Frequently Asked Questions

Where is the Payroll Office located?

The Payroll Office is located in the Office of the Controller, second floor of Bond Hall on the Hattiesburg campus. Enter Bond Hall from the parking garage side of building.

What are Payroll’s office hours?

Office hours are 8:00 – 12:00 and 1:00 – 5:00 Monday – Friday.

What is the Payroll contact information?

Phone: 601-266-4084   Email: payroll@usm.edu

When/Where are Biweekly Time and Attendance Reports (Timesheets) due?

Time and Attendance Reports are normally due by 5:00 the Monday following each biweekly payday. However, university holidays, bank holidays or financial closing schedules can cause exceptions. (See the Biweekly Pay Date Calendar here.)

For Hattiesburg departments, biweekly payroll envelopes containing completed and approved Time and Attendance Reports must be hand delivered to the University Union drop-off between 11:00 a.m. and noon on the due date or to the Payroll Office in Bond Hall.

For Gulf Park Campus in Long Beach, biweekly payroll envelopes containing completed and approved Time and Attendance Reports must be hand delivered to Holloway East #2.

For Gulf Coast Research Laboratory, biweekly payroll envelopes containing completed and approved Time and Attendance Reports must be hand delivered to the Payroll/Finance office in the Oceanography building.

Do I need to return a Biweekly Time and Attendance Report even if no hours are being reported?

Yes. Payroll accounts for all distributed Time and Attendance Reports. Please sign and return all blank Time and Attendance Reports.

How do I report hours for special situations?

Guidelines for many situations are covered in the Employee Handbook, available on the Human Resources website.

How do I view my paycheck?

You must have access to SOAR to view your paycheck. After logging in to SOAR, use the following navigation to access a PDF file of your paycheck: Self Service > Payroll and Compensation > View Paycheck.

Why can’t I view my paycheck?

Make sure you allow pop-ups in your web browser. From the web browser tool bar select: Tools > Pop-up Blocker > Turn Off Pop-up Blocker OR Pop-up Blocker Settings > Set soar.usm.edu as an allowable site.

Why did I receive a physical check instead of direct deposit?

New direct deposit setups are pre-noted, meaning verification of your bank routing number and account number is required before your direct deposit begins. Usually your first check is a physical check and all subsequent payments are directly deposited.

How do I locate a missing paycheck?

Direct deposit is mandatory. However, in certain cases, physical checks are issued and sent to your department’s campus mailbox on payday. While misrouted checks are infrequent, if you are unable to locate your check and your department has confirmed it is missing, you can contact Payroll. Our staff will be happy to confirm where the check was sent. If the check is not recovered, you can request that Payroll place a stop payment on the missing check and issue a replacement; a process that can take up to two business days.

How do I change my direct deposit information?

Your direct deposit information is maintained by Human Resources if you are faculty/staff and Student Employment if you are a student. Contact Human Resources or Student Employment to activate or change your direct deposit information (a voided check will be required). In some instances, prenoting will be required resulting in a physical check the first time after the change.

How do I change my tax withholding information?

Complete the federal or MS tax form (available on the Human Resources website under Forms, "T") and return to Human Resources if you are faculty/staff or Student Employment if you are a student.

How do I change my mailing address?

If you are faculty/staff, your address is part of your personnel record and is maintained by Human Resources. To change your address, contact Human Resources. Students can log into SOAR and update their mailing address from the Student Center. International students need to contact the International Student and Scholar Services office.

I am a monthly paid employee. How do I enter my leave taken?

Login to SOAR and navigate to Self Service > USM Self Service > Monthly Time and Attendance and select the appropriate time period and complete the Monthly Attendance and Leave Record.

Can I sign-up for an electronic W-2?

Yes. Login to SOAR and navigate to Self Service > Payroll and Compensation > W-2/W-2c Consent and place a check in the box then click Submit. A consent is permanent unless withdrawn.

Can I view my W-2 online? Can I print my W-2?

Yes. Login to SOAR and navigate to Self Service > Payroll and Compensation > View W-2/W-2c Forms. For the year required, click on Year End Form and the W-2 will be displayed and can be printed.

How can I get a W-2 reprint?

If you have access to SOAR, you can reprint your own W-2 (see instructions listed in the answer to the previous question). If you do not have access to SOAR, please call 601-266-4084 to request a reprint or email your request to payroll@usm.edu, providing your name, employee ID, the tax year needed and the mailing address.

