Payroll

Payroll-related forms and resources can be accessed by clicking on the corresponding tiles below. The Training Resources webpage also contains helpful tutorials on the following workflows:

• Accessing Employee Paystubs
• Setting up Direct Deposit in Oracle
• Requesting Oracle Access
• Payroll Change Request for Student Employees (Online Process)

 Student payroll changes must be entered in Oracle after self-requesting access to the RIT On-Line Payroll Change Requests responsibility. Review the Requesting Oracle Access tutorial (above) for specific instructions if you do not have this role in Oracle.

There are two methods for identifying department responsibilities within Kronos:

A. Primary contact list for student employee timecard related issues:

1. Log into Oracle, click on RIT On-Line Payroll Change Requests and then double- click on “Run Reports.”
2. The radio button for Single Request is the default. Click OK.
3. Click in the ‘Name’ Field; click in the box with three dots; choose ‘RIT Department Contacts Listing’ (OR in the Name field, you may type RIT, hit Tab, and the report names will appear in a drop down menu).
4. Click “Submit” – choose OK to the Caution box that pops up. Click the Refresh Data button periodically until the Phase says “Completed.” This takes less than 2 minutes.
5. Click on “View Output.”
6. A new window will open with a file showing the department number, primary contact name/email/phone number.
7. Using the “Edit” – “Find on this page” feature, locate the department number of the student timecard with an issue.
8. If the Contact for any of your Departments needs to be updated, please email payroll@rit.edu with the updated information.

B.  Identify all Kronos Supervisors who have access to a particular department:

1. Log Into Oracle
2. Click on 'RIT Public Information'
3. Click on "RIT Kronos Department Contact Search'
4. Enter the Department Number and click GO (to see a range of departments, a partial number can be entered)

You may call any of the following numbers for help with either of these: 5-5984, 5-2382, 5-2381

More information about the Kronos and Timekeeping can be found here.

RIT’s pay week starts on Friday and ends on Thursday.
Employees are paid bi-weekly (every other week) on a Friday.

Working on weekends does not guarantee overtime.
Overtime typically happens at the end of the pay week (Thursday) because it applies after reaching 40 hours.

The Payroll Distribution report provides detail of payroll transactions to assist with the reconciliation of department and project statements. The "Payroll Distribution Report within Dept RIT" sorts by department and provides payroll detail by employee for each pay period included in the requested date range. The "Payroll Distribution Report within Project RIT" provides the same information but sorts by project which makes it easier to use for reconciling grant and other project statements.

To gain access to the Payroll Distribution reports, submit this form in RSC and checkmark the responsibility titled "Account Reconciliations (with payroll)." The head of each of the departments listed must approve the form in order for you to be given access to that department's payroll detail.

Employment and Wage Verification - FAQ

1. Sign-on to your Reporting, Inquiry & Payroll responsibility
2. Open "Payroll Reports" from your Navigator screen.
3. The Submit a New Request screen opens. Select the "Single Request" option and click the "OK" button.
4. The Run RIT Payroll Distribution Request screen will open. Click on the LOV field located to the right of the "Name" field.
   1. From the run window you can either select to run 'Payroll Distribution Report within Dept. RIT' or 'Payroll Distribution Report within Project RIT'. The Payroll Distribution within department will give you all of the charges to a specific department(s) in object code order. The payroll Distribution within project will give you all of the charges to a specific project(s) in department, and object code order.
5. The Report screen comes into view. Click on "Payroll Distribution Report within Dept RIT"
   1. Click on the "OK" button
   2. The Parameters screen will appear, fill in the following fields: 
      1. "From Date" DD-MMM-YYYY 
      2. "To Date" DD-MMM-YYYY 
      3. "From Dept" ##### 
      4. "To Dept" #####
   3. You need to enter the first day of the month and the last day of the month in order for the report to include all of the payroll charges for the month.
6. Click the "OK" button
7. In the "Submit Request" screen click on the "Options" button to print the report or e-mail it to someone.
   1. To send an e-mail notification select the employee from the list of values in the "Name" field within the "Notify the following People:" section on the "Upon Completion" screen.
   2. Repeat for as many employees that you want to e-mail.
   3. To print select a printer from the list of values in the "Printer" field and the number of copies within the "Print the Output To:" section on the "Upon Completion" screen.
      • Due to the sensitive nature of these reports make sure that the printout is not left unattended in a non-secure printer.
   4. Repeat for as many printers as you need.
   5. Click on the "OK" button. The Submit Requests screen reappears.
8. Click on the "Submit" button.
9. To view the status of the request click on the "View" menu and select "Requests."
10. Click on the "Find" button on the "Find Requests" screen that opens. The "Requests" screen opens with your request id highlighted in blue.
11. When the phase and status are "Completed" and "Normal" you can view the report online by clicking the "View Output" button. Your report will display on the screen for you to view.
12. Submit a new request from the "Requests" screen by clicking on the "Submit a New Request" button.
13. You can copy a previous request by clicking on the "Copy" button in the "Submit Request" screen.
14. When you copy a previous request you can change the parameters (period, segment override, etc.) by clicking in the "Parameters" field.
15. If you have any questions contact the Payroll Department at ext. 55580 or via email at payroll@rit.edu.

