1. Payroll
1.1. Benefit Calculation Chart FY19
Click to view the Benefit Calculation Chart FY19
1.2. Benefit Calculation Chart FY18
Click to view the Benefits Calculation Chart for FY 2018
1.3. Cellular Services Stipend & Information
Cellular Services Stipend Procedures



1. Purpose
Cell phones have become a common business tool, and employees required to travel and work outside the office need to be accessible for business reasons. The Internal Revenue Service Notice 2011-72 indicates that when an employer provides an employee with a cell phone primarily for noncompensatory business reasons, the business and personal use of the cell phone is generally nontaxable to the employee. The IRS will not require recordkeeping of business use in order to receive this tax free treatment. Therefore, the University will provide a stipend to defray the business-related costs of a personal cell phone to those employees determined to have a University business need for cellular service. The stipend is not intended to cover the entire cost of cellular services and is designed to cover approximately 75% of the cost of a basic plan.


2. General Provisions
For purposes of this procedure, cell phone service is any service used to make or receive wireless voice or data calls or interactions on the public cellular telephone networks and cell phones are any device capable of using the services provided by these networks. Devices include:

a. telephones allowing calls to be made and received with additional features including phone number directory, appointment calendar and calculator;

b. more complex devices allowing calls to be made and received while additionally providing text messaging, computer-synchronized directory and calendar data;

c. devices with telephone features and smart phone capabilities including fully synchronized contact databases, calendars, email and web browsing; and

d. computers with cellular phone network cards.


3. Determination of Eligibility

a. An employee’s need for a cell phone stipend will be determined based on the following criteria:

i. The employer needs to contact the employee at all times for work-related emergencies.

ii. The employer’s requirement that the employee be available to speak with students/other employees at times when the employee is away from the office.

iii. The employee needs to speak with students/other employees located in other time zones at times outside of the employee’s normal work day.

b. The University will provide a base reimbursement rate for cellular services at $30.00 per month for voice service only, $64.00 per month for voice and data services. This covers basic plan minutes and coverage.
Additional coverage beyond a basic plan requires justification as to the need for more minutes or coverage. Base reimbursement amounts will be reviewed annually.

c. To qualify for a cell phone stipend, an employee must complete the Cellular Services Stipend Authorization Form clearly detailing why a cell phone is a necessity in adequately performing his or her job duties. The
form must be approved by:

i. Employee’s direct supervisor

ii. Vice President for the employee’s department

d. Once approved, Payroll will notify the employee of the approved monthly stipend and will prepare the necessary payroll documents to initiate the payment.

e. Any additional coverage beyond the authorized coverage requires further justification as to the employee’s need for more minutes or coverage to meet his or her work obligations. If an employee can document that
he or she has for three consecutive months exceeded the approved stipend, the stipend plan for that individual will be adjusted.

f. Employees use their own equipment and select their carrier and plan. The University has a preferred vendor, but employees are not required to use that vendor.

i. The cell phone contract is in the employee’s name.

ii. Payment of the cell phone charges is the sole responsibility of the employee.

g. In rare cases, cell phone services can be directly paid by University funds(contact Procurement Services), if:

i. Devices are shared among individuals in a department and are not assigned to any one individual.

ii. Devices are turned in to the department at the end of work each day.

iii. Devices are not used for personal calls.


4. Payment of Stipend

a. All stipends will be added to the employee’s regular paycheck. Cell phone stipend payments are not paid retroactive. Cell phone stipends will be canceled when an employee changes position numbers. A new
authorization form will need to be completed, if the cell phone stipend is required for the new position. If your cell phone is paid with grant funds, a new application must be done each grant year.

b. The cell phone stipend must not exceed the plan price that the employee pays for the cell phone or the stipend becomes taxable.

 

5. Use of Device
a. The employee must retain an active cell phone contract as long as the cell phone stipend is in place. 

b. Use of the phone in any manner contrary to local, state or federal laws constitutes misuse and will result in immediate termination of the employee’s cell phone stipend.

c. Employees are advised to use discretion when relaying information via cell phone as these wireless communications are not secure.


6. Documentation and Review
a. A copy of each employee’s approved Cellular Services Stipend Authorization Form and the employee’s related cell phone contract must be kept on file in the employee’s University departmental central office. These
files are subject to audit at any time by the Accounting Department or Internal Audit.

b. The Dean, Director, or department administrator is responsible for an annual review of employee business-related cell phone use to determine if each existing cell phone stipend should be continued, amended or
discontinued.


