Payroll
University Financial Services & Treasury/Payroll is located in the Anderson Tower, 4th floor.
Payroll is responsible for all financial transactions, regulatory oversight, and tax agency reports regarding employee compensation.
- Alex Berger, Vice President for Finance
- Cynthia Gonzales, Payroll Manager
- Teresa Hidalgo, Payroll Clerk
See contact information below.
Staff
Alex Berger
Cynthia Gonzales
Teresa Hidalgo
ADP payroll system
For information and instructions about using the Workforce Now ® payroll system, online portal, and mobile app, please see our ADP section.
- 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 2023 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 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..
- 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). 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.
- 2025 Hourly and Salary Payroll Calendar. Complete with payroll ending dates, timecard due dates, holidays and pay dates.
How often are WesternU employees paid?
Every two weeks, every other Friday.
When are timecards due?
Hourly / Non-Exempt employee timecards are due the day after the pay period ends along with supervisor approval (2023 Hourly Payroll Calendar).
Salary / Exempt employee timecards are due by Wednesday for the “previous pay period” the week after payday (2023 Salary Payroll Calendar).
Salary / Exempt employee timecards are due by Wednesday for the “previous pay period” the week after payday (2023 Salary Payroll Calendar).
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?
Log onto adp.westernu.edu / Time / Accruals / Accruals Reporting Period
How can I change the amount of withholding taxes being deducted from my pay check?
Log onto adp.westernu.edu / Pay / Tax Withholdings
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 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.