Benefit Rates

The benefit rates listed in the tables below are:

1. The three RIT Benefit Rates which are applied to employees whose salaries are charged to RIT operating accounts and all projects except NTID operating and Federal grants and contracts.
2. The six NTID/Federal Rates which have been approved by the US Department of Health and Human Services, RIT’s cognizant federal agency, for use during fiscal year 2025.
   • These rates are based upon prior year’s actual benefit expenses, as well as anticipated rate increases for certain benefits such as health insurance during the current fiscal year. Any difference between the calculated rate and the actual cost for the base period will be reflected in the new rate. For example, if actual expenses incurred in fiscal year 2025 are less than the estimated amount, the rate for the following fiscal year’s rate (2027) may be lower.

Salary Types Included in Each Benefit Pool

Background Information

The majority of RIT faculty contracts are 9.5 months in duration. As the academic year calendar transitions to semesters, faculty appointments will continue to be 9.5 months but will begin slightly earlier, on or about August 20th and end on or about May 31st. Faculty who are on 9.5 month contracts will continue to be paid over 12 months beginning July 1st through June 30th. Salaries and benefits paid from July 1st through August 15th (3 pay periods) are actually “advance payments” (paid but not yet earned). Salaries and benefits paid from June 1st through June 30th following the academic year (2 pay periods) are actually “post payments” (paid after earned). Since the pre and post payment amounts have been earned in full by the faculty by June 30th, the University’s financial statements are correctly stated as of June 30th, the end of RIT’s fiscal year.

Process

Budget Implications

No academic year salary payments will be charged to RIT and NTID operating expense accounts (or any other accounts) from July 1st through August 15th (pre-payments) and June 1st through June 30th (post payment). However, a higher percentage will be charged for the period August 16th through May 31st.

• To assist with budget planning, you may want to consider utilizing the “manual encumbrance” feature in the Oracle applications. Please contact Accounting Customer Support at ext. 5-2237 if you would like assistance with setting up manual encumbrances.

Other Information

1. 11-month Contracts – Salaries for faculty who work on 11-month contracts will be handled as follows: July – The salary charges will be treated as a prepaid amount and expensed over 22 pay periods, beginning on August 1st and ending on June 30th. August – June salary expenses will be charged to the costing on the employee’s record during August.
2. Benefit Expenses – Since benefits are calculated based on salary expenses, no benefit expenses will be assessed from July 1st through August 15th and June 1st through June 30th for faculty whose contracts are 9.5 months. Benefit expenses from August 16th through May 31st will be based on the actual salary expenses charged to costing on the faculty member’s salary for the period.
3. Costing Changes from July 1st through August 15th and June 1st through June 30th – Since academic year salary charges are not expensed over the summer months, it is not necessary to process Salary Redistribution EAFS for those two and a half months. Throughout the rest of the academic year, process Salary Redistribution EAFS as costing changes occur.
4. Department Statements – A footnote will be added to the Department Statement reflecting the balance remaining in the prepaid and post contract liability salary accounts at the end of the period. At the end of June, the balance for both accounts should be zero -0-.
5. Early Contract Termination – If a faculty member leaves RIT prior to the end of his/her academic year contract, the prepaid salary amount not yet earned offset by the post contract liability must be repaid to the University. When the overpayment is collected, the prepaid and post contract liability accounts will be zero.
6. Effort Reporting – Beginning academic year 2013-2014, effort reports will be issued for the Fall and Spring semesters and the summer academic term. The Fall semester will encompass academic year effort for August 16 through December 31. The Spring semester will encompass academic year effort for January 1 through May 31. The Summer term will encompass summer effort from June 1st through August 15. The summer term effort reports will reflect only summer salary contract amounts.
7. ITS Charges – During academic year 2012/13, ITS chargebacks for July 1st through August 15th and June 1st through June 30th, will be charged directly to the Dean’s operating account of each faculty member’s college, regardless of the costing on the employee’s record at the time. During the academic year, these charges will not be distributed
8. Payroll Distribution Reports – During July and August, the advance payments will be included in the Payroll Distribution Report on object code 09045 under the appropriate dean’s office department number. From August 16th through May 31st, 1/19th of the total prepaid salary amount and the total post contract liability amount will be expensed according to the account number (i.e., costing) on the employee’s record as of that pay date. These amounts will be added to the regular salary paid during the period. to the actual accounts that the faculty member’s salary is charged to from August 16th through May 31st.

