FAQs:Payroll Services:SUNY Upstate Medical University

	Frequently Asked Questions (FAQs)

If the information listed here does not completely answer your question, please contact the respective area for further clarification.

General:

1. Who do I contact if I have a paycheck inquiry or wish to report a paycheck error?

Please refer to each payroll team's reference page for contact information:

State Payroll Services

Research Foundation Payroll Services

Timekeeping Services

Payroll Services will confirm receipt of each inquiry within 24 hours.

If you do not receive a response within 24 hours, please contact the Director of Payroll Services.

2. How are Paychecks and/or Direct Deposit Advices distributed?

All held paper paychecks are distributed at the respective Payroll Services window on the following dates and locations:

For State Employees on Wednesday paycheck dates at Jacobsen Hall Room 100 between 6:30 am & 4:30 pm. All checks not picked up by 4:30 pm will be placed in the US Mail.

For RF Employees and Fellows on Friday paycheck dates at Jacobsen Hall Room 101 between 8:00 am & Noon. All checks not picked up by Noon will be placed in the US Mail.

For Student Assistants and Federal College Work Study Employees on Thursday paycheck dates at Jacobsen Hall Room 100.

All permanent mailer paper paychecks are mailed via the US Postal Service the day before payday. To be placed on the permanent mailer list, please complete the Authorization for Check Diversion form..

All direct deposit advices are mailed via US Postal Service one to two days prior to paycheck date

3. How do I change my address?

Employees are encouraged to sumit all address changes online using the Upstate Self Serv website.

Employees can also sumit an address change by email to StatePR@upstate.edu or RFPRTeam@upstate.edu from their own individual Groupwise email account.

Or you may submit the change in writing with your signature to the respective payroll office.

Please remember to include your new phone number if it has changed.

4. How do I change my name on payroll?

Payroll Services must ensure that the employee's name on payroll is identical with the name that is on file with the Social Security Administration to ensure proper recording of income for retirement benefit purposes.

Please change your name with Social Security before reporting to the Payroll Office.

Once you have your new Social Security Card, please visit with your respective Payroll Office to complete the necessary paperwork. Be sure to bring your new SS Card and your old SUNY Upstate ID Badge with you.

5. How can I find out what my tax filing status is?

You can determine what your current tax filing status is by reviewing your most recent check/direct deposit advice or by contacting your respective Payroll Office.

6. How do I change my tax filing status?

You can change your tax filing status at any time by completing a new Federal and/or State Tax form.

These forms can be found on our Forms section.

Payroll must have the original forms before we can process them, please hand deliver or mail completed forms to your respective Payroll Office for processing.

7. How do I sign up for Direct Deposit?

You can sign up for direct deposit by completing a State or Research Foundation Direct Deposit Enrollment form from our Forms page.

Please print the form double-sided.

Instructions on how to complete the forms are included on the back of the form.

Once completed, please send the original form with an attached voided check to the appropriate Payroll Office.

8. Is Direct Deposit safe?

Yes, both State and Research Foundation process hundreds of thousands of direct deposit transactions each pay period with very few complications.

9. How do I enroll or make changes in the Savings Bond program?

For State employees to enroll in or make changes to the Savings Bond program, you must contact the National Bond and Trust Company at 1-800-426-9314 between the hours of 8 am and 7pm.

For Research Foundation employees to enroll in or make changes to the Savings Bond program, you must complete a Bond Form, found on our Forms page.

Please mail or deliver the original signed form to the Research Payroll Office.

10. Who do I call regarding my benefits or a benefits deduction in my paycheck?

All benefit issues are handled by the Benefits Office in the Human Resources Department.

They can be reached at 464-4923 or refer to the Human Resources website for more information.

11. How do I obtain a report from Payroll Services?

If the needed payroll information is not readily available on Roster Query, the department manager may submit a request in writing either via email or a memo to the Director of Payroll Services with complete details as to what kind of information is needed.

Please specify periods/dates, sort requirements and indicate the date needed by.

Please note that depending on the type of information needed, the report may be completed by Payroll Services or IMT's Administration Information Systems department.

12. How can I review my Personnel File?

All request for Personnel File information must be directed to the Employee and Labor Relations Office at (315) 464-5872.

