Payroll: Northern Kentucky University, Greater Cincinnati Region

W-2 Online Selection Deadline - To receive a paperless W-2, select the online W-2 statement option through the myNKU Employee Self-Service portal no later than December 31st. You will be notified when W-2s are available.

Employees who have separated employment from Northern Kentucky University will have a W-2 paper form printed and mailed.

For additional information on W-2's go to Online W-2.

The mission of the Payroll Department is to provide the highest level of payroll service to Northern Kentucky University employees.

At the same time, it is our responsibility to insure that payments are processed in accordance with the rules and regulations issued by the various taxing authorities and Northern Kentucky University policy and procedures as authorized by the Board of Regents.

Accessing Payroll Statements

Employees can view their payroll statements, tax deductions and benefit participation by accessing myNKU and clicking on the Employee Self Service tab. Your user name and password are the same you use to log into the computers here on campus.
For a detailed explanation of your SAP payroll statement, click here.
Other payroll and tax information is available on this website. If you have additional questions, please contact one of the Payroll Specialists listed below.

Direct Deposit

NKU employees can receive their salary paycheck via direct deposit into a bank account. If you choose not to have direct deposit, your check is mailed on pay date to your home address.

Direct Deposit Authorization forms must be submitted in person with a photo ID in the payroll office in AC 613 or this can be submitted via a secure dropbox. Please contact payroll to send you an invitation to the dropbox. Payroll can be contacted at: Payroll@nku.edu

Do not send form by fax or e-mail. Direct Deposit is sent to the bank with our pay date as the effective date. Banking institutes have until midnight on pay date to deposit the funds into your account.

Employee Self Service Reference Guide

All biweekly staff and students should enter time on a daily basis. This will prevent timesheets from being late for the approval process and releasing time to payroll by specific deadlines. • Refer to the payroll calendars for specific dates and times to meet payroll deadlines. • Remember that time reporting does not work with all browser and operating system combinations - supported combinations can be found on the myNKU Help and Reference website, along with a conditions and exceptions list for specific functions.

TIME ENTRY

Time Management

Time Management provides access for NKU employees to enter time for payroll purposes and view their accrued sick and vacation time, if eligible. Attendance and Absence Recording allows students, staff, and fiscal-year faculty employees to enter time worked or absences for each biweekly or monthly pay period. Quota Overview allows eligible employees to view sick and vacation time accruals. Clicking the Quota Overview link displays the employee's information (illustrations are included in the attendance and absence recording instructions and videos above). Questions about accruals can be directed to the payroll office for staff, and the provost's office for faculty.

Monthly Time Entry

Time Management FAQs
Monthly Staff & FY Faculty Absence Entry: Instructions
Leaves and Absences

Bi-weekly Staff Time Entry

Student Time Entry

Time Management FAQs
Student Time Entry (Biweekly): Instructions

Training for Time Administrators

myNKU HR 200 Time Administrator Is Now Available as a Self-Enrolled Online Course
The myNKU HR 200 Time Administrator training workshop is now available as a self-enrolled online course, so you can complete this training at your own pace when and where it is convenient for you. Please follow these self-enrollment instructions to take the course, and contact Tim Rieskamp (rieskampt@nku.edu) if you have questions.Time Administrator Training Registration

Payroll Calendars

Accruals

PAYROLL FORMS

Employee Forms

Federal Tax Forms

State and City Tax Forms

Cincinnati Tax Withholding Authorization Form

Non-Resident Tax Withholding Form

Payment Request Forms

Please be sure to have all staff double check that their time has been entered and approved, or they will have to wait until the next payroll to be paid. If you have any questions please reach out to: Payroll@nku.edu

Off Cycle Check Request Form

The Off Cycle Check form is to be used ONLY in situations where an employee of the University was not paid either a portion of, or the entirety of the pay which he/she had rightfully earned. The minimum amount of an off-cycle will be $200.00. This form will be initiated by the requesting department. Off cycle requests are processed once a week on Wednesday mornings at 11 a.m. and must be received by the payroll office with all signatures by 10:30 am on Wednesday to be processed in that Wednesday's off cycle run.

Stipend Award Form

The Stipend Award form is to be used for only research assistants, resident advisors, student media, student athletic team managers, pep band, graduate assistants, teaching assistants and graduate teaching instructors. This form is NOT to be used for supplemental pay.

Please send completed form to Student Employment, AC420. The form is due to Student Employment 2 weeks prior to expected payment date.

Additional Resources

How to Adjust Withholding

IRS Withholding Calculator

Understanding Your Paycheck

Staff Pay Grades and Ranges
(Questions on grades and ranges contact Compensation)

All Card Declining Balance Form

Alternate Hours Option

Shift Differential

Moving Guidelines