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FAQs – Staff

Contact Payroll at  if your question is not covered below

FAQ’S

  • When do I get paid?

    Staff employees are paid either biweekly or monthly.  Refer to the Payroll Calendars for additional information located under the Calendar’s section of the main Payroll page.
  • How to Set-up your Direct deposit Information?

    Workday – Payment Elections (Direct Deposit Setup)

    1. Log in to Workday
      • Use Single Sign on (SSO)
    2. From the left side navigation panel, hover over the Employees icon
    3. Click Benefits and Pay Hub
    4. Under Tasks and Reports
      • Click Payment Elections
    5. Under Payment Elections
      • Click Add to enter a new bank account or additional account information
    6. On the Payment Election Options Page – Bank Account Setup
      • Enter Bank Account Information and complete all required fields (*)
      • Under Preferred payment method – Select Direct deposit for both:
        • USA Expense – AP – Direct Deposit
        • USA Payroll – Payroll – Direct Deposit
          • Confirm both are selected as Direct Deposit
      • Under Account Information add the following bank details
          • Account Type (Checking or Savings)
          • Routing Transit Number
          • Account Number
          • Bank Name
        • You must set up the account first in order to be able to select it under payment elections.
      • Review bank details for accuracy
      • Click Ok to save
    7.  Set up is successfully completed when banking information appears under
        • USA Expensess
        • Payment Elections

    Additional Information

    Additional process documentation for setting up or updating your Payment Elections can be found under
  • How do I make changes to my Direct Deposit?

    How to Change existing Payment Elections (Direct Deposit)

    1. Log in to Workday
      • Use Single Sign on (SSO)
    2. From the side navigation panel, hover over the Employees icon
    3. Click Benefits and Pay Hub
    4. Under Tasks and Reports
      • Click Payment Elections
    5. To Update your existing account(s) information
      • Under Accounts locate the bank account you would like to update
      • In the Action column click the appropriate button next to the existing bank account
        • Select the appropriate action based on button available
          • Edit – Edit existing data
          • View – Allows you to review the bank account details for accuracy
    6. Make any necessary updates to your bank account information:
      • Edit – Select this option to update existing bank account information, such as account details or account type.
      • Remove – Select this option to delete an existing bank account from your payment elections.
    7. Review – Review your bank account details to confirm all information is accurate.
    8.  Click Ok to save the changes
    9. The bank account has been successfully added when it is visible under the Accounts section of the Payment Elections page
    10. Verify Payment Elections
      • Under Payment Elections, allocate the new bank account to the following payment elections:
        • USA Payroll – Payroll – Direct Deposit
        • USA Expense – Accounts Payable – Direct Deposit
      • Click Edit
      • Under Accounts using the drop-down menu select new bank acount
      • Click OK to save
    11. Set up is successfully completed when the updated banking information appears under
        • Accounts
        • Payment Elections

    Note: Please verify all banking information before saving to ensure future payroll and expense reimbursements are deposited into the correct account.

    To Remove Existing Direct Deposit Account

    1. Log in to Workday
      • Use Single Sign on (SSO)
    2. From the side navigation panel, hover over the Employees icon
    3. Click Benefits and Pay Hub
    4. Under Tasks and Reports
      • Click Payment Elections
    5. Under Payment Elections 
      • Click Edit next to the payment election acsssociate with the bank acccount you want to remove
      • Under Payment Type
        • Change Direct Deposit to Check
      • If the bank account is used for multiple payment elections, repeat steps 5-6 for each payment election before removing the account
    6. Under the Accounts, locate the bank account you want to remove
    7. In the Action column, select the appoprate option:
      • Remove – Remove a bank account(s) from Workday
        • Important: If the bank account is used for direct deposit, be sure to remove it from all payment elections before deleting the account.
      • View – Diplays the bank account details so you can review the information for accuracy
      • Click Ok to save the changes

    Additional Information

    • If you are removing a bank account that is currently being used for direct deposit, you must first update your payment elections to another active account  before deleting it.

