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 Workday 

Workday 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 Workday you must have DePauw assigned creditials.  If you need information or assistance working with Workday, please visit this site or contact the University's Helpdesk.

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 Workday, choose the PAY app. 

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.)   

To submit new or updated forms, please go to the Pay app in Workday and select Wirhholding Elections

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 Workday.  They can also change their FEDERAL and/or STATE withholding by adjusting their Federal and State forms in Workday.  

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 in Workday. You may update both your payroll acount and the reimbursement account with the buiness office on the Payment Elections sscreen.

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

• Student Tuition Direct Deposit Form

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

W-2

Employees and students can access their W-2’s by logging into Workday and accessing the Pay app.  Choose View < My Tax Documents

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