7. Contract Changes or Cancellations
a. If for any reason an employee’s cell phone contract is changed or cancelled, the employee will bear the cost of any associated fees. This includes an individual’s decision to cancel the contract if his or her
employment with the University ends.

 

To apply for a Cellular Phone Stipend, open the following file and complete it. Send the completed file to the Payroll Office, 2nd floor of Sparks Hall. 

Click to open the Cellular Phone Authorization Form.

Please call the Payroll department at (270) 809-4129 with any questions regarding the Cellular Phone Stipend form.

 

Related Article: Dec 2011 Campus Communication - Cell Phone

1.4. Departmental Query Request form for HR/Payroll Access

The Departmental Query Request Form for HR/Payroll Access (PDF) is completed when an employee needs to view HR/Payroll data available for all employees assigned to specific ORG codes. The requesting person knows the confidential nature of the information they are requesting to view and agrees by signature to not in any manner, directly or indirectly, make known any confidential information to anyone or permit any person(s) to have access to confidential information that is not authorized.

The form is completed and sent to the Payroll office. 

Please call 270-809-4129 with any questions regarding this request form.

 

Click to open the Departmental Query Request Form for HR/Payroll Access.

1.5. Direct Deposit Instructions

To sign up for direct deposit, a paper form must be completed in the Accounting and Financial Services department. To sign up, you will need to bring two (2) forms of ID (one must contain a photo) to 200 Sparks Hall. Your identity will be verified and signature witnessed.

If you cannot come in to the Murray office, you can go to one of our regional campuses to complete the form. If you live around and/or go to classes at the Hopkinsville, Ft. Campbell, Henderson, Madisonville or Paducah campus you can go to the office at that campus and complete the Direct Deposit form. Again, you will have to take two (2) forms of ID (one must contain a photo) with you. The contacts at the campuses can verify your identity and witness your signature. Your contacts for each campus are as follows:

Paducah, KY - Katrinka Gibson or Dan Lavit

Hopkinsville, KY - Mary-Elaine Horne or Lisa Joiner

Ft. Campbell, KY - Paul Denson

Henderson, KY - Ashley Justice or Kenneth Davis

Madisonville, KY - Jean Bridges

Call 270-809-4126 with any questions.

To sign up for direct deposit, a paper form must be completed in the Accounting and Financial Services department. To sign up, you will need to bring two (2) forms of ID (one must contain a photo) to 200 Sparks Hall. Your identity will be verified and signature witnessed. 

If you cannot come in to the Murray office, you can go to one of our regional campuses to complete the form. If you live around and/or go to classes at the Hopkinsville, Ft. Campbell, Henderson, Madisonville or Paducah campus you can go to the office at that campus and complete the Direct Deposit form. Again, you will have to take two (2) forms of ID (one must contain a photo) with you. The contacts at the campuses can verify your identity and witness your signature. Your contacts for each campus are as follows:

Paducah, KY - Katrinka Gibson or Rebecca Brown

Hopkinsville, KY - Mary-Elaine Horne or Lisa Joiner

Henderson, KY - Ashley Justice or Kenneth Davis

Madisonville, KY - Jean Bridges


Call 270-809-3004 with any questions.


1.6. Holiday Compensatory Time - Time Reporting
Click to view the Holiday Compensatory Time - Time Reporting
1.7. IRS Withholding Calculator

 

Click to open the IRS Withholding Calculator to perform a quick "paycheck checkup."

1.8. K-4 Kentucky Income Tax Deduction Form

The K-4 is the KENTUCKY DEPARTMENT OF REVENUE EMPLOYEE’S WITHHOLDING EXEMPTION CERTIFICATE

When completing the form, use your M number as the Payroll number. Page 2 is a worksheet to help you answer the form. After completion, send to the Accounting & Financial Services Department on the second floor of Sparks Hall.

For questions regarding the K-4 Kentucky Income Tax Deduction Form (PDF) please call 270-809-4129.

 

Click to open the K-4 Kentucky Income Tax Deduction Form.

1.9. Leave Reporting
1.9.1. Leave Report Approval Instructions

Click for instructions on approving a monthly leave report in myGate.

1.9.2. Leave Report Submission

Click to view instructions on how to submit a monthly leave report

1.9.3. Late Leave Report Penalties and Time Reporting Forms

Time Reporting Forms

The Late Leave Report (PDF) is completed by employees that are on monthly payroll. After completing the form, there is a section on the bottom to choose why your time was not submitted. Please choose an answer here. Click to open the Late Leave Report Form.

The Late Time Sheet (PDF) is completed by employees that are on biweekly payroll. The form is completed when time has not been reported for some reason, and there is a section to select that reason. Click to open the Late Time Sheet Form.

