General Information/FAQ

The following general information applies to all payrolls at Brown University. Select the category of question from the list below to advance to that section.

General Payroll FAQ

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What services are provided by the University Payroll Office?

The Payroll Office provides services to the Brown University community as well as Federal, State and Local authorities. Some of these services include but are not limited to:

  • Processing and payment of all payrolls at Brown University. This includes the Monthly, Bi-weekly, and Weekly payrolls.
  • Distributes paychecks to employees through regular mail and to Student Campus/Department boxes via Mail Services.
  • Payroll check stop payment.
  • Lost check replacement.
  • Maintains employee payroll records.
  • Processes all Federal and State mandated payroll tax forms.
  • Issues calendar year-end W-2 forms.

How can I reach the University Payroll Office?

You can reach the entire Payroll team, including the manager, at [email protected]  A team member can also assist by phone at 401-863-2361.

What payment methods does the University offer for payroll payments?

Brown University currently offers two methods of payment:

  • Checks made payable to the employee
  • Direct Deposit of funds to employee’s U.S. financial institution.  Also see Direct Deposit FAQ below.

When and how often will I receive my pay?

How often you receive your pay depends upon the payroll cycle to which you are assigned by your department (i.e. weekly, bi-weekly, or monthly).  For pay dates and cutoffs, please see Payroll Deadlines and Pay Dates

I’m an employee receiving checks, how are they distributed?

Checks are distributed on each pay date based on the employee type.  Payroll checks for faculty or staff members are mailed to the address listed in their Workday record.  Student checks are delivered to Mail Services and placed in the following boxes:

  • Undergraduate Student Employee – Student Campus Box
  • Graduate Student Employee – Department mailbox 

I did not receive the correct number of hours or the correct amount of salary in my pay, who do I contact?

The Payroll Office staff is dedicated to the mission of paying Brown University employees accurately and in a timely manner. The first step in investigating any problem with your pay is to see your immediate supervisor.  You can also contact your department’s Human Resources Coordinator for help.  If a correction is needed, they will submit a payroll adjustment form on your behalf.

My paycheck has been lost or stolen, what should I do?

Email the Payroll Office at [email protected] and include the details of your lost payment. The Payroll Office will place a “stop payment” with the bank to make the check non-negotiable (unable to be cashed). Once the Payroll Office has confirmation from the bank that the stop payment has been placed, a replacement check will be created for you (generally within 5-7 days).

Payroll W-2 Forms FAQ

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When will I receive my W-2 form and how do I request a duplicate W2, if needed?

W2 forms are mailed to employees on or before January 31st each year to the address listed in your Workday record. You can access a duplicate copy of your W2 form directly in Workday by selecting the Pay app.  Then on the right, under View, select Tax Documents.

Time Sheets FAQ

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What are the deadlines for time submission in Workday?

Please refer to the Payroll Deadlines and Pay Dates section of the Payroll Office website.

I submitted my time in Workday but there is an error.  How can I correct it?

Contact your Supervisor and/or Human Resources Coordinator immediately to discuss the needed correction. They will either modify your time entry or submit a payroll adjustment form on your behalf.

I am not sure if my employees have submitted their time.

Supervisors and Timekeepers can review the following reports in Workday to identify if their student employees or staff have entered or submitted their time.  If you have an employee who is unable to enter their time, you can enter it on their behalf.  Please review these reports in Workday each pay period before the Payroll Deadlines and Pay Dates.

  • Weekly Time Summary - Students
  • Weekly Time and Absence Summary - Staff

Direct Deposit FAQ

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What is direct deposit?

Direct Deposit is an Automated Clearing House (ACH) transaction that is a safe, proven, and confidential method of receiving a payment. With Direct Deposit, your paycheck is electronically transferred by the Brown University Payroll Office into your checking or savings account (or multiple accounts).

Is Direct Deposit available to all employees?

Direct Deposit is an important employee benefit which is available to all employees with a U.S. issued Social Security Number.

Can I divide my pay among different accounts if I use Direct Deposit?

Yes, you can deposit your pay in up to four accounts. Direct deposit can be an excellent financial planning tool because it allows people to divide their pay into a number of different accounts, including checking and savings accounts.

Is there a charge for Direct Deposit?

There is no charge to participate in direct deposit. Many banks offer additional free services for employees with direct deposit. Discuss this with your bank today!

How do I sign up for direct deposit?

