Payroll Frequently asked questions
When do I get paid?
Pay days are always on a Friday (except when a Friday payday is also a Federal holiday, payday is the day before). For a payroll schedule, please go to the Schedules section on our webpage: www.newschool.edu/ofb/payroll/subpage.aspx?id=49346
How do I fill out a timesheet?
Your supervisor can guide you through the timesheet completion process. The payroll department can provide general instructions for timesheets.
When are the timesheets due?
Timesheets are generally due the Monday following payday, however please go to the Schedules section on our webpage for each payroll's timesheet due date: www.newschool.edu/ofb/payroll/subpage.aspx?id=49346
Where do I submit my timesheet?
All timesheets are due in the Payroll Department of the Office of Finance & Business located at: 80 5th Ave, 4th Floor. Timesheets should be deposited in the bin labeled "Timesheets" located in the reception area of the OFB.
What is FOAP?
FOAP stands for FUND-ORGANIZATION-ACCOUNT-PROGRAM (i.e. 11000-90000-60000-3000) and indicates where your wages are to be charged in the university's books. It is essential to include the FOAP on your timesheet in order to get paid as it is connected to your payment information.
Do I need to take a break / lunch?
You need to account for a break or lunch every 6 hours that are worked. Union members should refer to your specific union contract.
Where can I get additional timesheets?
Additional timesheets are available at the receptionist's desk in the Office of Finance and Business located at 80 5th Ave, 4th Floor.
What if my supervisor is not available to sign my timesheet?
You and your supervisor will need to coordinate in advance to be sure a completed and signed form is submitted for you to be paid.
How do I know I will be paid on payday?
Payroll is generally processed by the Tuesday before payday and your pay statement can be viewed as soon as the processing is completed. You can view your pay statements in ALVIN. If there is a pay statement online for a given week by Thursday, you are scheduled to be paid that Friday.
Why didn't I get paid?
There can be a number of reasons but the majority are the result of paperwork not submitted/received on time by the processing areas. If you are an hourly paid employee and your timesheet is not received in Payroll by the due date listed in our Schedules, you will not be paid until the next available pay date after it is received. Your supervisor may not have submitted a PRA to Human Resources by the due date (also listed in our Schedules) or did not renew a previously expired PRA.
How do I place a stop payment on a check?
Complete the Stop Payment form & submit it to the payroll department. You can download the form through our webpage at: www.newschool.edu/ofb/payroll/subpage.aspx?id=49347
My check is stale-dated, what should I do?
The stale-dated check should be brought to the Payroll department to be re-issued. The re-issued check will be available in 48 hours.
My check went to the wrong address because I moved, what should I do?
It is very important that we have your most current address for sending checks, W-2 Forms and other important information to you. If you are an employee at the University, you can review the address that is on file through Alvin, and if it is incorrect you can change it yourself. Once your address is verified/corrected, contact the Payroll department to see if the check was returned by the Post Office. Payroll will give you further directions at that point. If you are not a current employee, contact Human Resources to update your Payroll address.
Direct Deposit [+]
What are the benefits of direct deposit?
Direct deposit is convenient and time-saving. Your paycheck is automatically in your account on pay day.
How do I sign up for direct deposit?
Just go to the Forms & Guides section and download the Direct Deposit Authorization form. Using one of the checks from the account you would like to deposit to, complete the information on the DDA form, write VOID across the check, attach the check to the form and send to the Payroll Department at 80 Fifth Ave., 4th Floor.
What if I don't have a check?
Acceptable forms of bank documentation include: a voided check or a letter from the bank signed by a bank associate "note" We do not accept deposit slips as they do not contain the information needed to set up your deposit.
Can I split my pay in to different accounts?
Yes, just fill out a direct deposit form for each account and indicate a dollar amount to be deposited to each (or write 100% of remaining net pay)
How can I change my direct deposit information?
Fill out a new deposit form and submit it to the payroll department with appropriate documentation for all accounts that are to be changed.
What if I don't have a bank account?
Bank of America offers free checking & savings accounts to New School employees. Please stop by any Bank of America branch for details or to set up your account. Once you have your account established, just follow the directions noted above.