Why is my gross compensation not on my W-2?

In order to calculate FICA Gross, Federal and State Taxable Gross:

PAYROLL GROSS (Total amount paid)

Less before tax deductions

Plus taxable life insurance

= FICA Gross (Box 3 and Box 5)

Box 3 Social Security wages maximum for taxes was $113,700 for 2013 and is $117,000 for 2014. Box 5 has no limit on taxable gross.

Less retirement (PERS and ORP)

Less tax sheltered annuities (403b and 457b)

= Federal Taxable Gross (Box 1) and State Taxable Gross (Box 16)

 

BOX 12 Consists of the following:

  • 12C, Taxable cost of group-term life insurance over $50,000

  • 12E, Elective deferrals under a section 403(b) salary reduction agreement

  • 12G, Elective deferrals under a section 457(b) deferred compensation plan

  • 12P, Excludable moving expense reimbursement paid directly to employee (not included in boxes 1,3, or 5)

  • 12DD, Cost of employer-sponsored health coverage (employee and employer paid). The amount reported is not taxable and not included in boxes 1, 3, or 5. It is for informational purposes only.

  • Click here to view an example of a W-2.

Do I have to report time for monthly paid employees?

Monthly employees’ earnings are based on a fixed amount. Any changes to that amount comes through Human Resources or Student Employment who update the monthly paid employee’s master record in SOAR from paperwork submitted by the department.

How do I run a Payroll Distribution Report (PDR)?

Employees who are required by their jobs to have access to run the Payroll Distribution Report must attend training, please click here for more details.

Under Employer Paid Benefits, what does Lamar* (Taxable) mean on my paycheck?

That portion of group term life insurance that is taxable income to you. This amount is added to your Federal, State and Social Security taxable earnings.

If I am responsible for submitting payroll information, how do I make sure I stay informed?

Human Resources and Payroll have a listserv to share news and updates with those employees who process HR forms and payroll. The listserv is open to any employee who is interested in receiving emails on these subjects. You can go here to sign up if you are not already a member.

Where are the Human Resources offices?

For the Hattiesburg Campus, Human Resources and Student Employment are located in McLemore Hall on the third floor.

For Gulf Park Campus, Holloway East #2.

For Gulf Coast Research Laboratory, Oceanography Building.

Can I report terminations through Payroll?

No. Messages written on Time and Attendance Reports stating that an employee is terminated will not remove that employee from the timesheet. Appropriate paperwork should be submitted to Human Resources or Student Employment to terminate an employee. Graduate Assistant terminations must be routed through the Graduate School first.

How do I make an adjustment on a Time and Attendance Report previously submitted?

Prior period adjustments are used to correct previously submitted Time and Attendance Reports. Adjustments for hours submitted incorrectly, adjustments for hours omitted for a previous pay period or adjustments for incorrect rates can be added to the next available Time and Attendance Report.

For hours previously omitted, add a line to the current timesheet and enter the information needed including the MM/DD/YYYY in the last column indicating the pay period end for which the hours were missed.

For hours submitted incorrectly or adjustments to prior pay periods, add two lines to the current timesheet. On the first line, enter the information exactly as it was submitted originally but in brackets. On the second line, enter the correct information. Both lines require the MM/DD/YYYY in the last column indicating the pay period end being amended.

What action should I take if I was overpaid?

Notify your department immediately. Your department will need to correct your job record through Human Resources or Student Employment. Contact Payroll for instructions on how to repay the university. Once resolved, Payroll will reverse the payment in SOAR, thus ensuring your W2 is correct.

What do I do about returning payroll checks mailed to departments that are not picked up by employees?

Please return all checks not picked up to Payroll located in Bond Hall, second floor, Room 230. Add a note to the outside of each as to the reason for the return. Please hand deliver to eliminate the possibility of checks getting lost in the mail.

How do I know if someone should be paid through Payroll or as an independent contractor through Accounts Payable?

Please review the following information if contracting for personal services with a corporation:

Usually, a corporation will provide a contract for the university department to sign upon approval by the University Counsel. However, there are situations in which a contract is not signed. In these instances, a Personal Services Agreement (PSA) should be completed. The PSA serves two functions: It allows us to determine whether or not Independent Contractor status is allowable according to IRS guidelines. Also, it serves as our written contract in case of dispute over what services need to be performed. If you have any questions, please contact the Tax Compliance Officer at 601-266-4102.