Faculty Prepayment Process - FAQs

Standard Domestic Moving and Relocation Expenses Guidelines

Newly hired staff and faculty members relocating to the Rochester area to work at Rochester Institute of Technology (RIT) may be eligible to be reimbursed for certain expenses incurred as a result of the move. The actual amount of the reimbursement may vary due to departmental budgetary restrictions. The following information provides information about specific tests for “qualified moving expenses” set forth by the Internal Revenue Service (IRS) as well as RIT specific processes.

Effective January 1, 2018, all moving expenses are reimbursed on a taxable basis.

1. The relocation/move must meet the Distance and Time tests as listed below.
   1. Distance Test: The new place of work must be at least 50 miles farther from the former home than the former place of work was from the former home
   2. Time Test: The new employee must work full time for at least 39 weeks during the 12-month period immediately following the relocation (or the employee must repay RIT for full/prorated moving costs paid by RIT. Full reimbursement is required if new employee worked less than 12 full weeks. Proration according to weeks worked for greater than 12 full weeks.)
2. Faculty (excludes Visiting) above the rank of lecturer and all staff at or above wage grade 123A are eligible to be reimbursed for moving expenses and/or relocation assistance. Employees below this band/rank may be eligible for relocation assistance of up to $3,500 based on departmental budgetary restrictions.
3. All exceptions that exceed or vary from RIT guidelines must be approved by the Provost for Academic Affairs or respective Division Vice President, prior to making an offer.
4. The hiring department is responsible for the payment of all relocation costs.
5. The offer letter to a new employee must specify relocation terms, the maximum moving expense reimbursement and/or relocation assistance that will be paid by the university and the related tax implications to the employee.
6. When submitting the reimbursement request, the employee should be directed to include a copy of their offer letter (redacting address, salary and other personal information) referencing the maximum expense reimbursement.
7. Whenever possible, expenses should be submitted and reimbursed within the same calendar year as they are incurred. If expenses are not reimbursed within the same calendar year as they are incurred, they will be treated as taxable income to the employee.
8. Expenditures from restricted accounts such as gifts, endowment earnings and grants/contract funds can only be made in accordance with the specific restrictions, policies and regulations governing the use of those funds.
9. Expenses eligible for reimbursement include all expenses identified as reimbursable by the IRS (based on actual receipts) (also listed on the RIT Employee Moving Expense Reimbursement Form).
   1. House-Hunting Expenses – Includes all expenses related to travel for employee and spouse/ domestic partner (taxable).
   2. Moving of Household and Personal Effects – Includes actual costs of packing, transporting, unpacking household effects; in transit storage costs; insurance; and moving household pets (does not include farm animals) (taxable).
   3. En Route Travel Expenses – Includes cost of transportation, lodging for employee, spouse/ domestic partner and dependent children living at home (not taxable). Reimbursement of meals in route (taxable).
   4. Temporary Living Expenses – Expenses incurred for temporary living arrangements, up to 30 days, while relocating near the university (taxable).
   5. Auto Shipment – Automobiles used as primary mode of transportation of the employee and spouse. Automobiles may be driven or shipped. Mileage reimbursement will be provided at university’s current approved rate if automobiles are driven. RIT will not reimburse the employee for costs associated with a second vehicle if distance is <500 miles.
10. Under IRS regulations, all reimbursements associated with the move are taxable income to the employee subject to tax withholding and reporting on the employee’s W-2. The following non-qualified expenses are taxable income to the employee if reimbursed by RIT:

• Home improvements to help sell home
• Loss on the sale of the home
• Expenses of buying or selling a home (including closing costs, mortgage fees, and points)
• Expenses of getting or breaking a lease or security deposits (including any given up due to the move)
• Mortgage penalties
• Real estate taxes
• Pre-move house hunting expenses
• Return trips to your former residence
• Losses from disposing of memberships in clubs
• Mileage reimbursement in excess of IRS rate (see 8e)
• Temporary living expenses
• Any part of the purchase price of new home or refitting of carpets and draperies
• Car tags or driver’s license fees
• Meals
• Storage charges except those incurred in transit and for foreign moves – consecutive 30 day limit
• Payments associated with moving goods from a second home
• Payment of a lump sum relocation allowance, without requirement of documentation

11. Employees must use one of the following preferred moving companies and contact information. When making moving arrangements, specify you are with RIT and have access to “E and I” pricing.