You can elect direct deposit through your Workday account.  Please review the Direct Deposit in Workday job aid for assistance.  Be sure to add your account(s) information prior to changing the payment elections at the bottom. This will begin the pre-note process where your information will be confirmed by your financial institution, which can take up to 10 business days to complete.  In the meantime, you will receive a paycheck.  Payroll checks for faculty or staff members are mailed to the address listed in their Workday record.  Student checks are delivered to Mail Services and placed in their Student Campus boxes (undergraduate) or Departmental mailbox (graduates).

Your enrollment in direct deposit will continue to be valid until you make another change in Workday.  A change will commence a new pre-note sent to your financial institution.  In the meantime, you would receive a paycheck until the process has completed.

How soon after I enroll in direct deposit will it take effect?

Once you enter your direct deposit information in Workday, it will begin the “pre-note” process to confirm your account with your financial institution. Since the process takes up to 10 business days to complete, it is likely you will receive one (1) more check before the direct deposit will actually take effect.  Changes to existing accounts will also need to pre-note and take up to 10 business days to complete. 

How do I know when my payment has been deposited?

On the morning of your pay date, you can view your pay slip in Workday using the Pay app.  It will show how much was deposited to your account(s) and how much was withheld from your pay for taxes, insurance, and other items.

When do I have access to my pay (money)?

Your pay will be available to you in your bank accounts at the bank’s opening of business the morning of pay day. Your financial institution can tell you exactly when your money will be available based on their schedule.

How do I stop or change my direct deposit information (including change of bank and/or accounts)?

Make any changes in your Workday "Pay" app by selecting "Payment Elections” under Change, see Direct Deposit in Workday for assistance.  Please be aware that a change will create a new pre-note which takes up to 10 business days to complete.

It is my pay date and my direct deposit is not in my bank account, what should I do?

As with all questions regarding accuracy of pay, please contact your supervisor or Human Resources Coordinator first. Your supervisor will confirm if you were entitled to receive a pay for that particular pay period.  If a correction is needed, they will submit a payroll adjustment on your behalf.

Why is Direct Deposit good for consumers?

Direct Deposit is secure, convenient and fast. A Direct Deposit payment has never been lost, it saves consumers from waiting in lines at the bank, and gives many people access to their money earlier than a traditional check.

If I sign up for Direct Deposit, how can I be sure that no one will have access to my account?

Brown University does not have access to your account. The funds are electronically transferred to your bank account(s).  However, Brown University does have a limited ability to reverse direct deposit payments made in error but does not do this without first notifying the employee.

Student Employee FAQ

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I am a student employee at Brown, how and when will I receive my pay?

In general undergraduate students are paid hourly on the bi-weekly pay schedule and graduate students receiving stipend appointments or fellowships are paid monthly.   For pay dates and cutoffs, please see Payroll Deadlines and Pay Dates.  Student checks are delivered to Mail Services and placed in their Student Campus box if they are an undergraduate student. If they are a graduate student, their checks are sent to their Department’s mailbox.

For additional Student Employment information, please visit University Human Resources. For Graduate Student Employment, see the Graduate School.

I am a graduate student receiving a fellowship, how and when do I get paid?

U.S. Citizens, Permanent Residents, or Resident Alien for tax purposes: Your fellowship will be paid through the payroll system. You will receive your check from your department according to the payroll schedule posted under Payroll Deadlines and Pay Dates.  If you have direct deposit, it will be deposited to your financial institution the morning of your pay date. The amount of fellowship paid to you by Brown University will not be included in a W2 form at year end. The total amount paid to you is listed in the year to date column on your pay slip.  Since you could also receive a fellowship outside of payroll, please ensure you keep track of these payments and determine if they are taxable.

Non U.S. Citizens (Inside the U.S. at time of payment): Your fellowship will be paid through the payroll system. You will receive your check from your department according to the payroll schedule posted under Payroll Deadlines and Pay Dates.  If you have direct deposit, it will be deposited to your financial institution the morning of your pay date. The amount of fellowship paid to you by Brown University will be reported on a 1042S form at calendar year end. You will receive this form by February 15th and should use it to complete your annual tax filing for the previous calendar year.

Non U.S. Citizens (Outside the U.S. at time of payment): You will need to register as a supplier through the Student Fellowship, Prizes, and Awards Registration and your fellowship will be paid through the Accounts Payable department.

I am a Brown student (either graduate or undergraduate) and noticed that no Social Security or Medicare taxes have been withheld from my check. Is this correct?

This is correct as long as you are enrolled at least ½ time during the academic year. However, Social Security and Medicare taxes must be withheld from students who are enrolled less than ½ time or from all students paid during the summer months (unless you are a non-resident alien).