Human Resources - Payroll

Payroll, within the Office of Human Resources, is responsible for the preparation, processing, and distribution of all University payrolls for faculty, staff and students.

Using the ADP Portal 

The ADP Self-Service Portal is where you access your pay statements, change direct deposit information, access your W-2, update your address, access timecards for hourly employees, and register for benefits. To access the ADP Portal you must first register.  Click here for instructions.

• Passcode for registration: mydepauw-ipay

  • ADP works best in Chrome or Firefox (Mac users may find Safari to be a better option).

  • ADP allows 3 login attempts. You can reset your password by going to the Forgot your Password link at the bottom of the ADP login page.  If you are unsuccessful, please contact Human Resources at 765-658-4181 for assistance.

  • If you have already registered for ADP, but don't access regularly, a password reset will be required.

  • Check out the ADP Mobile App!

Payroll Schedules

Pay will be distributed by Direct Deposit according to the following schedule:

• Exempt (Salary) Employees: Paid semi monthly on the 15th and the last business day of the month.  

• Non-exempt (Hourly) Employees: Paid on a biweekly basis. Students not on direct deposit will receive a check in their UB Box.

Supervisors of hourly employees

Please refer to the Management Tools for instructions for managing hourly employee payroll.

Pay Statements

Employees and students can access their pay statements by logging into the ADP Portal, go to MYSELF>PAY>PAYSTATEMENTS. click on the pay date link and view/print your pay statement. 

Payroll Tax Withholding

Federal income tax is calculated based on IRS tax tables and selections made on Form W-4.  State and local income tax withholdings are generally calculated based upon a percentage and then adjusted by the number of exemptions indicated on the state’s withholding form (i.e. Indiana form WH-4.)   After submitting a new W-4 or WH-4, please check your next pay statement (pay stub) and review withholding taxes.  Changes often result in lower tax withholding and taxes unexpectedly owed at the end of the year.

Employees can check their withholding amounts at any time in ADP.  They can also change their FEDERAL and/or STATE withholding by adjusting their Federal and State forms in ADP.  Instructions are below:

• To Make Tax Changes within ADP portal
• To Review your YTD Tax withholdings

Other Deductions

• Payroll Deduction Form (This form is typically used to stop/start rent deductions.)

• DePauw Gift - Payroll Deduction Authorization

Direct Deposit

Employees can change direct deposit information through the ADP Portal. To change your direct deposit through the ADP Portal, log into ADP, go to the MYSELF>PAY>PAYMENT OPTIONS to add or edit information.

Keep in mind that if you make the change through the ADP Portal, the Business Office will not have access to the updated account information, therefore you will need to update the business office.

• Payroll does not process expense reimbursements; please contact the Business Office at 765-658-4121.

Students have the option of their pay being deposited into a checking/savings account or their tuition account. 

• Student Direct Deposit Form

• Student Tuition Direct Deposit Form

To cancel one of these options, please fill out the necessary form and check the “cancel” box.

IMPORTANT: If you change your primary account direct deposit, typically you will be issued a live check for the next payroll period while your account information is being verified. Payroll will notify you that you have a check to pick up in the Office of Human Resources and when it is available for pick up. If you change a secondary account, typically the entire deposit will go into the primary account for the next payroll period while the account information is being verified.

W-2

Employees and students can access their W-2’s by logging into the ADP Portal, go to MYSELF>PAY>ANNUAL STATEMENTS choose from Tax statements box.

To receive notification that your W2 is ready to be accessed online, select the paperless setting for W2 and you will be notified via email when it is ready. This is not only more secure, but this will also prevent any delays in delivery.  Here are instructions to request the paperless delivery of your W2.  Note: You will no longer receive a paper copy of the W2 in the US Mail.

Employment or Income Verification

• Employment or income information can be accessed at www.theworknumber.com or 1.800.367.5690.

• Use DePauw Employer Code: 25562

Payroll Related Handbook Policies

• Timecards

• Annual Hours

• Working Hours

• Workweek

• Overtime

• Shift Differential

• Attendance and Punctuality

• Break Periods

• Inclement Weather

• Employment Outside of Regular Position

• Holidays

• Personal Day

• Sick Time

• Vacation Time

• Definitions and Explanation of Terms Used in Vacation & Sick Time Schedules

• Summer Hours