Payroll Toolbox

    Make the Switch to an Electronic W-2

    Set up an Electronic W-2

    As a Yale employee, student or faculty member, please take advantage of some of the resources and tools designed to help you understand the information presented on your paycheck.

    Employee

    Paycheck Information

    Payroll Tax Forms

    Contact us

    For questions, please contact Employee Services at employee.services@yale.edu or 203-432-5552

    Administrator

      Payroll Best Practices (Reporting)

      Using the following will ensure accurate payroll processing for your department and prevent over/under payments:

      Contact Us

      For questions, please contact Employee Services at employee.services@yale.edu or 203-432-5552.

      Best Practice Potential Impact of not following best practice Recommended Action
      Ensure that Earnings, one-time payments, and extra compensation are charged correctly to Chart of Accounts (COA) in adherence to deadlines. View the Payroll Schedule: Production and Paycheck Dates information. See Potential Impact below Enter COA charging instructions for the allocation at the time you request the payment during the HCM process. Confirm payroll costing results are accurate prior to the payroll calculation cycle completes by running Payroll Results Verification with Costing – Yale or Payroll Results Verification by Charging Cost Center – Yale.
      • Update new assignment changes (new employee, compensation change, etc.) as they occur
      • Ensure that employees who have left the unit, terminated, or are on unpaid leave are not being overpaid
      • Ensure Payroll Costing Allocations are correct
      • Employee can be over/under paid causing unneeded extra work to issue off-cycle payments, correct salary payments or recover overpayments
      • Benefit or tax-related consequences
      • Inaccurate financial statements
      • Potential loss of ability to charge a grant
      • Payroll Accounting Adjustments
      • Complete Payroll Results Verification with Costing – Yale or Payroll Results Verification by Charging Cost Center – Yale.
        For guidance on which payroll reports to review, and when, view the Monthly Payroll Reporting Cadence.
      Identify issues before payroll settles See Potential Impact above
      • Review and modify Payroll Costing and/or Position Restrictions in Workday Contact Employee Services at employee.services@yale.edu or 203-432-5552 to resolve any over/under payments
      • Ensure that extra compensation and other non-salary payments are entered into Workday along with appropriate payroll costing allocations
      • Correct missing or incorrect payroll costing allocations

      Student Employee (Graduate and Undergraduate)

      BEST PRACTICE/ RECOMMENDED ACTION POTENTIAL IMPACT OF NOT FOLLOWING BEST PRACTICE NEED HELP?
      Review and approve your timecards, if applicable.
      Students need to enter their hours and approve their timesheet on the Student Employment website. Supervisors then need to approve.      		 Over or under time of hours worked
      Note, if the supervisor has not approved by the approval deadline (5:00 p.m. Monday) the hours will be paid on the next regularly scheduled pay period. Students can view this by checking the “notes” section in their historical timecards.      		 For questions, please contact your department or Yale Student Employment.
      Maintain a VALID Social Security number to ensure your wages are correctly reported to the Social Security Administration Wages will be reported incorrectly to the Social Security Administration To update your social security number, you must bring your social security card to either their Registrar’s Office, Student Employment, or OISS.
      International students: please visit the OISS website
      If you’re an International Student, please consult with the Office of International Students and Scholars to understand about taxes and legal matters.
      • Over or under payment of paycheck
      • Wages will be reported incorrectly to the Social Security Administration