Contacts. Viewing Payroll and Compensation Data
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1 Contents Contacts... 1 Viewing a Paycheck... 1 Enrolling in Direct Deposit Maintaining Direct Deposit Information Updating W-4 Information (Federal Tax Withholdings) Updating M-4 Information (Massachusetts State Tax Withholdings) Contacts DEPARTMENT PHONE FAX Payroll Department umassdartmouthpayroll@umassp.edu Human Resources humanresources@umassd.edu Student Employment stuemployment@umassd.edu Access Management cit_am@umassd.edu Viewing Payroll and Compensation Data The HR Direct epay collaborative application provides employees convenient access to their personal payroll and compensation information. View paycheck information Enroll in direct deposit Maintain direct deposit information Update W-4 information Update M-4 information, and View and print W2/W2C forms. Viewing a Paycheck Use the View Paycheck page to review paycheck information for earnings, taxes, deductions, leave balances, and net pay distribution. Note: This will be available for view on the Thursday prior to pay date. The View Paycheck page provides information on confirmed checks and direct deposits. Paycheck information is displayed at the current and year-to-date level for the most recent paycheck. Prior period paychecks will display the current and year-to-date information as of the selected pay end date. View Paycheck is view-only and does not result in any updates to HR Direct. Page 1
2 Enrolling in Direct Deposit 9.2 Employees use the Direct Deposit page to enroll in and maintain current direct deposit information. Procedure Step Log into your HR Direct account using your UMass Dartmouth & password. For assistance with your password, please contact Access Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Payroll and Compensation menu. 4. Click the Direct Deposit menu. 5. The Direct Deposit page can be used to view current direct deposit information or to add, edit, or delete an associated account. 6. The text on this page provides important information regarding enrollment instructions, the required balance account, data accuracy importance, overpayment authorization, and security. Please read these instructions. Page 2
3 7. In this example, no accounts currently exist for direct deposit. Therefore, we will add a checking account to enroll in direct deposit. Click the Add Account button. 8. The Add Direct Deposit page opens allowing the user to add direct deposit information. Step 9. Use the Account Type field to select the type of bank account being added. Click the Account Type list. 10. Select the type of account being added, such as checking or savings. 11. Deposit Type field is used to specify whether you would like to deposit a flat amount, a percentage, or the final remaining balance of your pay to the bank account. Click the Deposit Type list. 12. In this example, we are enrolling in direct deposit for the first time and the Deposit Type must be set to Balance as explained on the Direct Deposit page. Page 3
4 13. The Amount or Percent field is used to specify a flat amount or a percentage of your pay in order to manage multiple checking accounts. In this example, we are enrolling in direct deposit with an account set to Balance which does not utilize this field. Therefore, we will keep the Amount or Percent field blank. 14. The Deposit Order field defaults to 999 once the Balance option is chosen from the Deposit Type list. This directs the entirety of the paycheck or any remaining paycheck balance to deposit in the associated account. In this example, as we are enrolling in direct deposit, 999 must be listed as the value for the Deposit Order. 15. In order to enroll into direct deposit, your bank routing and account numbers are required. This information can be obtained using your personal checks and the information available on the View check example link. Click the View check example link. 16. The Check Example page contains information on how to read the routing and account numbers on your personal checks. The highlighted sections show which part of the check contains the Routing Number and the Account Number. Step 17. Click the Return button. Page 4
5 18. Enter the routing number information into the Routing Number field. 19. Enter the account number information into the Account Number field. 20. Click the Save button. Page 5
6 21. A confirmation appears on the page stating the changes have been saved, but may not be reflected on the next paycheck. A confirmation will also be sent to all addresses that you have provided to the university within the next hours regarding recent changes to your direct deposit enrollment. Click the OK button. 22. The account information for direct deposit is now displayed on the Direct Deposit page. Note: Further instructions on how to manage your direct deposit is available in the help lesson titled, Maintaining Direct Deposit Information. 23. Congratulations! You have successfully enrolled in direct deposit. End of Procedure. Maintaining Direct Deposit Information 9.2 Employees use the Direct Deposit page to enroll in and maintain current direct deposit information. Update Direct Deposit: Step 1. Click the Main Menu button. 2. Click the Self Service menu. Page 6