The Time Sheet Correction Request for Previously Reported Time (PDF) is completed by employees that are on biweekly payroll. The form is completed when time has been reported, but must be corrected. Click to open the Time Sheet Correction Request for Previously Reported Time Form.

The Leave Report Correction form (PDF) is completed when the original leave report is incorrect. The Reported time is listed then the Corrected.  The date must be listed, as well. Click to open the Leave Report Correction Form.


Late Leave and Time Reporting Penalties

As a result of actions taken by the Board of Regents at the February 25, 2011, quarterly meeting related to the accurate reporting of time worked and leave taken, a schedule of penalties for late leave and time reporting will be implemented beginning with the July 2 to July 15 bi-weekly pay period to be reported by July 19, and the monthly leave reports that are due August 5.  These penalties are intended to encourage all faculty, staff and student workers to report leave and time worked in a timely manner. The monies generated by the penalties will be dedicated to a student support fund for scholarships and assistance with the related costs of attendance.

For years, time and leave reporting was handled via paper reports sent to the Payroll Office.  In January 2009, time and leave reporting began being submitted electronically via myGate.  Since that time, a large number of faculty, staff and student worker reports are being submitted late.  This new process should result in fewer late reports and raise awareness for the need to promptly report leave and time worked.  It will also assist in accountability for the sick leave credit / buy back plans.  In addition, it will allow us to take advantage of the efficiencies that are available with the new ERP system.  The accountability schedule and a set of scenarios are on the HR web site, and a summary is below.

For the first late leave report for monthly-paid faculty and staff, $10 will be charged to the employee’s home department if the employee did not submit the report before the deadline and $20 will be charged to the department for each leave report that is not submitted by the approver before the deadline. For hourly employees submitting a late time report (including student workers), $5 will be charged to the employee’s home department if the employee did not submit the report before the deadline and  $10 will be charged to the department  for each time report that is not submitted by an approver before the deadline.  These fines will continue to increase by $5, $10 and $20 respectively for each successive deadline the reports are outstanding.

For the second consecutive late leave report or late time report, an additional penalty will be levied: the employee will lose the sick leave that he or she would have accrued during the period that the leave or time was reported late.  For monthly-paid faculty and staff, this is one day.  For hourly-paid staff, this is slightly less than 4/10 of a day.  If the approver is late, the only penalty is the incremental fine to the department. 

For the third consecutive late leave report or late time report, an additional penalty will be levied: the employee will lose the opportunity to receive institutional support for travel. If the approver is late, the only penalty is the incremental fine to the department.

For the fourth consecutive late leave report or late time report, all of the aforementioned penalties will continue and a new penalty will be added: loss of the next merit pay increase to the employee not submitting a time or leave report.  The faculty or staff member will not be eligible to receive a pay increase when it is next implemented.  If the approver is late, the only penalty is the incremental fine to the department.

Please call the Payroll department with any questions - (270) 809-4129

1.9.4. Reporting "No Leave/Time Taken" - Instructions
Faculty and exempt staff members are required to report their leave time each month.  For more information about Leave Reporting for faculty, visit the FAQ.

1.  To report monthly leave as "No Leave/Time Taken" log in to myGate

2.  Click on the Employee Tab

3.  In the Time Reporting channel, click on the appropriate reporting month.  You may have to click More to see all available months.

4.  Click on the first Enter Hours link next to No Time Taken on the first day of the reporting month.

 

 

5.  If you have no leave time to report, enter a "1" in the text box next to Hours.

6.  Click the Save button.

 

 

7.  When you are ready to submit your report, click the Submit for Approval button at the bottom of the screen.

1.9.5. Reporting "No Leave Taken" - FAQ
FREQUENTLY ASKED QUESTIONS

There have been continuing questions regarding faculty leave reporting through the myGate system.  To clarify the process, the following are responses to some of our most frequently asked questions:

Do I have to submit my own leave reports even if I do not take leave for a reporting period?

Yes, the deadline for reporting leave time or no leave taken for October is by 9:00 a.m. on November 5, 2009.  All exempt (non-hourly) employees have recorded leave time taken in myGate.  The change made beginning in August was to also report zero leave time taken if no leave was taken during the month.  Since many questions arose, the implementation deadline was adjusted to reflect that all exempt employees must report their own zero leave time taken via myGate beginning with the October 09 reporting period which is due in early November.  While employees with no leave to report were encouraged to report no leave taken for the month of September, reporting of no leave time taken will be required for the month of October.

What exactly do faculty have to report?