    Adding a New Bank Account and Removing an Existing Bank Account

    If you are adding a new bank account and no longer use your existing account:

    1. Log in to Workday
      • Use Single Sign on (SSO)
    2. From the left side navigation panel, hover over the Employees icon
    3. Click Benefits and Pay Hub
    4. Under Tasks and Reports
      • Click Payment Elections
    5. Click Add to create a new bank account
    6. On the Payment Election Options Page – Bank Account Setup
      • Enter Bank Account Information and complete all required fields (*)
      • Under Account Information add the following bank details
          • Account Type (Checking or Savings)
          • Routing Transit Number
          • Account Number
          • Bank Name
      • Review bank details for accuracy
      • Click Ok to save the new bank account
    7. Under Payment Elections – Select Direct deposit for both:
      • USA Expense – AP – Direct Deposit
      • USA Payroll – Payroll – Direct Deposit
    8. For each Payment Election:
      • Click Edit next to each Payment Election
      • Verify the Payment Type is set to Direct deposit
      • Under Accounts use the drop-down menu select your new bank acount
      • Update the Balance, Amount or Percentaage Field based on your direct deposit preference
      • Click Ok to save your changes
      • Confirm both are selected as Direct Deposit
    9. Verify the new account is selected for:
      • USA Expense – AP – Direct Deposit
      • USA Payroll – Payroll – Direct Deposit
    10. Confirm both are selected as Direct Deposit
    11. Repeat these steps until the new bank account has been assigned to all applicable payment elections.

    After confirming the new bank account has been assigned to all payment elections:

    1. Under the Accounts section, locate your old bank account
    2. Click Remove next to the account
    3. Click OK to save your changes

    Additional Information

    • USA Payroll – determines how your paychecks are deposited  Any changes made under USA Payroll affect your payroll payments only
    • USA Expenses determines where you receive expense reimbursements, not your paycheck.  This payment election is used when the College reimburses you for approved business expenses through Workday Expenses.
    • Before removing an existing bank account, verify that your new account has been assigned to all payment elections. If an old account is still associated with a payment election, it cannot be removed until it has been replaced.
    • If you have multiple direct deposit accounts, the order of your payment elections is important. Flat Amount payment elections should be listed first, Percentage payment elections should follow, and the Balance payment election should always be listed last, as it receives any remaining net pay after all other payment elections have been processed.
  • Where can I see my Pay Stubs?

    Workday can be accessed using either of the following methods:

    Option 1: Mobile Device

    • Open the Workday app on your mobile device
      • Log in using Single Sign-On (SSO)

    Option 2: Desktop Computer

    • Open a web browser and navigate to the Workday website
      • Log in using Single Sign-On (SSO)

    How to View and Access Payslips using the Mobile Device

    1. Open the Workday app
      • Sign in using Single Sign-On (SSO), or use your authorized fingerprint or facial recognition
    2. Access 2 way Apps (bottom of the screen) or Payslips (top of the screen) 
      • Using the App 
        • Select Apps (botttom of the screen)
        • Select Pay
      • Using the PaySlips
        • Select Payslips
    3. Under Pay Overview – List of recent Pay Slips
      • Select Pay Slip you would like to print
      • Click Get PDF
      • Click Open PDF (will pop up the payslips on your mobile)

    If you need a copy of a paycheck prior to the switch to Workday, you will need to contact Payroll at [email protected]

    How to View and Access your Payslips using the desktop computer

    1. Log in to Workday
      • Use your Single Sign-On (SSO) credentials
    2. From the Navigation Panel, select Employees
    3. Open the Benefits and Pay Hub
    4. From the Overview page, you can:
      • View your most recent payslip, or
      • Expand the Pay section in the navigation panel and select Payments to view your complete payslip history
    5. Scroll to the Payslips section to view available payroll statements

    Print Payslips

    Workday offers two printing options:

    • Print a Single Payslip: Select Print next to the payslip you would like to print.
    • Print Multiple Payslips: Select Multiple Payslips to choose and print several payslips at once.

