Payroll Toolbox

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.

Explore the Payroll Toolbox (by role)

  • Employee (Faculty, Staff or Student)
  • Administrator (HRGs, Lead Administrators, Business office staff, etc.)

Employee

Paycheck Information

Payroll Tax Forms

Contact us

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

Best Practice/ Recommended Action Potential Impact of not following best practice Need help?
Review and approve your timecards, if applicable Over or under time of hours worked For questions, please contact Employee Services at employee.services@yale.edu or 203-432-5552
Review your payslip for unexpected variances/changes using “How to read my payslip guide Over or under payment of paycheck For questions, please contact Employee Services at employee.services@yale.edu or 203-432-5552
Enroll in Direct Deposit Direct deposit delivers your Yale University paycheck into your bank, financial institution, or credit union’s account quickly and safely without a fee. There are no checks to be lost, stolen or forged. You will get your payment on time, even if out of town, sick or unable to get to the bank. Follow the instructions on how to sign up for Direct Deposit.
Consent to receive your W-2 electronically
  • Faster and more secure delivery than U.S. mail, protecting your sensitive information from loss, theft or delay
  • Support of the Yale Sustainability Plan, reducing the University’s costs of printing and mailing individual forms
  • Quick and easy access to your online W-2 through Workday, a tool you’re already using to manage your employee benefits
Accurately complete and update your federal and state withholding elections using the W-4 form If the Payroll Department does not have a valid W–4 on file at the time a payroll payment is processed, taxes will be withheld at the default tax, which is Single marital status with no allowances. This will withhold the maximum taxes from your payment. Specify withholding elections by keeping your form W-4 up to date by using the Manage Payroll Options and Tax Forms (for employees) guide.
Review all deductions (benefits, taxes and all other withholding) for unexpected variances/changes Over of under amount withheld for deductions For questions, please contact Employee Services at employee.services@yale.edu or 203-432-5552
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 Bring or fax a copy of your social security card to the Employee Service Center as soon as you have received this information.
Maintain valid personal information (address, phone number, etc.) Delay in receiving documentation that is normally mailed to you Modify your personal information by using the Getting Started: Modify Your Personal Information guide
Immediately report lost paychecks Delay in re-issue of your paycheck, prevent fraudulent cashing of your paycheck For questions, please contact Employee Services at employee.services@yale.edu or 203-432-5552
At the end of January, after you receive your Form W-2, use this guide (link) to check for discrepancies between your W-2 and your December paycheck Incorrect wages reported to the IRS and or/state (s) For questions, please contact Employee Services at employee.services@yale.edu or 203-432-5552

Administrator

Payroll Calendar

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