7 3. Click the Payroll and Compensation menu. 4. Click the Direct Deposit menu. 5. The Direct Deposit page can be used to view current direct deposit information or to add, edit, or delete an associated account. 6. The text on this page provides important information regarding enrollment instructions, the required balance account, data accuracy importance, overpayment authorization, and security. Please read these instructions. 7. For this example, we wish to add a savings account to receive 10% of each paycheck. Currently, the user is enrolled in direct deposit and deposits 100% of their pay to the checking account listed on the page. Step 8. Click the Add Account button. Page 7
8 9. For security purposes, enter one account number currently associated with your direct deposit into the Confirm Acct Nbr field. Note: If you need assistance locating your Account Number, use a personal check associated with the bank account and click the View check example link next to the Routing Number field to find the Account Number. 10. Press [Tab] to finish confirming the account number. 11. If the Account Number was entered correctly, the page refreshes with the previously grayed out fields now in black and the Confirm Act Nbr field removed. If the Account Number was entered incorrectly, a dialog box appears stating that the account number entered was invalid. Reattempt the procedure. In this example, the Account Number was entered correctly and the page refreshed for additional information to be entered. 12. In order to use direct deposit, your bank routing and account numbers are required. This information can be obtained using your personal checks and the information available on the View check example link. Click the View check example link. 13. Use the Check Example page to view where the routing and account numbers appear on your personal checks. The highlighted sections show which part of the numbers are the Routing Number and which are the Account Number. IMPORTANT: If you do not have a check, please contact your bank s customer service department to obtain your routing numbers. Any errors in the numbers will cause your pay to bounce back and ultimately delay access to your money. Page 8
9 14. Click the Return button. Step 15. Enter the routing number information into the Routing Number field. 16. Enter the account number information into the Account Number field. Page 9
10 17. Use the Account Type field to select the type of bank account being added. Click the Account Type list. 18. Select the type of account being added, such as checking or savings. 19. Use the Deposit Type field to specify whether you would like to deposit a flat amount, a percentage, or the balance of your pay. Click the Deposit Type list. 20. The Deposit Type allows the user to specify how their direct deposit should be divided as a flat amount (Amount), a percentage (Percent), or the balance of your pay (Balance). Note: If multiple accounts are used for direct deposit, you must still specify an account to receive the remaining balance as Balance with a Deposit Order of In this example, we will deposit 10% of each paycheck into a savings account and the remaining balance into a checking account. 22. The Amount or Percent field allows the user to specify what amount or percentage of pay should be deposited into the associated account. In this example, we are using percentages as specified by the Deposit Type and will associate 10% by using the Amount or Percent field. 23. A decimal point followed by two zeros will automatically insert into the Amount or Percent field if a decimal is not already entered. In this example, is read as 10%. Note: If the Deposit Type was set to Amount, would be read as $ Use the Deposit Order field to specify the priority of the deposits for each account. For example, an account with a Deposit Order of 1 would have money sent to that account first, an account with Deposit Order of 2 would have money sent to that account second, and so on for each proceeding deposit number. Note: Keep in mind that the account to which your remaining pay or entire balance is sent must be assigned the Deposit Order of Enter the priority of the deposit into the Deposit Order field. 26. Click the Save button. Page 10
11 27. A confirmation appears on the page stating the changes have been saved, but may not be reflected on the next paycheck. A confirmation will also be sent to all addresses that you have provided to the university within the next hours regarding recent changes to your direct deposit enrollment. Click the OK button. 28. The new account and deposit information has been saved and displays on the Direct Deposit page. 29. In this example, the savings account displays as Deposit Order 1 and the checking account, the remainder balance, displays the Deposit Order number 999. Therefore the first 10% of pay will be automatically deposited into the account labeled as Savings and the remainder of pay will be automatically deposited into the account labeled as Checking. Page 11
