Important Information
Attention all new and returning students working on campus this school year: To avoid problems and possible delays with the processing of your paycheck, please ensure that all of the requested information on your student wage voucher is completed and submitted to the Accounting Office by the posted deadline date. The student payroll calendar can be found below.
Calendars and Deadlines
Monthly/Biweekly Payroll Calendars (PDF)
Important dates for changes to human resources and timesheets to payroll
Student Payroll Calendar (PDF)
Important dates for financial aid authorization and timesheets to payroll
General Information
The payroll department is responsible for processing the payroll for all employees. New hires are set up on the payroll system through human resources, which works closely with the payroll department to ensure the accurate and timely payment of wages.
Students are assisted with employment through the financial aid office. Financial aid also works in conjunction with the payroll department to assist students with their work-study requirements.
Contact the following people for assistance:
Patti Blinebry
Payroll manager
(315) 228-7803
Leta Wiley
Accounting assistant
(315) 228-7420
Forms
Employee Direct Deposit Form (PDF) for employee to complete to authorize direct deposit
Student Direct Deposit Form (PDF) for student employee to complete to authorize direct deposit
Services
- Understanding your W-2: W-2 information
- Student Tax Information
- This tax information page is designed primarily for students who are U.S. citizens (or resident aliens). US tax laws are complicated and it is your responsibility to comply with these laws. Colgate cannot be your tax adviser but it will provide the following general information, which might be helpful.
- Social Security Numbers and ITIN's (Individual Taxpayer Identification Numbers) - All US citizens should have social security numbers. Foreign nationals who have a green card or an F-1, H-1, J-1, or M-1 visa are eligible for social security numbers and should obtain one immediately. Other foreign nationals are generally not eligible for social security numbers, but should obtain a US tax identification number by filing IRS Form W-7 with original documentation described in the instructions. You can get a W-7 by calling the IRS or printing it from IRS' Web Page. Note: The spouse and children of foreign nationals should also obtain ITINs.
- Foreign Nationals Tax Information
- U.S. tax laws are complicated and it is the individual's responsibility to comply with these laws. Colgate cannot act as a tax adviser but it will provide the following general information, which might be helpful.
- A Resident Alien is a foreign national who either has a green card or meets the "substantial presence test."
- All other foreign nationals are Nonresident Aliens. The "substantial presence test" is described in IRS Pub. 519.
- You must have a US Social Security number to file a US and NYS income tax return. Do not file your income tax return before March 15th since many nonresident aliens receive both a W-2 and 1042S and the 1042S issue date is March 15th. Nonresident Aliens file 1040NR(federal) and IT 203 (NY). Note: If you received fellowship support, you must attach a statement to your return describing the support.
The information below applies to the boxes on the 1042S
- The IRS has assigned income codes to describe the type of income. The common codes are: 12=royalty payments
15=scholarship/fellowship
18=compensation for teaching/research
19=compensation during training
50=miscellaneous income
CAUTION: each type of payment requires its own 1042S.
- This box reflects the gross payment for the type of income (see above).
- This is your personal exemption amount that is used by Colgate to calculate how much tax is paid to the IRS on your behalf.
- Box 2 less Box 3.
- This box reflects the IRS income tax withholding rate.
- CAUTION: Occasionally, the actual tax withheld will be greater or less than the rate X gross income. This occurs due to administrative or programming errors.
- Exemption Code "04" indicates that the income is exempt from US taxation based on a tax treaty or is subject to lower taxation based on a treaty.
- This is the amount of tax Colgate withheld from your payments.
- Colgate generally does not use this box.
- Colgate's Federal ID number.
- Colgate's address.
- Colgate uses this box to include the employee's Banner/payroll Employee ID, if available.
- Colgate generally uses 01 to indicate "individual".
- Name and address.
- Recipient's US federal ID number. Caution: IRS will reject an individual's tax return if he/she does NOT have a proper US federal ID number.
- Colgate generally uses individual's country of citizenship.
- County Code is based on the IRS Table.
- Colgate generally does not use these boxes.
Note: Recent IRS changes no longer require Colgate to report every scholarship amount on the 1042S to the recipient. Only non-qualified scholarships need to be reported.