Online Timesheets, Paystubs, and e-W2 FAQs

An employee may have up to two accounts set up for direct deposit.

The message indicates that the appointment has not been created in the electronic Personnel Action Form (e-PAF) system by the employee’s supervisor. The employee’s supervisor must be informed and create the employee’s appointment.

The project manager or supervisor did not pre-populate the work schedule (the number of hours an employee is scheduled to work biweekly) in the e-PAF system. The project manager or supervisor needs to input the employee schedule; a timesheet cannot be created or submitted until the work schedule is entered into the e-PAF system.

If a timesheet is created and saved, and the timesheet was not submitted to the supervisor for approval, click on the Edit button on the bottom of the timesheet to make corrections. If the timesheet was created and submitted to the supervisor, the supervisor will need to revoke the timesheet. The employee or supervisor can then make the necessary corrections.

The Created status shows that the timesheet has been created and saved by an employee or timekeeper, but not yet approved and submitted to RFCUNY. Updates and changes by an employee or time keeper can be made while a timesheet is in the Created status.

The timesheet has not been approved and submitted by the project director or timekeeper. Contact the immediate supervisor to approve the timesheet.

Timesheets are pre-populated based on the number of hours an employee is scheduled to work biweekly. Changes can be made to the pre-populated hours on a timesheet depending on the number of hours the employee worked or leave charged during the pay period.

No. To modify or correct a timesheet that has already been paid, a paper retroactive timesheet must be submitted to the employee’s campus payroll coordinator.

Grey-out is the period whereby regular work hours cannot be entered on a timesheet. A timesheet ‘grey-out’ occurs when an employee does not use their annual leave hours during the period it is accrued, but has instead used all the Remaining Work Hours on the appointment. Annual leave should be charged during the timesheet grey-out period. To avoid grey-out, employees must use all of the appointment’s Remaining Annual Leave Hours before the appointment end date.

The employee will be paid for the hours worked. The project director/supervisor should contact the employee’s campus payroll coordinator for guidance on how to submit the timesheet.  Three pay periods before the grey-out takes effect, the timesheet system notifies employees about using their annual leave hours. Employees should meet with their supervisor early in the appointment period to schedule annual leave. This will ensure the timesheet is not greyed-out toward the end of the appointment period.

Send an email to RFCUNY’s payroll department to determine whether it is necessary for the employee to submit a revised or updated tax form for Federal (W4) or State (IT2104).

Send an email to the campus payroll coordinator. The paycheck may not have been delivered by the post office or may have been returned to the Research Foundation. If the paycheck is returned to RFCUNY, the employee will be contacted for address verification.

Regardless of how an employee receives their W-2, an employee must sign on to the W-2 system and file a request for change. Depending on the requested changes, an employee may need to provide a current copy of their social security card. RFCUNY is required by the Social Security Administration to pay and report an employee’s wages exactly as it appears on their card. When the change is approved, an employee my print their W-2 correction directly from the My Tax Form website.

An employee my contact their campus payroll coordinator for a reprinted copy. An employee may also print or download a copy of their W-2 form by enrolling in electronic W-2. This option allows for automatic electronic delivery of W-2s in the future.

W-2 wages are an employee’s taxable wages and paystub wages are gross wages. Only taxable wages are reported to the government agencies. The difference is in any tax deferred deductions an employee has elected to be withheld from their pay (e.g., health insurance, flex spending, transit, AFLAC, and employee pension contributions).

Contact Noreen Heinz or Steve Van Lenten to have the pin reset to a default pin. An employee’s default pin number is the last 4 digits of their social security number + MMDD of their birthday.

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