    Tip: Your payslips are available online whenever you need them, making it easy to view, download, or print copies for your records.
  • Where is my paycheck delivered?

    Verify your Home Address in Workday

    If you do not have Direct Deposit set up as your Payment Election, your payroll check will be mailed to your Home Address currently listed in Workday.   It is important to review and keep your address information up to date to ensure your payroll check is delivered correctly.

    View or Update Your Address

    1. Log in to Workday using a web browser.
      • Sign in using your Single Sign-On (SSO) credentials
    2. From the Workday dashboard, select your profile picture in the upper-right corner
    3. Select View Profile
    4. From the navigation menu, select Contact
    5. Review your Home Address information and update any details as needed
    6. If updates are needed
      • Select Edit
      • Make the necessary changes
      • Click Save

    Tip: Keeping your Home Address information current helps ensure payroll checks, tax forms and other important payroll communication are delivered correctly
  • I’ve lost my check! What should I do to get it replaced?

    If a check is lost, destroyed, or stolen, it should be reported to the Payroll Department. The Payroll Department will place a stop payment on the check in question. There is a $30.00 stop payment fee unless you have direct deposit then the college will waive the fee.  Once payroll receives confirmation that the check has not been cashed, a replacement check will be issued. This process can take up to 48 hours to complete
  • How do I receive/view my W-2 electronically?

    Workday can be accessed using either of the following methods:

    Option 1: Mobile Device

    • Open the Workday app on your mobile device
      • Log in using Single Sign-On (SSO)

    Option 2: Desktop Computer

    • Open a web browser and navigate to the Workday website
      • Log in using Single Sign-On (SSO)

    How do view my W-2 Electronically?

    Option 1: Mobile Device

    1. Open the Workday app on your mobile device
      • Log in using Single Sign-On (SSO)
    2. Click Apps
    3. Click Benefits and Pay Hub
    4. Under Tasks and Reports
      • Click My Tax Documents 

    Option 2: Desktop Computer

    1. Log into Workday
      • Log in using Single Sign-On (SSO)
    2. From the left navigation panel, hover over the Employees icon
    3. Click Benefits and Pay Hub
    4. Click on My Tax Documents 

    Note: Beginning with tax year 2026, your W-2 will be available in Workday

    If you need a copy of a prior-year W-2 (before 2026), please contact Payroll at to completed the required eform to request
  • How can I change my tax withholding?

    Workday can be accessed using either of the following methods:

    Option 1: Mobile Device

    • Open the Workday app on your mobile device
      • Log in using Single Sign-On (SSO)

    Option 2: Desktop Computer

    • Open a web browser and navigate to the Workday website
      • Log in using Single Sign-On (SSO)

    How can I change my tax withholding using Mobile Device?

    Option 1: Mobile Device

    1. Open the Workday app on your mobile device
      • Log in using Single Sign-On (SSO)
    2. Click Apps
    3. Click Benefits and Pay Hub
    4. Under Tasks and Reports
      • Click Withholding Elections
    5. Click either the Federal or State Withholding  button you want to update
    6. Verify the following:
      • Company defaults to Maclaester College 
      • Effective date defaults to today’s date
    7. Click the Arrow (upper right-hand corner of the screen) to continue
    8.  Update your W-4  Employee’s Withholding Certificate by completing all required (*) fields, including:
      • Marital Status
      • Any additional withholding fields, if applicable
    9. Select the Authorization – I Agree checkbox
    10. Click the Arrow (upper right-hand corner of the screen) to submit your changes

    Confirmation:Your update has been submitted successfully when Workday displays a Success confirmation message

    How can I change my tax withholding using desktop computer?