While faculty leave may have been reported in the past by proxy, with the myGate implementation, faculty now control their own sick and other leave reporting using the conventions applicable in their department.  Faculty will report their own sick leave and, if applicable, vacation leave via myGate whether or not any leave has been taken for the month.

For faculty reporting purposes, what "counts" as sick leave?

The new myGate reporting practice has not changed what "counts" as sick time - it only affects how it is reported.  The Provost's office is working with Faculty Senate and others to develop guidelines to help clarify what should be considered sick leave for faculty.  All employees can see the definition of sick leave in the MSU Personnel Policies and Procedures Manual, Policy Number IV C.

How do I get help?

Training has been offered for all users on each aspect of myGate with additional training being scheduled.  The myGate support site contains step-by-step instructions and videos for using many facets of myGate.  Links to this site are on the myGate login page and inside myGate on the Support icon which is at the top of every myGate page. Additional support venues will be forthcoming.

While these questions seem to be the norm, there may be others.  Please feel free to contact the Human Resources Office 270-809-2146 for other questions that have not been addressed here.
1.9.6. Online Time Card/Leave Reporting FAQ
Online Time Card/Leave Reporting Frequently Asked Questions

Who will this affect?
All employees who currently report their time or leave using a paper-based system. This includes all hourly employees who currently submit time cards, and all monthly employees who currently report leave time. Employees who use the Kronos system will not report time or leave using this system.

How will supervisors approve the time?
Supervisors must approve the hourly time and monthly leave reported using the myGate Luminis system This does not apply to Kronos users.

What happens if my supervisor does not approve my time?
The system can be accessed and the time approved from anywhere. Every employee has a primary approver and an alternate approver (all departments have submitted this information). The time must be approved for the employee to be issued a paycheck.

What happens if I forget to do this or my supervisor forgets?
If the employee/supervisor do not complete pay documents by published deadlines and as a result manual intervention from Payroll is required, a late fee may be charged to your vice president. Specifics of this procedure have not been finalized but all departments will be notified when they are complete.

How do I log on to the new system to report or approve time?
All employees will be issued a special logon for the  myGate system. This will ultimately be the only logon that will be needed for students, faculty or staff. Because important FERPA-protected as well as employment and financial information will be entered, viewed and edited using this system, these login accounts must be transmitted and treated with high security.

How will I learn my unique log-in user ID and Password?
Contact the Service Desk at 270-809-2346.

I keep hearing about the M-Number. What is that?
You may be aware that the university will no longer use social security number as a university ID. The social security number will be replaced by your Murray Number (MNumber). This number will be used in place of the social. It isn’t a password or a login ID – it is just a unique way of identifying all employees. Your M-Number will be printed on all of your paystubs.
1.10. Local Tax Information


Faculty, Staff, and Students:
Rev 2/14/18

Effective January 1, 2018, the City of Murray requires a 1% occupational tax to be withheld from the gross earnings of any employee working in the city. This applies to all employees who are residents and non-residents of Murray working in the city limits. Murray State University employees are not required to complete an annual return with the City of Murray as the taxes are withheld from your check and remitted to the city and a return is filed on your behalf. Please take a moment to read the additional information regarding the Murray occupational tax below:

City of Murray Occupational Tax: What You Should Know

  • For bi-weekly paid employees this will take effect on paycheck date January 5, 2018
  • For monthly paid employees this will take effect on paycheck date January 31, 2018
  • Includes all regular full-time, part-time, temporary, and student employees working in the city limits
  • Gross earnings are defined as wages, salaries, commissions, and any other form of remuneration paid by an employer for services performed by the employee
  • The occupational tax is applied to the total of all earnings each pay period before any required deductions
  • Only wages earned inside the city limits are subject to the occupational tax
  • Incidental travel time outside the city for attending seminars, training sessions, business meetings, conferences, and similar purposes is still subject to the occupational tax
  • Taxes will be applied based on the primary work location of each employee’s position
  • There are no changes to the local occupational taxes for employees working at extended campus locations
  • All employees will have the occupational tax deducted from their paycheck except those whose primary work location is outside the city limits (such as Miller Golf Course, Hancock Biological Station, Hutson Farm, Calloway County High School, etc.)
  • It is the employee’s responsibility to ensure they are paying the appropriate occupational tax for their work location(s)
  • Employees will need to complete a Local Occupational Tax form, located on the Payroll website, if their primary work location is incorrect or changes
  • The occupational tax is also referred to as a “payroll tax” or a “municipal tax”

For any questions regarding the occupational tax please contact the Payroll Office @ 4175.

