Frequently Asked Questions

I’m a new employee, what do I need to do to get paid?

Your department administrator will submit the necessary paperwork to get you set up for payment in the Payroll system.

You will receive Payroll specific tax forms (see W4 and M4) and a direct deposit form in your new hire package. Completed tax forms should be sent directly to the Payroll Office (Campus NE49-3131 and Lincoln A-281). These forms are effective when we receive them and cannot be processed retroactively so send them promptly to ensure proper withholding. The completed direct deposit form should be returned to the appropriate Payroll Office. If you are requesting a new account with the MIT Credit Union, send the completed form directly to them in NE48 so they can set up your account and forward the number to Payroll for processing.

If you do not wish to submit forms, you can set up your tax withholding and bank information on-line via Employee Self Service at http://web.mit.edu/sapwebss under the Money Matters tab. You will have access to this on-line option once your record has been created.

I’m a student with a new campus job, what do I need to do to get paid?

If this is your first job on campus, you must complete a form I-9 and submit to Student Employment.

Once that is done, you department administrator can submit the necessary paperwork to get you set up in the Payroll system.

If you are an hourly paid student, you will need to submit the hours you’ve worked before payment can be made. Please check with your department to find out what they’re local process is for completing time sheets.

Tax forms and direct deposit can be done the same way as it is done for an employee so please refer to the question above for details.

When is payday?

Staff payday is the last business day of the month. If the last day of the month falls on a weekend or a holiday, the last business day is the day prior. Weekly payday is each Friday. If a holiday falls on a Friday, payday is the day prior.

Where do I pick up my check?

If we have an office address on file for you, the check will be available in the Payroll Office (NE49-3131) for pick up on payday. If we do not have an office address on file, your check will be mailed to the home address on file. You must have a photo ID with you to pick up a check in the Payroll Office.

If you are still receiving a check, please see our direct deposit policy at http://controllers.mit.edu/site/payroll/policies_procedures/direct_deposit

How do I change my tax information or direct deposit information?

You can change your tax withholding and bank information on-line via Employee Self Service at http://web.mit.edu/sapwebss under the Money Matters tab. You can also submit changes on paper. The paper forms are available on the HR Payroll Service Center web site at http://web.mit.edu/hr/hrpayservicecenter/

How do I find out what my vacation balance is as of today?

Payroll tracks vacation for support staff, service staff, sponsored research staff and post doctoral associates. Call 617-253-3337 to be transferred to the appropriate staff member to assist you.

How should I pay someone?

You should contact your Human Resource Officer for assistance in determining the appropriate payment method.

How do I get a new paycheck if I lost one?

A stop payment needs to be placed on the lost check before we can issue a new one. Send a written request to payroll@mit.edu and be sure to include your name, MIT ID number and the date of the check. Also include a phone number at which you can be contacted when the re-issued check is ready.

I found an old check that I can’t cash. What do I do?

Return the check to the appropriate Payroll Office either by mail or in person. If you mail the check, be sure to include a letter explaining why you have mailed it to us and how you would like to get the replacement check (pick up or by mail).

How do I apply for tax treaty coverage?

Many international students and visitors are eligible for coverage by a tax treaty. Application of tax treaty coverage is NOT automatic. You must complete the appropriate forms which can be picked up from the Payroll Office, NE49-3131. If you are unsure of your eligibility to be covered by a tax treaty, please email payroll@mit.edu with your name, MIT ID and country of tax residence and someone will get back to you with information on your eligiblity.

Why is tax being withheld from my check if I already filled out a tax treaty form and returned it to the Payroll Office?

The most common reason for delays in processing tax treaty forms is a missing social security number or individual taxpayer ID number. If you did not have this number at the time you completed the form, it is being held for processing. If this is the case, please send a copy of your social security card to the Payroll Office or drop off a copy and indicate that you previously completed a tax treaty form. If this is not the case, send an email to payroll@mit.edu and we will contact you regarding the delay.

Can I get a payment for a late appointment directly deposited to my bank account?

Only payments made through the regular weekly or monthly payroll processing can be forwarded electronically to your bank. If a payment is made to you at any other time, it must be a check.

Can I get an advance on my salary for financial hardship?

MIT policy does not allow salary advances.

Can I set up a deduction from my pay check to pay my mortgage, credit card, etc?

We do not take voluntary deductions from a paycheck for the purpose of paying bills.

What is direct deposit?

Direct deposit is a safe and confidential way to have your salary payment electronically transferred into an account at the financial institution of your choice in the United States.

How do I begin using direct deposit?

You can change set up direct deposit on-line via Employee Self Service at http://web.mit.edu/sapwebss under the Money Matters tab. You can also submit your request on paper and the form is available on the HR Payroll Service Center web site at http://web.mit.edu/hr/hrpayservicecenter/

Is direct deposit required for all MIT employees?

Yes. All new employees must submit Direct Deposit information on-line or on paper when they are hired. This policy applies to all employees including those who are paid monthly as well as weekly.

What if I do not have a bank account?

Because direct deposit is required for all employees you will need to open a bank account to deposit your salary payment. The MIT Federal Credit Union is a convenient option for employees who do not currently have a bank account. The Credit Union offers no fee accounts to MIT employees and the new MIT Direct Deposit Form includes an application for a Credit Union account.

How will I know when my salary payment has been deposited or the amount that was withheld from my paycheck?

You will continue to receive a complete earnings statement each payday, which will indicate the amount transferred to your designated bank account as well as how much was deducted for taxes, insurance and other items. Your salary payment will already have been deposited in your account. The amount of the deposit will also appear on your bank statement.

When will I have access to my salary payment?

Your salary payment will be accessible earlier because you don’t have to wait for your paycheck to clear. Typically, your financial institution will credit your account on payday. In addition, most banking institutions will give you access to your salary payment through the use of your ATM card on the morning of payday.

What happens if I change financial institutions or want my paycheck deposited in a different account?

You can update your bank information anytime electronically via Employee Self Service at http://web.mit.edu/sapwebss under the Money Matters tab. You can do this from any computer on which you have a certificate.

How can I determine the Routing and Transit Number (RTN) for my financial institution?

If you have a checking account look at the bottom left corner of your checks. Usually, the first nine digits are the RTN. Contact your financial institution if you wish to direct deposit into your savings account or if you are unsure of the correct RTN.

Who do I contact for assistance or to answer questions I have about completing the Direct Deposit Form?

Contact your financial institution if you are unsure of your correct Routing Transit Number or Account Number. Direct other questions to the campus Payroll Office, 617-253-3337 (campus employees), or the LFO Payroll Office, 781-981-2343 (Lincoln Laboratory employees).