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Frequently Asked Questions: Payroll

When will my paystub be available to view online?

  • Paystubs will be available online after the payroll has been processed which may be prior to the scheduled pay day.
  • The deposit will be made on the scheduled pay day. The paystub does not guarantee that the funds have been deposited into your bank account. It is recommended that you confirm receipt of direct deposit funds with your financial institution before expending those funds.
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When will my direct deposit go into effect?

Due to a prenotification process, it may take up to two payrolls before the new direct deposit goes into effect. You can monitor the status of your bank account on Banner Online. Once your bank account transitions from a prenote status to an active status, your next payment will be direct deposited.
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What forms need to be completed in order to update my tax information?

In order to update your tax information such as marital status or number of claimed allowances, you must complete the following forms:

  • Form W-4 2011 (Federal Taxes)

  • Form IT-2104 2011 (NYS and NYC)

You may mail the completed forms to Payroll, Box 12 or scan and email to payroll@vassar.edu.

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What information is available on Banner Online?

  • Pay Stubs
  • Deductions History
  • Earnings History
  • Tax Forms: W2 Year End Earnings Statement and W4 Tax Exemptions or Allowances
  • Leave Balances
  • Benefit and Deductions: Dependent Information, Health Benefits, and Retirements Plan
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How do I sign up for, or change, my direct deposit account information?

 
You can update your Payroll and Accounts Payable direct deposit information through Banner Online. For specific instructions on first time enrollment, changing an existing account, adding an additional bank account, or stopping a direct deposit allocation, please refer to the Direct Deposit Instructions for Banner Online. Note that a Payroll deposit can go to a maximum of three bank accounts and an Accounts Payable deposit can go to only one bank account.
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How do I request a salary advance if I'm qualified to receive one?

Faculty and Administrators may request a salary advance only in emergency circumstances (unforeseen, unplanned and unavoidable events) that require an employee to secure funds on short notice. Salary advances are repaid through one payroll deduction from the next paycheck immediately following issuance of the advance and typically are no more than 25% of an employee’s net income (take home pay) for that pay period. An employee must complete the Payroll Salary Advance Request Form which will be confidentially reviewed and approved by the Payroll Manager, Controller, and Assoc. V.P. for Human Resources. The advance will be paid within 7 business days from the Accounts Payable Office. For additional information or to see if you qualify for an advance, please contact the Payroll Manager, Candice West.
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How long will my paystubs be available for viewing online?

Individual paystubs are available online and reflect your pay history from your date of hire to the present time.

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How secure is the Banner Online website?

It is on a secure server.  Individuals have access only to their information through the use of their personal Vassar identification number and pin.  You should maintain this information as confidential for your own security.  If you have any specific questions regarding the security of online information, please contact CIS directly.

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How do I access my electronic paystub on Banner Online?

1.  Open your internet browser to the Vassar College homepage.

2.  Click on the following link: Banner Online or copy and paste the following link into your browser window: https://adminweb.vassar.edu:4448/

3.  You will then need to “Enter Secure Area” by typing in your Username and Password.

4.  Once you are logged into Banner Online, click on “Employee” tab.

5.  Choose the “Pay Information” option.

  • Please notice that there are three pay information categories listed: pay stub, deductions history, and earnings history.  

      i.  For year-to-date deduction figures, choose the “Deduction History” option.

      ii.  For a breakdown of year-to-date earnings, choose the “Earnings History” option. 

6.  On the “Pay Information” page, click on “Pay Stubs”.

7.  Use the drop down to choose the “Pay Stub Year” and click the “Display” button. You may view the desired pay stub details by clicking on the pay stub date shown in blue.

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How can I calculate what my federal tax allowance should be?

The following two links are IRS resources that may help you figure your tax allowances:

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How do I provide consent to access my W-2 electronically?

You have the option to receive an electronic W-2 through Banner Online Self Service or a paper W-2 which will be mailed through the US Postal Service.
Federal regulations require that employees provide their consent to receive the W-2 in an electronic format. If you wish to receive all future W-2 statements from Vassar College electronically, please provide your consent. Once your consent is given it carries forward each year but can be revoked at any time. If you do not provide consent by January 7th, you will continue to receive a paper copy of your W-2 statement.
  1. Log on to Banner Online Self Service
  2. Select the Employee Tab
  3. Under Tax Forms, Choose W2 Consent Form
  4. Click the check box consenting to receive your W-2 electronically
  5. Select Submit
  6. Confirmation Message: “Electronic W-2 Consent was Submitted Successfully”
Note: Employees who have separated from Vassar College will be mailed a paper Form W-2 to the current address on record through the US Postal Service.
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I want to receive a paper W-2 statement rather than an electronic version. How do I opt into this option?

You have the option to receive an electronic W-2 through Banner Online Self Service or a paper W-2 which will be mailed through the US Postal Service. To ensure that you will receive a paper W-2 statement from Vassar College, revoke your Electronic W-2 Consent by following the Banner Online instructions:
  1. Log on to Banner Online Self Service
  2. Select the Employee Tab
  3. Under Tax Forms, Choose W2 Consent Form
  4. Uncheck the box under My Choice
  5. Select Submit
  6. Confirmation Message: “Electronic W-2 Consent has been Revoked”
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When will my W-2 statement be available?

Once the W-2s are processed, current employees will be able to view and print electronic W-2 statements immediately. An email notification will be sent to employees when the W-2s are available online.  
Employees who did not provide their consent for an electronic W-2 will be mailed a paper Form W-2 to the current address on record through the US Postal Service no later than January 31st.
Employees who have separated from Vassar College will be mailed a paper Form W-2 to the current address on record through the US Postal Service no later than January 31st.
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How do I print my electronic W-2 statement in an IRS approved format?

  1. Log on to Banner Online Self Service
  2. Select the Employee Tab
  3. Under Tax Forms, Choose W-2 Year End Earnings Statement
  4. Choose the Tax Year from the drop down menu
  5. Select Display
  6. If you have not consented to an electronic W-2, the system will prompt you to do so. Follow the instructions on the page to continue to your printable W-2. 
  7. Use the Printable W-2 button at the bottom of the Display page to view your W-2 in an IRS-approved format.
  8. Enter Password for verification purposes
  9. Print the official W-2 Form from this screen
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