Direct Deposit

As of July 1, 2015, direct deposit is now mandatory at Calvin College. The Payroll Office will electronically deposit your paycheck to any bank or credit union in the United States. If you do not have a United States bank or credit union account, please stop by the payroll office to discuss a pay card option.

Download the Calvin College Payroll Direct Deposit authorization form to set up direct deposit or to make any changes to your current direct deposit.

Form W-2

Calvin College 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.

Calvin College encourages its employees to sign up so the W-2 may be received electronically versus in the mail. This option is available for current faculty, staff and students only. Benefits of consenting to electronic W-2s include the following:

  • Earlier access to the Form W-2
    • You will receive an email alerting you that the forms are available to be viewed.
    • Online forms will be available when they are created, while paper forms will be mailed on January 31.
  • No possibility a form might be lost, stolen, delayed or misplaced.
  • Access to your form is available anywhere you can log into Portal.
  • The online form is in the same format as the printed copy. An employee can print as many copies as needed, and can be saved to your home computer.
  • Prior year’s forms will be available for viewing.
  • Cost-saving for the college.

To give your consent to receive the W-2 electronically, please log onto the Portal using your Calvin College credentials. Under Services and then Payroll and Time Entry, click on W-2 consent. For employees who do not give their eConsent or are not current faculty, staff or students, a paper copy will be generated and mailed by January 31. View more W-2 information.

Electronic Advice

An advice is the modern version of the traditional payroll stub. It is a notice indicating the amount of money that was directly deposited into your specified bank account(s) each payroll. Other information included on the advice is the amount of taxes withheld from your paycheck, your net amount of pay, and your benefit deductions.

Your electronic advice and advice history can be found in the Calvin Portal.

  • Login to Portal
  • Choose the "Services" drop-down menu
  • Click on "Payroll Time Entry"
  • Under "Pay Advices," click "View your Online Pay Advice"

Time Entry

Calvin College uses an online time card to record time worked through our payroll system. Hourly staff and student employees should log their hours daily on their web time card in order to receive payment for their hours worked. See pictorial Web time instructions on how to log your time worked.

Web-Time Entry Instructions for Students and Hourly Staff Employees

  • Login to Portal
  • Choose the "Services" drop-down menu
  • Click on "Payroll Time Entry"
  • Under Time Cards, click on "Enter Time"
  • Check the box next to the correct position and click "submit"

Entering Time

When entering time, a summary appears on the top of the screen showing the pay period end date, your supervior’s name, and the date by which to complete your time entry.

  1. Enter your time in the correct Time In/Time Out boxes. Be sure to include AM/PM in your entry. A correct entry looks like this: 12:00PM.
  2. Annual leave and sick time should be entered in the appropriate boxes (if applicable).
  3. All other paid leave should be entered in the box under Other Time Hours on the appropriate day and the paid time type specified using the drop-down menu (if applicable).
  4. If you will be entering more time later in the pay period, proceed to the bottom of the screen and click Submit.
  5. The next screen is a summary of the hours submitted so far.

Signing your Timecard

  1. Login once again to enter time and check that all of your hours for the two week pay period are entered.
  2. Scroll to the bottom of the time entry screen and check the electronic signature box on the far right. This will send a notification to your supervisor that your time is accurate and ready for approval. Click Submit.
  3. Make sure that ALL of your hours have been entered CORRECTLY before you check the box and submit your time.
  4. After checking the box and submitting, the only way to make changes is to have your supervisor reject your time, which will reactivate your time card. This can only be done until the submission deadline.
  5. The next screen will once again display a summary of your hours.

Submission deadline: 4:00 p.m. on the Monday before a payday.