1. Purpose
To specify accurate payroll guidelines for all individuals employed by Clark University.
2. Overview of payroll processes
In order for Undergraduate students to be established as employees of the University (both workstudy and non-workstudy), the department must contact Christine Carney in the Student Employment division of the Financial Aid Office, ccarney@clarku.edu.
In order for Graduate students to be established as employees of the University, the department must contact Glenn Godfrey in the Payroll Office, ggodfrey@clarku.edu.
In order for Faculty, Hourly Staff, or Administrators to be established as employees of the University, the department must contact David Everitt in the Human Resources Office, deveritt@clarku.edu.
Outside vendors and providers of temporary assistance are not paid through payroll, but through the Accounts Payable department. For instructions on outside vendor service compensation, see the policy on check requests.
3. Tax regulations
Tax guidelines are available to help employees be aware of tax regulations and their estimated federal and state liabilities. Circular E is the Federal tax guide, and Circular M is the state tax guide. Circular E is available at www.irs.gov and Circular M is available for download at www.mass.gov/dor. Both documents are also available in hard copy at the Payroll Office.
All employees, including international employees, must submit a W-4 tax form with their paperwork upon registering as an employee. The W-4 form and the state tax form – M-4 - are available at the Payroll Office. You can download the W-4 form at www.irs.gov and the M-4 form at www.irs.gov.
International students must submit the I-9 form. See the manual section on considerations for international students(link) for further information.
International students and employees claiming a tax exemption under a tax treaty must submit the 8233 form available at the Payroll Office and online at www.irs.gov.
4. Pay cycles
Paychecks are mailed to the department of the employee or the undergraduate student’s campus mailbox. Checks may also be held at the Payroll Office for pickup upon request, or mailed to the employee's home address.
Pay cycles for all employees are every other Friday. See link for dates. Payroll Forms and Calendars
If designated paydays fall on University holiday, then employees will be paid on the last business day before the holiday.
Timesheets for Undergraduates are due in the Cashiers Office every other Friday on a non-payday.
Timesheet for Graduate Students are due in the Payroll Office every other Friday on a non-payday.
The Payroll Office can not guarantee processing timesheets for payment if not received by the Friday deadline.
Additionally, the Financial Aid Office provides handbooks for students containing similar information on payroll.
5. Direct Deposit
Graduate students, undergraduate students, faculty staff, and administration can opt for their paychecks to be deposited directly into their bank accounts.
The direct deposit form is available in the Payroll Office; employees must submit the form to the Payroll Office who will process the request for direct deposit.
Since the process takes time, paychecks will not be approved for direct deposit for a week or two (confirm exact time). Once approved, the amount paid will be available in the employee’s bank account by 8 am on the payday (confirm).
6. Dependent Care Reimbursement Plan
The Payroll Office offers a dependent care reimbursement program for employees who demonstrate need of this plan. All regular faculty, administrative, and non-exempt employees of Clark University are eligible to join the plan.
The Dependent Care Reimbursement Plan allows employees to deposit before-tax dollars into an account from which to withdraw funds for eligible dependent care expenses (link to eligible expenses below). Via this plan, employees set aside their own funds (pre-tax) to reimburse themselves for eligible expenses. The benefit of this plan is the advantage of having more spendable income by allowing the reimbursement account funds to be exempt from Social Security, federal, and state income tax.
Eligible expenses must be for the care of a child
Employees may enroll in the plan on the first day of the month following their date of hire. If employees do not enroll when first eligible, they may join the plan during the specified open enrollment period in November, for the following year.
In order to enroll, employees must contact Anne Fredette in the Human Resources Office to obtain the necessary election form to establish a Reimbursement Account in their name for reimbursement of dependent care expenses. IRS regulations stipulate that any unused amount remaining in the account will be forfeited at the end of the tax year.
After enrolling in the plan, employees may not change their election for the plan year unless a change in family status occurs. Such changes include marriage, divorce, death of a spouse or child, birth or adoption of a child, or termination of a spouse’s employment.
Following is a list of eligible dependent care expenses which may be considered deductible under section 152 of the IRS code: