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FAQs – Staff

Contact Payroll at  if your question is not covered below

FAQ’S

  • When Do I Get Paid?

    Wondering When I Get Paid?

    Not sure when your next paycheck will arrive? Here’s where to find the schedule.

    Staff employees are paid either biweekly or monthly

    Looking for a specific pay date?

    We’ve got you covered! Check the Payroll Calendar for the complete schedule of pay dates, pay periods, time entry deadlines, and approval deadlines. The Payroll Calendar is located in the Calendars section of the main Payroll page.

  • How to Set-up your Direct Deposit Account?

    To add a New Bank Account or Additional Bank Account in Workday:

    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
    6. Under Bank Account Setup, complete all required fields (*)
    7. 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
    8. Under Account Information add the following bank details
      • Account Type (Checking or Savings)
      • Routing Transit Number
      • Account Number
      • Bank Name
    9. Review bank details for accuracy
    10. Click Ok to save

    Important: You must set up the bank account under Accounts before you can select it for a payment election

    Confirmation: Your new bank account has been successfully added when it appears under the Accounts section and is assigned to the applicable Payment Elections

    Additional Information

    USA Payroll vs. USA Expenses

    • USA Payroll – Payroll – Direct Deposit determines how your paycheck is deposited. Changes made under USA Payroll affect your payroll payments
    • USA Expense – Accounts Payable – Direct Deposit determines where you receive expense reimbursements. This payment election is used when the College reimburses you for approved business expenses through Workday Expenses
  • How to Update Existing Bank Account Information

    Need to update Existing Bank account?

    Use these instructions if you need to update information for a bank account that is already set up in Workday, such as the account number, routing number, or account type

    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 the Accounts section, locate the bank account you want to update
    6. In the Action column, select Edit 
    7. For security purposes, Workday will require you to enter the full account number for the bank account before allowing you to continue
    8. Make any necessary updates to your bank account information
    9. Review the information carefully to make sure it is accurate
    10.  Click Ok to save the changes

    Confirmation: Your bank account information has been successfully updated when the updated account appears under the Accounts section

    Important: Updating your bank account information does not change where your payroll or expense payments are deposited. If you need to change which account receives your payments, see How to Change Your Payment Elections below

    Additional Information

    Security

    • For security purposes, Workday requires you to enter the full bank account number associated with an existing account before allowing you to make certain changes.

    Please review all banking information and payment elections carefully before saving changes to help ensure future payroll and expense payments are deposited into the correct account.
  • How to Change Your Payment Elections

    Need to update your Payment Elections?

    Use these instructions if you already have multiple bank accounts set up in Workday and want to change which account receives your payroll or expense payments

    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, locate the payment election you want to update
    6. Click Edit next to the applicable payment election
    7. For security purposes, Workday may require you to enter the full account number for one of your existing bank accounts before allowing you to continue
    8. Under Accounts, use the drop-down menu to select the bank account you want to use
    9. If you have multiple accounts and want to change the amount going to each account, update the amount allocated to each account as needed
    10. Review the payment election to make sure the correct account and amount are selected
    11. Click OK to save your changes
    12. Repeat these steps for any other payment elections you need to update

    Confirmation: Your payment elections have been successfully updated when the correct bank account and payment allocation appear under Payment Elections

    Important: Please review your payment elections carefully to ensure your payroll and expense reimbursements are deposited into the correct account

    Additional Information

    Multiple Payment Elections

    • If you have multiple direct deposit accounts, the order of your payment elections is important:
      • Flat Amount payment elections should be listed firstercentage payment elections should follow
      • Balance should always be listed last. The Balance election receives any remaining net pay after the other payment elections have been processed

    Security

    • For security purposes, Workday requires you to enter the full bank account number associated with an existing account before allowing you to make certain changes

    Please review all banking information and payment elections carefully before saving changes to help ensure future payroll and expense payments are deposited into the correct account
  • How to Update Direct Deposit Amounts for Multiple Bank Accounts?

    Need to update your Amounts for Multiple Bank account?

    Do you have multiple bank accounts and want to change how your pay is distributed?

    If you have multiple bank accounts set up for direct deposit and want to change the amount going to each account, follow the steps below

    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, locate USA Payroll
    6. Click Edit next to USA Payroll
    7. For security purposes, Workday will ask you to enter the full account number for one of your existing bank accounts
    8. Once the account number has been verified, Workday will allow you to edit your payment elections
    9. Under Accounts, review the bank accounts currently set up for your payroll direct deposit
    10. Update the amount allocated to each account as needed
      • You can change the dollar amount going to each account
      • Review the remaining balance to ensure your full net pay is allocated correctly
    11. Click OK to save your changes.
    12. Review the Payment Elections section to confirm the updated amounts are showing correctly for USA Payroll

    Confirmation: Your direct deposit amounts have been successfully updated when the revised allocations appear under Payment Elections

    Additional Information

    Multiple Payment Elections

    • 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
      • Balance should always be listed last. The Balance election receives any remaining net pay after the other payment elections have been processed

    Security

    • For security purposes, Workday requires you to enter the full bank account number associated with an existing account before allowing you to make certain changes

    Please review all banking information and payment elections carefully before saving changes to help ensure future payroll and expense payments are deposited into the correct account

  • How to Remove Existing Bank Account

    Need to Remove Existing Bank account?