1.11. myGate IRS Tax Form W-4 Instructions
Click to view myGate IRS Tax Form W-4 Instructions for assistance with modifying your W-4 tax form in myGate.
1.12. NBAPBUD - Position Budget

NBAPBUD enables you to view the status of the budget for a position that has been set up under a specified FOAPAL.

For questions regarding NBAPBUD please call Shamira French at 270-809-4214.


Click to view myGate Instructions for Position Budget - NBAPBUD

1.13. NBIJLST - Employee Job List
NBIJLST enables you to view an employee’s position for a given date. For assistance with NBIJLST please call Shamira French at 270-809-4214.


Click to view myGate Instructions for Employee Job List - NBIJLST

1.14. NBIPORG - Position List by Organization
NBIPORG enables you to view a list of the positions that have been set up for a specified organization. For assistance with NBIPORG please call Shamira French at 270-809-4214.


Click to view myGate Instructions for Position List by Organization - NBIPORG

1.15. Payroll Calendars - Bi-weekly - 2016, 2017, 2018 and 2019

Click to view the Payroll Calendar - Bi-weekly 2016 (PDF) 

Click to view the Payroll Calendar - Bi-weekly 2017 (PDF) 

Click to view the Payroll Calendar - Bi-weekly 2018 (PDF) 

Click to view the Payroll Calendar - Bi-weekly 2019 (PDF) 

   

1.16. Payroll Calendars - Monthly - 2016, 2017, 2018 and 2019

Click to view the Payroll Monthly Calendar for 2016 (PDF) 

Click to view the Payroll Monthly Calendar for 2017 (PDF) 

Click to view the Payroll Monthly Calendar for 2018 (PDF) 

Click to view the Payroll  Monthly Calendar for 2019 (PDF) 

1.17. Payroll Labor Redistribution Form

The Payroll Labor Redistribution form (PDF) is to transfer university and/or grant salary expenses that have been paid, to a different FOAPAL(s). No PA Form is required.

This form cannot be used when Foundation FOAPAL's are involved.


For assistance with the Payroll Labor Redistribution Form please call Shamira French at 270-809-4214 or Heather Macha (if a Grant) at 270-809-6190.

 

Click to open the Payroll Labor Redistribution Form.

1.18. PEALEAV - Employee Leave Balances

PEALEAV allows authorized users to view annual leave balances for a specified employee.

Click to view the Instructions for PEALEAV - Employee Leave Balances 

1.19. POIIDEN - Employee Search Form

POIIDEN enables you to search for employees in order to obtain their M number.

Click to view the Instructions for POIIDEN - Employee Search Form 

1.20. Position Number Definitions

For assistance with the Position Number Definitions or with a position number, please call Shamira French at 270-809-4214.

Click to view myGate Banner Position Number Definitions



1.21. PPAIDEN - Person Identification Form

PPAIDEN enables you to view basic biographic/demographic data (full name, address, telephone, email, and

emergency contact) about employees. This becomes especially beneficial when preparing Personnel Action

Forms or other similar documents.

Click to view the Instructions for PPAIDEN - Person Identification Form

1.22. Student EPAFs (Electronic Personnel Action Forms)

Starting the Fall semester of 2014, the student Electronic Personnel Action Forms (EPAF) will take the place of the paper forms. EPAFs are completed for the school year (fall and spring semesters) and then again for the summer. 

For any questions regarding the student EPAFs please call Michelle Clark at 270-809-4175.

1.22.1. EPAF FAQ

The EPAF FAQ (PDF) document contains the top 15 frequently asked questions and answers regarding electronic personnel action forms (EPAF) for students. 

 

Click to view the EPAF FAQ.

 

For further assistance with the EPAF, please contact Michelle Clark at 270-809-4175.

1.22.2. EPAF Originator Instructions for Student - First Hire

The EPAF Originator Instructions for Student - First Hire (PDF) document contains step-by-step instructions for the originator completing the EPAF for a student that has never worked for Murray State University before. The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms.

 

Click to view the EPAF Originator Instructions for Student - First Hire to learn the step-by-step instructions on creating an EPAF for a first hired student.


For questions with EPAFs please call Michelle Clark at 270-809-4175.

1.22.3. EPAF Originator Instructions for Student Job

The EPAF Originator Instructions for Student Job (PDF) document contains graphic step-by-step instructions for completing a student EPAF for students that who have worked for Murray State University in a previous position. The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms.

 

Click to view the EPAF Originator Instructions for Student Job to learn how to create a student EPAF.


For questions with EPAFs please call Michelle Clark at 270-809-4175.
1.22.4. EPAF Originator Instructions for Graduate Assistant

EPAF Originator Instructions for Graduate Assistant (PDF) document contains graphic step-by-step instructions on completing an electronic personnel action form for graduate assistants. The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms.