The moving company will invoice RIT; however, the move will be listed under the employee’s name and the employee must sign the bill of lading.

12. The following are four (4) suggestions when choosing a company.
    1. Never choose a mover from the internet. Often, companies appear to be movers, have great looking websites, but are not really movers as they are brokers. Brokers do not own any trucks, do not have any personnel to load or unload trucks and do not include the full value coverage.
    2. Never choose a mover that asks for a deposit. These so-called movers are really moving brokers. The brokers gather your deposit and then subcontract your move to the lesser known local movers. Most common is the double or triple handling of your items from one local mover to another. Brokers also commit to customer’s unusual requests such as I want to load on Sunday at 1PM, we need to start delivery after 5PM, etc.
    3. Never choose a mover that does not conduct a visual survey. Movers who conduct this type of process are relying on the customer to inventory their items. The results are a usually less than accurate weight estimate, a lower number of boxes resulting in significant cost increases.
    4. Never choose a mover that quotes your move based on cubic feet. Reputable movers use a weight and distance formula for estimating the transportation costs for your move. The distance is computed by a zip code to zip code analysis. The weight is the other variable in this equation – not cubic feet.

Table for Standard moving allowance for household goods (based on 10,000lbs):

13. If RIT is not directly billed for movement of household goods, in order to receive reimbursement, the employee must submit the reimbursement request within 90 days of the move.
14. If circumstances warrant an exception to the above (i.e., vendor availability due to timing, geography), RIT may grant the employee a moving allowance of up to $3,500 (taxable).

Career Services

Obtaining a Salary Key

The Salary Key is a special authorization code that the employee generates in order to authorize the release of income information.

There are two ways to obtain a salary key:

• Electronically through this site.
• Rochester Institute of Technology's access code is 15083.
• Click I want to provide proof of employment and income.
• Enter your social security number (no dashes) to continue.
• A pin number is required to proceed. The pin number is the last four digits of your social security number and your birth year, ie. 12341970 (you will be prompted to change your pin the first time you login).
• Click the Salary Key tab. Click on the New Salary Key button. You have successfully created your salary key.
• Provide this information to the verifying agency.

If you don't have access to a computer, you can still obtain a Salary Key. The Work Number offers a telephone option for all employees, call 1-800-367-2884. You will need your social security number, date of birth, RIT access code (15083) and pen and paper to write down the Salary Key they provide.

A salary key is not required for non-income employment verifications.

Employment and Wage Verification - FAQ

Accessing Your W-2

Instructions are provided below but first, some key points:

• ADP is the third-party provider that distributes and maintains RIT W-2s for current and former employees
• Current employees can access their W-2s through ADP's website and RIT Employee Self-Service
• Former employees can only access their W-2s through ADP's website
• Opting in/out of paperless W-2 delivery can only be done through ADP's website

CURRENT Employees:

1. Go to https://myinfo.rit.edu
2. Click Employee Self-Service and Approvals
3. Click RIT Employee Self-Service (or RIT Student Self-Service if applicable)
4. Under My Payroll Information, select My W2 Information
5. Click on the red ADP logo
6. Select the Tax Year in the corresponding drop-down list
7. Click View Statement to download or print the form
8. Sign out of the site when finished by clicking on your initials in the top-right corner of the screen

FORMER Employees:

1. Go to https://my.adp.com
2. If you have previously registered, sign in to the ADP site with your User ID and Password, then proceed to step #13
3. If have not previously registered, click Get Started
4. Click I Have a Registration Code
5. When prompted for the code, enter the following:  RITEDU-W2
6. Enter the following information on the Identify Yourself page:
   • First name - enter your first name as it appeared on your paycheck
   • Last name - enter your last name as it appeared on your paycheck
   • Last 4 digits of SSN, EIN, or ITIN - enter the last 4 digits of your social security number
   • Birth month, day, and year - enter your birth date in the corresponding fields
7. When prompted, select the option to Verify Your Identity - It is recommended to verify your identity using your mobile phone number
   • Enter your phone number
   • Enter the verification code sent to your phone
8. Enter your information on the Help Us Protect Your Account screen
   • IMPORTANT: If you no longer have an RIT email account, change your email address to your current one
9. On the One More Step screen, take note of your User ID
10. Create and confirm your password
11. Click Create Account
12. On the Sign in to ADP screen, enter your User ID and Password to log in to the site
13. Click Tax Statements
14. Select the Tax Year in the corresponding drop-down list
15. Click View Statement to download or print the form
16. Sign out of the site when finished by clicking on your initials in the top-right corner of the screen

ADP W-2 FAQs