. You can stop by the Human Resources/Payroll Office in 1090 James H. Zumberge Hall (JHZ). If you are going to pick up the W-2 in person, please bring a photo ID with you and call ahead. 

Please visit the Name Change Webpage for details on how to change your name. 

With accurate information entered during onboarding, your direct deposit may take up to one pay period to take effect. Please be sure to set up your payroll direct deposit, not just your expense reimbursement elections. 

Immediately contact payroll ([email protected]) reporting that your check was either lost or stolen. Please give us your name, G-number and date(s) of check(s) (if known).

Employees are either paid on a bi-weekly or semi-monthly basis. If you are an hourly employee, you are paid on a bi-weekly schedule. If you are a salaried/adjunct employee, you are paid on a semi-monthly schedule (closest to the 15th and 30th of each month).  

You should expect your pay on the official pay date. Although some banks release funds early, this does not always occur.  

Hourly employees typically include being paid by the hour, requiring time tracking, being eligible for overtime, and having pay that may vary each pay period. 

Salaried employees typically include receiving fixed pay, not requiring hourly time tracking, not being eligible for overtime, and having a consistent pay schedule

Student employees follow the bi-weekly pay schedule.  

You can find the current payroll calendar here. 

GVSU Payroll works diligently to ensure that regardless of when a pay date falls, everyone receives their pay on the designated pay date.  

GVSU faculty and academic year (AP) employees can choose between a 9-month (August-May) or 12-month (August-August) pay cycle. The 9-month option pays out over the academic year, while the 12-month option spreads the same salary over the full year.  

*Note* Elections are usually irrevocable for the academic year and must be submitted to HR to ensure summer pay.  

Period Activity Pay (PAP) is a Workday compensation method used to pay employees a specific, often lump-sum, amount for designated work performed over a set period, rather than an hourly rate. People paid on a Period Activity Pay are Graduate Assistants; Adjuncts and/or extra work/duties on their regular position. 

Yes, in order to split your paycheck, you may make changes through Workday.

You can make direct deposit changes at any time; however, it may take up to one pay period to take into effect.  

Typically 1-2 days after the pay date, this will be returned to our office. We will then reissue it as a physical check; we will notify you that this has occurred. Please make sure to update your bank information to the correct information ASAP so that no delay in pay occurs.  

Yes, if your payment is processed as a check, you will ONLY be notified via email if your address is outside of the local area.  

*Notice* All payroll emails should be from the [email protected] email.  

No, unfortunately this is not a capability in our Workday system.  

W-2 forms for employees are generally made available electronically and mailed by January 31st of the year following the tax year. If consented for electronic only, electronic versions can be accessed earlier for ACTIVE employees via workday.  

If you cannot access your W-2 via workday or would like it to be mailed to you, please reach out to [email protected]. 

Please note: Our office does not send W2’s via email due to increased security risk. 

You can update your W-4 at any time, however, changes may take up to one pay period to take effect.  

If your W-2 contains incorrect information, please contact Payroll immediately to request a corrected Form W-2. Do not file your taxes until you receive the corrected form to avoid inconsistencies with the IRS.  

Yes, all student employees must complete Form W-4 to start a new job regardless of whether they are part-time, full-time, or Federal Work Study.  This form determines how much federal income tax is withheld from paychecks.  

You can update your withholding elections to have an additional withholding to come out every pay period regardless of if the threshold is met. Please follow (link help article) 

*It is important to note that GVSU Payroll is unable to provide tax advice. If you have any further tax questions, please consult a tax professional.    

You would get in contact with student employment after speaking to your supervisor as compensation is entered by departments.  

Yes, hourly student employees must track and submit their hours worked for approval to get paid. However, Graduate Assistants (GA) do not enter hours worked as they are paid on a period activity pay.  

Student employee managers (supervisors) are responsible for approving student employment time, which must be submitted through Workday. 

Student employees are generally exempt from FICA taxes if they are enrolled in a minimum of six credits during the academic year. 

Missing the timesheet deadline generally causes a delay in payment. You must immediately contact your supervisor to have them submit your hours or reach out to [email protected]. Hours from missed periods are usually processed and paid on the next scheduled paycheck.  

Yes, you can edit your timesheet, provided the pay period is still open. You will need to resubmit for approval to your supervisor. 

Supervisor approval is required for processing. If your supervisor does not approve your time in Workday by 3:00 PM on Monday following the pay period end, your payment could be delayed. Timely hour reporting is vital to ensure you get your pay on time.  

You may track your submitted and approved hours in Workday.  

No, salaried employees are not required to submit timesheets, as their pay is not based on hourly reporting; however, they are expected to record any applicable absences.  

Please use the Enter Holiday Time Job Aid.

Yes, if you are working on the University approved holiday, you must record the holiday time and record the time that you worked in Workday.  

If your paycheck amount is incorrect and you are an hourly employee, verify your hours in Workday first. If hours are incorrect, please reach out to your supervisor to get them updated.  

If your paycheck amount is incorrect and you are a salary employee, please reach out to your supervisor and/or department to inquire about the incorrect information. 

Faculty/Staff/ Adjuncts: For further assistance, please contact your HR generalist or payroll. 

Students: For further assistance, please contact student employment or payroll.  

To report suspected payroll fraud or unauthorized changes at GVSU, immediately contact [email protected] and contact IT Security, as unauthorized changes are often linked to phishing.