Payment Information:

1. When will I receive my Overtime / Extra time that I worked?

Please refer to the most recent Pay Period Schedule.

The Pay Period Schedules list the dates of all paychecks for the year and the dates of exception pay processed in each check.

2. Why does it take so long to be paid any exception pay?

There is a 3-6 week lag from the time your work the exception time to the date that it appears in your paycheck.

This is due to the time it takes to receive your timesheet from the department, audit the timesheet and post the time to the next available pay period.

3. I am leaving State or Research Foundation service, what accrual payouts will I receive?

Upon termination, you are eligible to receive payment for any unused Vacation Accruals (up to 30 days) and any Compensatory Overtime you have on the books.

This payment will be made at your current rate of pay.

4. When will I receive my Vacation payout?

Vacation payouts are usually processed 3 pay periods (6 weeks) after you receive your final paycheck.

Due to the numerous departments involved, this time frame is an estimate of a normal processing.

When you leave, please make sure you have signed all your timesheets and that your department submits them to Payroll in a timely manner.

5. Will my vacation payout be direct deposited?

For State employees, if you were enrolled in direct deposit, your vacation payout will go direct deposit. Otherwise, your check will be processed as normal (hold or mail) unless you complete a Check Diversion Form to request it to be mailed.

For Research Foundation employees, all vacation payouts are produced in a check form and mailed to the last address we have on file.

6. Is my accumulated Sick Leave paid to me upon separation from State or Research Foundation service?

No, sick leave credits are not paid to employees at the time of their separation from service. The primary purpose of sick leave is to provide a reasonable measure of protection against loss of income due to illness or disability. Please consult your bargaining unit agreement for other specific details regarding use and accumulation of sick leave.

Time & Attendance Information:

1. How do I find out what my current accrual balances are?

All employees should already have access to the online Self Serv Application for access to the most current accrual information.

If you do not have an Oracle account, an application can be obtained from the IMT Forms website.

2. What benefits will I receive for working a specific holiday?

Please refer to your union contract for the details regarding holiday benefits.

If you need further assistance, please contact Timekeeping Services at 464-6355.

3. Who must complete a timesheet or use a punch clock?

All State and Research Foundation employees are required to report work time and usage of Time Accruals via the applicable timesheet/clock on a biweekly and/or monthly basis.

4. When are timesheets due in Payroll?

All biweekly timesheets are due into Payroll Services two days after the pay period ends.

All monthly timesheets are due into Payroll Services by the 10th of each month.

5. Who needs to sign the timesheets?

All State and Research Foundation timesheets/cards must be approved by both employee and department management via signature.

Please note that the employees signature must be evident on the time record sent to Payroll Services.

All timesheets/cards sent to Payroll Services must be signed by the applicable manager.

6. Which timesheet do I complete?

Please contact Timekeeping Services if you are unsure of which timesheet you should be completing.

In general, all non-exempt employees (those eligible for overtime pay) must report their work time on a biweekly basis.

All exempt employees (those not eligible for overtime pay) must report their exception time on a montly basis.

7. How do I request time off?

All Vacation, Personal Leave, Holiday Comp and Compensatory Overtime accrual usage should be pre-arranged with your supervisor to arrive at a schedule that is mutually beneficial to both parties.

Please speak with your supervisor for your departments actual time off request procedure.

ID Cards:

1. How do those individuals who are not on State or Research Payroll obtain a SUNY Upstate ID Card?

All non-employees (Volunteers, Temporary Agency, Contractors, etc) will only be issued a SUNY Upstate ID Card with proper authorization by the department manager responsible for the individual.

Please complete the Request for Non-Employee ID Card form and have the individual bring this form, along with some form of picture identification, to the State Payroll Office for ID Card issuance.

2. How do I replace a Lost or Damaged ID Card?

Please report to the State Payroll Office to replace your Lost or Damaged ID Card.

If your card is Damaged, please bring this with you,

Otherwise there is a $7.50 replacement fee for any ID Cards that are reissued.

Frequently Asked Questions (FAQs)

General:

Payment Information:

Time & Attendance Information:

ID Cards:

General:

Payment Information:

Time & Attendance Information:

ID Cards: