University Financial Services & Treasury is located at Anderson Tower, 4th floor.
Payroll is responsible for all financial transactions, regulatory oversight, and tax agency reports regarding employee compensation
Alex Berger, Assistant Vice President for Finance
(909) 706-3801
aberger@westernu.edu
Oversees and manages Payroll services for the University.
Cynthia Gonzales, Payroll Accountant
(909) 469-5443
gonzalesc@westernu.edu
Payroll & Tax processing, account reconciliations, accounting.
Teresa Hidalgo, Payroll Clerk
(909) 469-8262
thidalgo@westernu.edu
Payroll & Tax processing, account reconciliations.
ADP
For information and instructions about using the Workforce Now ® payroll system, online portal, and mobile app, please see our ADP section.
Forms
- Direct Deposit Authorization Form. Please include a voided check when submitting your direct deposit form to the Payroll Department. Forms submitted without a voided check will not be processed.
- W-4 2022 Employee Withholding Allowance Certificate Form. This link takes you to the IRS website where you can print the W-4 form. This form requires an original signature. Please print out this form and return it to the payroll office.
- California DE4 Employee Withholding Allowance Certificate Form. This form is used if you want to claim a different number of exemptions than you do on the W-4 form.
- OR-W-4 2019 Employee Withholding Allowance Certificate Form. This link takes you to the Oregon State employee’s withholding allowance certificate.
- Exempt Bi-Weekly Time Record. Salaried employees can type information into this interactive form, print it, sign it, and forward the signed form to the Payroll Department at the end of each bi-weekly period. Reminders will be sent University wide for each period ending date.
- Salary Advance Request Form. This form must be printed, filled out, and signed. Please refer to the salary advance policy on Self-Service (BanWeb) for restrictions. Salary advance requests should be forwarded directly to the Payroll Department.
- Hourly Time Record Web Entry (BanWeb). Click on Instructions for a step-by-step walk through of hourly time card web entry, and an overview of wage & hour laws.
- Hourly Time Record Approver Instructions (BanWeb)
- Independent Contractor Determination. The link provides specific information, instructions, and forms to determine whether an individual performing services for the University should be classified as an employee or an independent contractor.
- Cell Phone Electronic Device Stipend Request Form. Fill out this form and obtain the proper authorization(s), and forward to the Payroll@westernu.edu email no later than Friday 6/19/20 for the July 1st, 2020 effective date. You can refer to the policy in this link, Cell Phone – Electronic Device Stipend Policy for additional direction.
- Manual Hourly Timecard Form. Submit a manual hourly timecard form when payroll period cut-off is closed.
Payroll Information
- 2022 Salary Payroll Calendar & 2022 Hourly Payroll Calendar. Complete with payroll ending dates, time card due dates, holidays and pay dates.
FAQs
How often are WesternU employees paid?
Every two weeks, every other Friday.
When are timecards due?
Hourly employees must turn in timecards by 9:00 a.m. the Monday following the end of the pay period (2021 Hourly Payroll Calendar).
Salaried employees must turn in a monthly absence record at the end of each month, reminder emails will be sent by the Payroll Department.
Salaried employees must turn in a monthly absence record at the end of each month, reminder emails will be sent by the Payroll Department.
Why are earnings on my W-2 less than my annual salary?
403B contributions and most benefit deductions reduce your taxable wage base even though they do not reduce your gross pay.
Where can I find my vacation and sick balances?
On your check stub or on Self-Service (Banweb) under “Employee Services Menu”, “Time Off Current Balances and History”.
How can I change the amount of withholding taxes being deducted from my pay check?
Fill out form W-4 to change Federal and form DE-4 to change State withholding allowances.
Links
Federal
- IRS Tax Withholding Estimator. The calculator helps you figure out proper withholding for Form W-4. To determine this, it asks questions about expected wages up to the end of the year, how much has been withheld so far, and what deductions are going to be claimed on the personal income tax return.
- W-4 2019 Withholding Allowance Certificate Form. This link takes you to the IRS website where you can print the W-4 form. This form requires an original signature. Please print out this form and return it to the payroll office.
State
- Paid Family Leave Act. This site explains your rights under the Act and how to apply for it.
- State Disability Insurance. This site explains your rights to this insurance and how to apply for it.
- DE4 State Withholding Allowance Certificate. This form is used if you want to claim a different number of exemptions than you do on the W-4 form.
- Oregon W-4 Withholding Allowance Certificate. Submit form when claiming allowances different then federal allowances.
Other
- Payroll Calculator. This link takes you to Paycheck City. This is a site that allows you to see how changes you make to your 403B, Cafeteria Plan and/or the number of deductions you claim on your W-4, will affect your paycheck.