Human Resources offers reminders about changes of address, timecard approval

Human Resources offers Case Western Reserve University faculty and staff members several payroll reminders to keep in mind this spring.

Change of address

All faculty and staff, whether or not they participate in a hybrid work schedule, should notify the Payroll Office at payroll@case.edu if they move to a new city after they have updated their address in HCM. This will ensure that local taxes are being sent to the correct home city, if you participate in a hybrid work schedule, and that local school district withholdings, if applicable, are accurate.

Simply updating HCM with an employee’s new home address is not sufficient for tax or payroll purposes. When address change notifications are not timely, the Payroll Office cannot guarantee retroactive correction of prior year tax withholdings.

As a reminder, employees also can sign up at any time for electronic W-2s CWRU encourages all faculty and staff members to sign up to receive their W-2 in electronic format only. This request saves the university resources, allows W-2s to be created more quickly, moves to a greener environment, and reduces personal information in the U.S. mail system. Individuals only need to sign up once and they will receive all future W-2s through HCM Self-Service. Get information on how to view and sign up for electronic W-2s.

Timecard approval

Each supervisor is responsible for maintaining and approving records of actual time worked for all staff, including recording sick and vacation time.

For exempt staff, time should be approved in PeopleSoft HCM on a regular basis before the month closes.

For non-exempt staff, time should be approved in PeopleSoft HCM by the payroll cut-off date. This date is typically six business days before the pay date and can be found on the payroll calendar. Timely supervisor approval assures that non-exempt staff members are paid accurately and on time.

Approving time after the payroll cutoff date can cause issues such as: