Forms

A list of requests and forms that the Payroll Office requires is presented below.  A short name, the official name, description, and where to get the form are provided.

Short Name Official Name and Description Obtained from

Salary Deposit Form

     Employees must use Workday to update banking information.

Sign into your WorkDay account to access payment elections.

Review the job-aid article for further assistance.

 

Requests via Telephone
Short Name Official Name and Description Obtained from
1042-S Form
  • Issued only to Foreign Nationals who have received tax treaty benefits or have had Federal Income Tax withheld for a Fellowship or Scholarship.
  • Foreign Nationals may be eligible for tax treaty benefits if their Country of Permanent Residence has a current tax treaty in force with the USA, allowing exemption from Federal Income Taxes on earned income, scholarship, or fellowship monies.
  • Please refer to the Foreign National Employee Information page and information regarding SprinTax Calculus to determine tax treaty eligibility.
 [email protected]
Duplicate Check Stub

Current Employees may print a copy of their pay stub from WorkDay.

  • Once logged into WorkDay, go to the Menu area and under Apps choose 'Benefits and Pay'.  Then, use the Pay menu drop-down arrow to choose 'Payments'.  You will see your pay slips listed and can choose the pay slip you need.

You may email a request for a copy of your pay stub, if you are unable to obtain a copy using Workday.

Current Employees: WorkDay

 

 

Requests: [email protected]
W-2 for tax purposes

This form is provided to every employee for income tax filing. The form represents a tax year and is issued by January 31 of the following year. 

  • There are four copies provided: one copy each for Federal, State, Local, and the requester.
  • Current employees that have elected in WorkDay to receive their W-2 electronically, may print a copy of their W-2 from their WorkDay account once it is available for that calendar year.
  • Employees that have elected in WorkDay to receive both electronic and paper copies, will have access and receive their W-2 once the paper copy has been mailed by January 31st of the following year.

Current Employees: WorkDay

 

Tax-Related Forms
Short Name Official Name and Description Obtained from
Search for Federal IRS forms A list of all Internal Revenue Service (IRS) forms, instructions, schedules, and publications. The Fill-in forms allow you to enter information while the form is displayed by an Adobe Acrobat 5.0 (or later) product and then print the completed form out. Fill-in forms give you a cleaner crisper printout for your records and for filing with the IRS.

IRS forms list (link is external) (long list) (a search option is available)

IRS Fill-in Forms (link is external)
Pennsylvania Tax Forms List of Pennsylvania Personal Income Tax forms, Fill-in Forms, Instructions, and Tax Codes, etc. PA Tax Forms (link is external)
Form PA-40 PA-40 PENNSYLVANIA INCOME TAX RETURN: The PA-40 is used to file PA State taxes.
The PA-40 must be completed and submitted to the Pennsylvania Department of Revenue:
  • by every PA employee
  • must be filed even if you don't owe additional taxes
  • must be filed to be reviewed for a POSSIBLE refund
 PA Tax Forms (link is external) (scroll to form for current year)
PA REV-419 EX EMPLOYEE'S NONWITHHOLDING APPLICATION CERTIFICATE PA Tax Forms (link is external)
IRS Form 673 STATEMENT FOR CLAIMING BENEFITS PROVIDED BY SECTION 911 OF THE INTERNAL REVENUE CODE:
Form 673 should be completed and submitted to Payroll:
  • by U.S. citizens or Resident Aliens who are living and working in another country to qualify for exemption from federal income tax
  • new form for each calendar year
 IRS form with instructions (link is external) (2pgs)
IRS Form 1040 FORM 1040 U.S. INDIVIDUAL INCOME TAX RETURN:
Form 1040 should be completed and submitted to the IRS:
  • by anyone who is a U.S. citizen,
  • permanent resident or claims residency for tax purposes to file their federal tax return

IRS Form (link is external)
(33K, 2pgs)

Instructions (link is external)
(778K, 117pgs)
IRS Form 1040 NR FORM 1040-NR U.S. NONRESIDENT ALIEN INCOME TAX RETURN:
Form 1040-NR should be completed and submitted to the IRS by non-resident alien's to file their federal tax return.

IRS Form (link is external)
(52K, 5pgs)

Instructions (link is external)

W4

 EMPLOYEE'S WITHHOLDING ALLOWANCE CERTIFICATE (FORM W-4):
This form authorizes the University to make the appropriate withholdings for Federal Income Tax.  
 

W-4 information is required to be updated in Workday:

  • when you want to change your marital status
  • when you want to change the number of claimed dependents
  • if you want to add/change additional amount of federal income tax withholding per pay
  • claim exemption from withholding of federal income taxes (see instructions below)
You are eligible to claim exempt status ONLY if:
  • Last year you did not have any Federal Income Tax liability, AND
  • This year you expect to have no Federal Income Tax liability.
  • NOTE: if another person can claim you as a dependent on his or her tax return, you cannot claim exemption from withholding if your income exceeds $1,050 and includes more than $350 of unearned income (for example, interest and dividends).
  • EXCEPTIONS: An employee may be able to claim exemption form withholding even if the employee is a dependent, if the employee:
  • (a) is age 65 or older, (b) is blind, or (c) will claim adjustments to income; tax credits; or itemized deductions, on his or her tax return.  The exceptions do not apply to supplemental wages greater than $1,000,000.
  • link to the IRS Publication 505, Fig. 1-A   EXEMPT Eligibility worksheet to determine if you qualify to choose Exempt on your W4 Federal tax elelctions in Workday    
Withholding Calculator (link is external) This Withholding Calculator reflects the change in the income tax rates on individuals that began on July 1, 2001. It can help you figure your Federal income tax withholding so your employer can withhold the correct amount from your pay. You may use the results of this program to help you complete a new Form W-4, which you will submit to your employer.		 Visit WorkDay to access and learn more.

Payroll Deduction Forms
Short Name Official Name and Description Obtained from
Credit Union Deduction PENN STATE FEDERAL DEPOSIT & DISTRIBUTION OF PSU PAYROLL DEDUCTION:
The Penn State Federal Deposit and Distribution of PSU Payroll Deduction is to authorize or change a payroll deduction with deposit to the Penn State Federal Credit Union. The form is used to instruct the Penn State Federal Credit Union the categories/amounts to which member deductions are to be applied. A Credit Union form should be completed and submitted to the Credit Union for processing. They will notify the Payroll Office of any changes.		 GURU Form (link is external)
United Way Deduction UNITED WAY CAMPAIGN PAYROLL DEDUCTION CARD:
This card is used by all campuses for full-time employees to have United Way contributions deducted from their paychecks during annual fall campaigns in conjunction with procedures established by United Way campaigns in each area, or throughout the year for new employees or present employees to make changes in payroll deductions.		 GURU Instruction (link is external) Obtain form from Payroll Office
Uniform Rental Deduction Authorization for Salary Deduction for Uniform Rental. Obtain form from Payroll Office