Payroll
Payment for time worked for all Calvin faculty, staff, and student employees; and manage the withholding of federal, state, and local taxes, garnishments, and other payroll deductions.
Payroll Forms
New hire forms for all employees (faculty, staff, and student) must be received prior to working any hours in a position at Calvin University. Forms must be completed in Workday.
PLEASE NOTE: The government mandates that upon employment, all employees provide documentation to prove identity. Photocopies or photographs are not accepted. Please review the list of I-9 acceptable documents that you must present to the Human Resources Office (or Provost Office, for faculty.) Employees may not begin their employment until these have been presented and a completed I-9 form is on file.
Current employees can modify their tax withholding elections and payment elections (direct deposit) information in Workday at any time. The requested deduction or withholding change will take place in the next pay period.
For more information about reviewing and changing tax or pay elections in Workday, please see the Workday@Calvin SharePoint site
Payroll Schedule
Exempt (salaried) employees are paid on the 15th and 30th of every month, totaling 24 paydays in a year. If the 15th or the 30th falls on a weekend or holiday, the pay date will be the preceding business day.
Non-Exempt (hourly staff and student) employees are paid on a bi-weekly basis on Fridays, totaling 26 paydays in a year. If a Friday payroll falls on a holiday, the pay date will be the preceding business day.
- Faculty (pdf)
- Hourly Staff (pdf)
- Salaried Staff (pdf)
Direct Deposit, Payslips, and Pay Advices
All employees are paid by direct deposit to any bank/credit union in the United States. Employees who have not yet set up direct deposit or do not have this option will be paid via a pay card. You can review or update payment elections for direct deposit via Workday.
Payslips indicating the amount of money that was directly deposited into an employee's specified bank account(s) each payroll (including any relevant deductions) may be accessed in Workday. Electronic pay advices prior to July 1, 2020 can be found at either the Faculty/Staff or Student Resources page under "Payroll & Time Entry/View Online Pay Advice".
Time Entry
All hourly (including student) employees are required to enter time worked into Workday. Hours should be entered daily and must be submitted electronically by 12:00 noon on the Monday following the end of a pay period. For more information see time entry.
Reimbursements and One-Time Payments
Reimbursements are allowable for employees who have incurred business expenses. Reimbursements are requested in Workday by creating an expense report.
One-time payments (formerly called stipends) and honoraria are alternative payment options for service rendered to employees and non-employees. For current employees, one-time payments may be requested by a manager using One-Time Payment request in Workday and processed by the Payroll office. Payments to non-Calvin employees (honoraria) are made in Workday via the Supplier Invoice Request process and processed by Accounts Payable. For more information, download How to Request a Payment (pdf).
Payroll Advances
Calvin University does not offer payroll advances.
Employee Tax Information
Calvin University is required by the IRS to provide all employees with a Form W-2 for each calendar year worked. A W-2 details an employee’s compensation and tax withholdings and is used to complete the employee’s annual tax return. For more information on receiving your W-2 (especially as regards consent to receive your W-2 electronically), please visit our W-2 Process and Policy page.
- W-2 Process & Policy
- W-8BEN - Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding and Reporting
- W-9 Request for Taxpayer ID Number & Certification
Questions? Need help?
We make every effort to deliver the highest quality of customer service to the Calvin University community. Please do not hesitate to contact us with any questions or concerns you may have. For the quickest response, email payroll@calvin.edu or call 616-526-6129.