How can I see or get a copy of my pay statements?
You can view and print your pay statements through MyNewSchool. Pay statements are accessed by indicating the year then the pay period. You can also view your earning history and deduction history by pay period or for a specific timeframe.
Why do the online paystatements only list the last four digits of my social security number?
For security purposes, online pay statements have been designed to mask the first 5 digits of social security numbers.
How can I get a copy of my paystub if I cannot access MyNewSchool?
If you can no longer access MyNewSchool, please e-mail the payroll department to request paystubs. Be sure to include your ID number (N number) and the pay dates needed.
What if I'm having trouble logging in to the MyNewSchool website to view my paystubs?
Contact the help desk if you are having trouble logging in to MyNewSchool. If your pin number needs to be reset, please contact the Human Resources department.
How can I change the amount of taxes withheld from my check?
You can complete new tax withholding forms for Federal, State or City Tax. Submit a completed IRS W-4 form for federal tax withholding, a NY IT-2104 form for state tax withholding or a NYC IT-2104.1 form for city tax withholding. If you are not a NYC or Yonkers resident, submit a completed NY IT-2104.1 Form, which exempts you from NY city tax withholding. All of these forms can be downloaded from our webpage under Forms & Guides.
Can someone help me fill out my tax forms?
We cannot advise you on tax matters or instruct you in completing the forms. Please refer to IRS or NY State websites and instructions or seek advice from a tax professional.
I live in a state other than New York, what state tax will be withheld?
New York State tax will be withheld. If you live in another state, you will need to file your taxes according to your state's regulations.
Will I have local tax deducted from my check?
If your Payroll address is within the 5 boroughs or Yonkers, local tax will be withheld from your paycheck.
Am I exempt from federal tax?
Most employees are not exempt from Federal Income Tax, which is not the same as claiming exempt on your W-4 for withholding purposes. To determine if you should claim 'Exempt' on your W-4 form, you would need to read the instructions on the form to see if you can do so based on your individual circumstances. Also, visit the IRS.gov website and speak with your tax advisor to be sure. Please remember your wages will still be taxable and reportable on your annual W-2 Form filed with the IRS. When filing your annual return, tax, interest and penalties owed are your responsibility.
Where is my W-2?
W-2s are mailed on or before January 31st of the following year to your payroll address. They are also available to view & print through MyNewSchool. Notification is sent by Payroll to let employees know when both the online and paper W-2 forms have been issued or are available.
What resources are available for helping me understand my W-2?
Two guides (1. Taxable Wage Worksheet and 2. Explanation of Amount Reported on W-2 have been posted on our webpage under Forms & Guides to help you understand the data included in your W-2 as well as the way taxable wages are calculated.
Am I exempt from FICA if I am a student?
Students attending The New School are exempt from FICA when classes are in session and they are attending classes full-time. Pay for work during the summer months, has FICA withheld from paychecks.
Who do I talk to about my taxes If I am not a US citizen?
If you are a foreign national employee, the Human Resources department can provide you with the tax forms you should complete. For tax advice, please speak with your tax advisor or visit the IRS website for guidance.
For other Payroll inquiries please contact the payroll department at: firstname.lastname@example.org
If you would like to drop off timesheets or other payroll related documents, we are located at: 80 5th Ave., 4th floor New York, NY 10011
HR inquiries may include: Updating your name or address, correcting your social security number, resetting your ALVIN pin number, etc. For questions related to Human Resources, please contact the HR department at: email@example.com
Benefit inquiries may include: Medical benefits, workers compensation, long term disability. For questions related to the Benefits department at: firstname.lastname@example.org
The New School Payroll related web pages:
MyNewSchool - My.NewSchool.edu
Payroll - www.newschool.edu/ofb/payroll
Human Resources – www.newschool.edu/hr
Benefits - www.newschool.edu/hr/subpage.aspx?id=31033
Accounting - www.newschool.edu/ofb/accounting
Payroll related external web pages:
IRS - www.irs.gov
New York State - www.tax.ny.gov
Tax Calculator - www.irs.gov/individuals/page/0,,id=14806,00.html