Click to view the EPAF Originator Instructions for Graduate Assistants to learn how to complete an EPAF for a Graduate Assistant.


For questions regarding EPAFs please call Michelle Clark at 270-809-4175.

1.22.5. EPAF Instructions for Approver
The EPAF Instructions for Approver (PDF) contains step-by-step instructions for those that have to approve EPAFs. 

The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms.

Click to view the Instructions for Approving EPAFs


For further assistance with EPAFs please call Michelle Clark at 270-809-4175.

1.22.6. EPAF Instructions for Approving as a Proxy


The EPAF Instructions for Approving as a Proxy gives instructions for approving student EPAFs as a Proxy. 

Click to view the EPAF Instructions for Approving as a Proxy

Please call Michelle Clark (270-809-4175) with any questions. 

1.22.7. EPAF Originator Instructions for Pay Change

The EPAF Originator Instructions for Pay Change (PDF) contains step-by-step instructions for completing the EPAF when a pay change has occurred.  The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms.


Click to view the EPAF Originator Instructions for Pay Change.


For assistance with EPAFs please call Michelle Clark at 270-809-4175.

1.22.8. EPAF Instructions for Viewing Originator Summary

The EPAF Instructions for Viewing Originator Summary (PDF) shows step-by-step instructions for viewing an originator summary. Originators can view all EPAFs they have originated along with the EPAFs current status in the Originator Summary. The Originator Summary contains all EPAFs the Originator has started and saved, submitted, and those returned for correction in the Originator Summary. The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms. 

 

Click to view the EPAF Instructions for Viewing Originator Summary.

 

For assistance with EPAFs please call Michelle Clark at 270-809-4175.

1.22.9. EPAF Originator Instructions for Creating Default Routing Queue
The EPAF Originator Instructions for Creating Default Routing Queue (PDF) shows step-by-step instructions for setting up default routing queues. 
Routing Queues must be defined for every EPAF entered into the system. Setting up a pre-defined Default Routing Queue will save time by automatically populating the Routing Queue fields.


Click to view the EPAF Originator Instructions for Creating Default Routing Queue.


For assistance with EPAFs please call Michelle Clark at 270-809-4175.

1.23. Stop Payment Form

The Stop Payment Form (PDF) is needed when payment on a check needs to be stopped. The form is used when a person has not received their payroll check, a student has not received his refund check, etc. The form has to be completed and turned in to Accounting & Financial Services. After the form is received, bank records are checked to make sure the check has not been cashed or deposited already. If it has not been cashed or deposited then the check is stopped and another can be issued or not. If the check it not 30 days old then there will be a $10 stop fee deducted from the amount of the check. 

If the check has indeed been cashed then the person contact the police department because his money has been stolen.

For assistance with the Stop Payment Form (PDF) please call Carolyn Pollock at 270-809-3789.

Click to open the Stop Payment Form.

1.24. Taxable Payments or Reimbursements to Employees

Also known as the Fringe Benefit Form


All Departments must complete this form, when a taxable fringe benefit is received by an employee. This form must be

completed within 15 days of receiving the benefit. Please send the form to the Payroll Office 2nd Floor of Sparks Hall.

Please call the Payroll department at (270) 809-4129 with any questions regarding the Fringe Benefit Form.

 

Click to open the Taxable Payments or Reimbursements to Employees Form.

 

1.25. Time Reporting
1.25.1. Late Leave Report Penalties and Time Reporting Forms

Time Reporting Forms

The Late Leave Report (PDF) is completed by employees that are on monthly payroll. After completing the form, there is a section on the bottom to choose why your time was not submitted. Please choose an answer here. Click to open the Late Leave Report Form.

The Late Time Sheet (PDF) is completed by employees that are on biweekly payroll. The form is completed when time has not been reported for some reason, and there is a section to select that reason. Click to open the Late Time Sheet Form.

The Time Sheet Correction Request for Previously Reported Time (PDF) is completed by employees that are on biweekly payroll. The form is completed when time has been reported, but must be corrected. Click to open the Time Sheet Correction Request for Previously Reported Time Form.

The Leave Report Correction form (PDF) is completed when the original leave report is incorrect. The Reported time is listed then the Corrected.  The date must be listed, as well. Click to open the Leave Report Correction Form.