12 30. In order to maintain or modify deposits to an existing account use the Edit button. Click the Edit button. 31. The Change Direct Deposit page opens allowing the user to edit deposit details. Fields on the page can be modified after this direct deposit account number is confirmed using the Confirm Acct Nbr text box. The procedures involved in editing a deposit in the Change Direct Deposit page are the same as those outlined in this lesson for the Add Direct Deposit page. Page 12
13 32. Click the Return to Direct Deposit link. Page 13
14 33. If you wish to remove a bank account associated with your direct deposit, click the Delete button. Note: If the account you wish to delete is set as your Balance, you must first change the Deposit Type of the deposit before deleting. Click the Delete button. Step 34. In order to delete an account, you must first confirm the account number by entering it in the Confirm Acct Nbr field. If entered correctly, the Yes - Delete button will activate. Press this button in order to delete the account and changes will be shown on the Direct Deposit page. For this example, click the No - Do Not Delete button. 35. Congratulations! You have successfully updated your direct deposit information. End of Procedure. Page 14
15 Updating W-4 Information Use the W-4 Tax Information page to view, add, or edit W-4 tax information for Federal Income Tax. Procedure Updating/changing the number of your allowances: Step 1. Begin by navigating to the W-4 (Federal) Tax Information page. Click the Self Service link. Page 15
16 2. Click the Payroll and Compensation link. 3. Click the W-4 (Federal) Tax Information link. Step 4. Use the W-4 Tax Information page to change federal tax data only. The text at the top of this page provides useful information about federal taxes and the use of this form. Page 16
17 5. Right-click the Click here to access W4 form instructions and worksheet link. Step 6. Form W-4 Instruction PDF document opens in a separate window. 7. You may print the form and use the Personal Allowances Worksheet section to determine your number of allowed exemptions. Page 17
18 8. Click the Close button. 9. You will update the total number of Allowances you wish to claim. Step 10. Enter the desired information into the Enter total number of Allowances you are claiming field. Enter "0". 11. If you want to have an additional amount withheld from each paycheck, you would enter the amount in this field. 12. Your Marital Status has recently changed. You will update your marital status. Click the Married option. Page 18
19 13. Click the Scrollbar. Step 14. You wish to claim exemption from withholding for the current year. Read both conditional statements to confirm that you meet both conditions. Page 19
20 15. Click the Check 'Exempt' here if you meet both conditions. option. Step 16. Click the Scrollbar. Page 20
21 17. Click the Submit button. Step 18. Click the OK button. 19. Your updates display on the page. If you wish to continue to edit the page, click the W-4 Tax Information link. 20. Congratulations! You have successfully reviewed and changed W-4 Federal Tax data. End of Procedure. Page 21
22 Updating M-4 Information (Massachusetts State Tax Withholdings) HR Direct employee self-service allows employees to update changes in allowances, filing status, exemptions and additional withholding amounts for Massachusetts state taxes. Procedure Step 1. Begin by navigating to the M-4 (State) Tax Information page. Click the Self Service link. Page 22
23 2. Click the Payroll and Compensation link. 3. Click the M-4 (MA State) Tax Information link. Step 4. Access is provided to the M4 form instructions. Click the M-4 Tax Information link. Page 23
24 5. The Massachusetts Employee's Withholding Exemption Certificate PDF document opens in a separate window. 6. You may print the form and use the Personal Allowances Worksheet section to determine your number of allowed exemptions. Step 7. Click the Close button. 8. You will update the total number of Allowances that you claim. Page 24
25 9. Enter the desired information into the Enter total number of Allowances you are claiming field. Enter "1". 10. If you want to have an additional amount withheld from each paycheck, you would enter the amount in this field. 11. Enter the desired information into the Enter Additional Amount, if any, you want withheld from each paycheck field. Enter "40.00". 12. Click the scrollbar. 13. Click a radio button or buttons for the State Withholding Status you are claiming. 14. Click the Claim Exemption checkbox if you claim an exemption from Massachusetts withholding tax. Note: You must not be claiming an Allowance and you are not requesting an Additional Amount to be withheld from each paycheck. 15. Click the Submit button. Page 25
26 16. The Submit Confirmation page is displayed. Notice that the change may not be reflected on the next paycheck. Step 17. Return to the M-4 Tax Information page. Click the OK button. 18. Congratulations! You have successfully updated your M-4 information. End of Procedure. Page 26
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