    Use these instructions if you no longer want a bank account saved in Workday

    Before You Remove an Account

    If the bank account is currently being used for direct deposit, you must first remove it from all applicable Payment Elections and select another payment method or account before removing the bank 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, locate the payment elections assocated with the bank acccount you want to remove
    6. Click Edit  next to the applicable payment election
    7. Under Payment Type
      • Change Direct Deposit to another available payment option or select another active bank account, as appropriate.
    8. If the bank account is used for multiple payment elections, repeat these steps for each payment election before removing the bank account
    9. Once the bank account is no longer associated with any payment elections, return to the Accounts section
    10. Under the Accounts, locate the bank account you want to remove
    11. In the Action column, select Remove
    12. For security purposes, Workday may require you to enter the full account number for the bank account before allowing you to continue
    13. Review the information and click OK to save the changes

    Confirmation: The bank account has been successfully removed when it no longer appears under the Accounts sectopn

    Additional Information

    Before Removing a Bank Account

    • Before removing an existing bank account, verify that your replacement account has been assigned to all applicable payment elections. If the old account is still associated with a payment election, it must be replaced before the old account can be removed.

    Security

    • For security purposes, Workday requires you to enter the full bank account number associated with an existing account before allowing you to make certain changes

    Please review all banking information and payment elections carefully before saving changes to help ensure future payroll and expense payments are deposited into the correct account

  • Where can I view my Pay Slips?

    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 to 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 Menu
    3. Click Benefits and Pay Hub
    4. Under Tasks and Reports
      • Click My Tax Documents 
    5. Under My Tax Documents
      • Your Current Year End Tax Document Printing Elections will display

    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 
    5. Under Tax Forms Printing Elections
      • Your Current Year End Tax Document Printing Elections will display

    How to Select Electronic Delivery for Your W-2?

    Option 1: Mobile Device

    1. Open the Workday app on your mobile device
      • Log in using Single Sign-On (SSO)
    2. Click Menu
    3. Click Benefits and Pay Hub
    4. Under Tasks and Reports
      • Click My Tax Documents 
    5. Click Edit
    6. Select the radio button to Receive electronic copy of my Year End Tax Documents
    7. Review the Company Disclousre text
    8. Click OK
      • Confirmation: Your election has been successfully saved when the My Tax Documents page displays your updated delivery preference

    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 My Tax Documents 
    5. Click Tax Forms Printing Elections
    6. Click Edit
    7. Select the radio button to Receive electronic copy of my Year End Tax Documents
    8. Review the Company Disclousre text
    9. Click OK
      • Confirmation: Your election has been successfully saved when the My Tax Documents page displays your updated delivery preference

    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 Menu
    3. Click Benefits and Pay Hub
    4. Under Tasks and Reports
      • Click Withholding Elections
    5. Click either the Federal or State/Local Withholding button you want to update
    6. Verify the following:
      • Under Federal Withholding Elections
        • Company defaults to Maclaester College 
        • Effective date defaults to today’s date
      • Under State/Local Withholding Election
        • Company defaults to Maclaester College 
        • Effective date defaults to today’s date
        • State Defaults on State/Local Withholding Election
        • Withholding Form Type defaults to W-4MN Withholding
      • Click OK
    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 checkmark (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 Worker Tax Information
      • Click either the Federal or State/Local Withholding Election button you want to update
    6. Verify the following:
      • Under Federal Withholding Elections
        • Company defaults to Maclaester College 
        • Effective date defaults to today’s date
      • Under State/Local Withholding Election
        • Company defaults to Maclaester College 
        • Effective date defaults to today’s date
        • State Defaults on State/Local Withholding Election
        • Withholding Form Type defaults to W-4MN Withholding
      • 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 Balances
      • Your eligible Time Off balances will display as of the current date

    Option 2: Desktop Computer

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

    The Requests tab displays the status of your submitted time off requests, including pending, approved, denied, and upcoming requests.

    Additional Information

    • Your Floating Holiday balance will display as 0 hours in Workday. Floating Holiday is not an accrual-based time off plan and therefore does not display an available balance like other accrued time off plans.

    • If you have used your Floating Holiday, your balance will display as a negative value (for example, -8 hours).

    • 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)?

    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.