Late Leave and Time Reporting Penalties

As a result of actions taken by the Board of Regents at the February 25, 2011, quarterly meeting related to the accurate reporting of time worked and leave taken, a schedule of penalties for late leave and time reporting will be implemented beginning with the July 2 to July 15 bi-weekly pay period to be reported by July 19, and the monthly leave reports that are due August 5.  These penalties are intended to encourage all faculty, staff and student workers to report leave and time worked in a timely manner. The monies generated by the penalties will be dedicated to a student support fund for scholarships and assistance with the related costs of attendance.

For years, time and leave reporting was handled via paper reports sent to the Payroll Office.  In January 2009, time and leave reporting began being submitted electronically via myGate.  Since that time, a large number of faculty, staff and student worker reports are being submitted late.  This new process should result in fewer late reports and raise awareness for the need to promptly report leave and time worked.  It will also assist in accountability for the sick leave credit / buy back plans.  In addition, it will allow us to take advantage of the efficiencies that are available with the new ERP system.  The accountability schedule and a set of scenarios are on the HR web site, and a summary is below.

For the first late leave report for monthly-paid faculty and staff, $10 will be charged to the employee’s home department if the employee did not submit the report before the deadline and $20 will be charged to the department for each leave report that is not submitted by the approver before the deadline. For hourly employees submitting a late time report (including student workers), $5 will be charged to the employee’s home department if the employee did not submit the report before the deadline and  $10 will be charged to the department  for each time report that is not submitted by an approver before the deadline.  These fines will continue to increase by $5, $10 and $20 respectively for each successive deadline the reports are outstanding.

For the second consecutive late leave report or late time report, an additional penalty will be levied: the employee will lose the sick leave that he or she would have accrued during the period that the leave or time was reported late.  For monthly-paid faculty and staff, this is one day.  For hourly-paid staff, this is slightly less than 4/10 of a day.  If the approver is late, the only penalty is the incremental fine to the department. 

For the third consecutive late leave report or late time report, an additional penalty will be levied: the employee will lose the opportunity to receive institutional support for travel. If the approver is late, the only penalty is the incremental fine to the department.

For the fourth consecutive late leave report or late time report, all of the aforementioned penalties will continue and a new penalty will be added: loss of the next merit pay increase to the employee not submitting a time or leave report.  The faculty or staff member will not be eligible to receive a pay increase when it is next implemented.  If the approver is late, the only penalty is the incremental fine to the department.

Please call the Payroll department with any questions - (270) 809-4129

1.25.2. Online Time Card/Leave Reporting FAQ
Online Time Card/Leave Reporting Frequently Asked Questions

Who will this affect?
All employees who currently report their time or leave using a paper-based system. This includes all hourly employees who currently submit time cards, and all monthly employees who currently report leave time. Employees who use the Kronos system will not report time or leave using this system.

How will supervisors approve the time?
Supervisors must approve the hourly time and monthly leave reported using the myGate Luminis system This does not apply to Kronos users.

What happens if my supervisor does not approve my time?
The system can be accessed and the time approved from anywhere. Every employee has a primary approver and an alternate approver (all departments have submitted this information). The time must be approved for the employee to be issued a paycheck.

What happens if I forget to do this or my supervisor forgets?
If the employee/supervisor do not complete pay documents by published deadlines and as a result manual intervention from Payroll is required, a late fee may be charged to your vice president. Specifics of this procedure have not been finalized but all departments will be notified when they are complete.

How do I log on to the new system to report or approve time?
All employees will be issued a special logon for the  myGate system. This will ultimately be the only logon that will be needed for students, faculty or staff. Because important FERPA-protected as well as employment and financial information will be entered, viewed and edited using this system, these login accounts must be transmitted and treated with high security.

How will I learn my unique log-in user ID and Password?
Contact the Service Desk at 270-809-2346.

I keep hearing about the M-Number. What is that?
You may be aware that the university will no longer use social security number as a university ID. The social security number will be replaced by your Murray Number (MNumber). This number will be used in place of the social. It isn’t a password or a login ID – it is just a unique way of identifying all employees. Your M-Number will be printed on all of your paystubs.
1.25.3. Reporting "No Leave/Time Taken" - Instructions & Video
Faculty and exempt staff members are required to report their leave time each month.  For more information about Leave Reporting for faculty, visit the FAQ.

1.  To report monthly leave as "No Leave/Time Taken" log in to myGate

2.  Click on the Employee Tab

3.  In the Time Reporting channel, click on the appropriate reporting month.  You may have to click More to see all available months.