    Option 2: Desktop Computer

    1. Log into Workday
      • Log in using Single Sign-On (SSO)
    2. From the left navigation panel, hover over the Employees icon
    3. Click Benefits and Pay Hub
    4. Under Tasks and Reports
      • Click on Withholding Elections
    5. Under Tax Elections
      • Under the Federal or State section you want to update
      • Click Update
    6. Verify the following:
      • Company defaults to Maclaester College 
      • Effective date defaults to today’s date
      • Click OK
    7. Update your W-4  Employee’s Withholding Certificate as needed by completing all required (*) fields, including:
      • Marital Status
      • Any additional withholding fields, if applicable
    8. Select the Authorization – I Agree checkbox
    9. Click OK to submit your changes

    Confirmation: Your update has been submitted successfully when Workday displays the message “You have submitted.”

    Additional Information

    • Reminder: The IRS discourages employers from providing tax advice. If you need assistance completing your Federal Form W-4, a helpful resource is the IRS Tax Withholding Estimator:
    • The estimator can help you determine whether you need to update your federal tax withholding based on your individual tax situation.
  • How do I notify my supervisor of missed hours, and when will I be paid?

    Missed Clock Time or Hours?

    If you forgot to clock in or out, or have missed hours, notify your supervisor as soon as possible.

    Your supervisor will:

    • Enter the missed clock time or missed hours directly into Workday using the date the hours were originally worked.
    • Review and approve the entry to ensure it is processed correctly.

    Once the entry has been completed and approved, Workday will automatically process the payment through the retroactive pay process.

    Payroll Deadlines

    • Missed hours will be included on the current active payroll if the retroactive payment is entered and approved by Monday of payroll week at 4:30 p.m.
    • Entries completed after this deadline will be processed on the next available payroll.

    If you have questions about the status of your missed hours or payment, please contact your supervisor or the Payroll Office at .
  • For the upcoming holiday how many hours should I input if my FTE is lower than a 1.0?

    For employees that have an FTE lower than 1.0, the annual holiday hours is calculated by taking 7.75 x Employee’s FTE x # of Macalester Holidays.  Additional questions about eligibility can be found on the Eligibility section located on the Holiday page on the Human Resources website.
  • How to Review Your Time Off Balances and Requests

    Workday can be accessed using either of the following methods:

    Option 1: Mobile Device

    • Open the Workday app on your mobile device
      • Log in using Single Sign-On (SSO)

    Option 2: Desktop Computer

    • Open a web browser and navigate to the Workday website
      • Log in using Single Sign-On (SSO)

    Planning Time Away? Check your Time Off Balance in Workday

    Option 1: Mobile Device

    1. Open the Workday app on your mobile device
      • Log in using Single Sign-On (SSO)
    2. Under Let’s Get Started
      • Click Manager Absence
    3. Click Balanaces
      • All eligible Time Off balances will display

    Option 2: Desktop Computer

    1. Log onto Workday
      • Log in using Single Sign-On (SSO)
    2. From the left navigation panel, hover over the Employees icon
    3. Click Manage Absence
    4. Your current Time Off balances will display on the right side of the screen
    5. To review upcoming or previously submitted time off requests
      • Select the Requests tab

    The Requests tab allows you to view the status of your submitted time off requests, including upcoming approved or pending request

    Additional Information

    • Your Floating Holiday balance will display as zero in Workday. Floating Holiday is not an accrual-based time off balance and therefore does not display a balance like other accrued time off plans.

    • For additional details, visit the Time Off Benefits page. You can also click on the applicable leave type in Workday to view information related to that specific time off plan, including available benefits and usage details.
    • Questions regarding your time off balance(s), eligibility, or leave benefits should be directed to

  • Do I need to report gift card amounts that I award to employee (staff/student)?

    Yes. Gift cards are considered taxable per the IRS. To report gift cards awarded, complete the Taxable Prize or Award/Gift Form located on the Accounts Payable Forms page under the Tax and Taxation section near the bottom of the page.