4.  Click on the first Enter Hours link next to No Time Taken on the first day of the reporting month.

 

 

5.  If you have no leave time to report, enter a "1" in the text box next to Hours.

6.  Click the Save button.

 

 

7.  When you are ready to submit your report, click the Submit for Approval button at the bottom of the screen.

1.25.4. Reporting "No Leave Taken" - FAQ
FREQUENTLY ASKED QUESTIONS

There have been continuing questions regarding faculty leave reporting through the myGate system.  To clarify the process, the following are responses to some of our most frequently asked questions:

Do I have to submit my own leave reports even if I do not take leave for a reporting period?

Yes, the deadline for reporting leave time or no leave taken for October is by 9:00 a.m. on November 5, 2009.  All exempt (non-hourly) employees have recorded leave time taken in myGate.  The change made beginning in August was to also report zero leave time taken if no leave was taken during the month.  Since many questions arose, the implementation deadline was adjusted to reflect that all exempt employees must report their own zero leave time taken via myGate beginning with the October 09 reporting period which is due in early November.  While employees with no leave to report were encouraged to report no leave taken for the month of September, reporting of no leave time taken will be required for the month of October.

What exactly do faculty have to report?

While faculty leave may have been reported in the past by proxy, with the myGate implementation, faculty now control their own sick and other leave reporting using the conventions applicable in their department.  Faculty will report their own sick leave and, if applicable, vacation leave via myGate whether or not any leave has been taken for the month.

For faculty reporting purposes, what "counts" as sick leave?

The new myGate reporting practice has not changed what "counts" as sick time - it only affects how it is reported.  The Provost's office is working with Faculty Senate and others to develop guidelines to help clarify what should be considered sick leave for faculty.  All employees can see the definition of sick leave in the MSU Personnel Policies and Procedures Manual, Policy Number IV C.

How do I get help?

Training has been offered for all users on each aspect of myGate with additional training being scheduled.  The myGate support site contains step-by-step instructions and videos for using many facets of myGate.  Links to this site are on the myGate login page and inside myGate on the Support icon which is at the top of every myGate page. Additional support venues will be forthcoming.

While these questions seem to be the norm, there may be others.  Please feel free to contact the Human Resources Office 270-809-2146 for other questions that have not been addressed here.
1.26. Time Sheet Training-General Session Slides


Click to view the Time Sheet Training - General Sessions slides.

Please call Payroll at 270-809-4129 with any questions. 

1.27. Tuition Waiver Tax Procedures

For assistance with Tuition Waivers or Tax Procedures please contact the Payroll Department at (270) 809-4129.

 

Click to view the Tuition Waiver Tax Procedures

1.28. University Weather Notification / Payroll Procedures
Click to view the University's Weather Notification and Payroll Procedures.
1.29. W-2 Forms, Instructions and Electronic Consent

Click to view information (instructions to complete form) posted to Employees.

Click to view instructions on how to print your W-2.

Click to view instructions for receiving your W-2 electronically.

 

For assistance with the W-2 forms please call the Payroll department at (270) 809-4129.

 

1.30. W-4 Federal Income Tax Deduction Form

Click to open the W-4 Federal Income Tax Deduction Form 

 

For assistance with the W-4 form, contact the Payroll office at (270) 809-4129. 

1.31. Weather Procedure Summary

Below are three broad categories of inclement weather related actions for the campus. For all three, the President will make the decision on the appropriate action to take, if any. When inclement weather is present in the region, all faculty are expected to work with students in regards to class attendance and assignments. Supervisors are also expected to work with staff within existing policies and procedures.

University Weather Advisory: Rather than deciding to close the university or to cancel classes, the President may authorize the issuance of University Weather Advisory. This will be a safety advisory only and will not entail the cancellation of classes or closure of the campus.

University Weather Classes Delayed or Cancelled: The President may authorize the delayed starting time or the cancellation of classes. This scenario does not include the closure of the campus. The campus will remain open and all personnel are expected to report to work.

University Campus Closure: The President may authorize the closure of campus. A closure time will be declared. All events will be cancelled and facilities, with the exception of residence halls and the Winslow Cafeteria, will be closed.

Weather notifications will be communicated via

Once the above five notifications have been sent, the MSU Police Department will issue a text message to all users opted into text services. 

Please view the Murray State University Weather Notifications/Payroll Procedures (PDF) for the detailed information and procedures regarding these possible actions. (PDF updated 09-01-2018)

Mobile Alerts

If the university campus is closed or classes are cancelled or delayed, mobile alerts will be sent to notify campus personnel. Visit http://www.murraystate.edu/mobilealerts to sign-up. Anyone may sign up and opt-in for mobile alerts.

1.32. Web Time Entry Instruction Manual


Click to view the Web Time Entry Instruction Manual.

Please call Payroll at 270-809-4129 with any questions.