Forms

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

Forms and Requests
Short Name Official Name and Description Get Form
Salary Deposit Form SALARY DEPOSIT REQUEST:
 
This request gives the Payroll Office authorization to deposit an employee's net salary into a checking or savings account in most financial institutions nationwide.
 
Employees can now setup and manage their deposit accounts and payment elections via Workday.
  • to provide bank information to deposit your paycheck or other accounting payments
  • if you change your bank, bank account number, or type of account (i.e. checking to savings)
 Visit Worklion.psu.edu to access Workday and learn more.

 

REQUESTS via Telephone
Short Name Official Name and Description Get Form
1042S 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 taxes on earned income, scholarship, or fellowship monies. [email protected]
Duplicate Check Stub You may also print a copy of your pay stub from the website at Workday Click on "Workday"  in the center of the page, click on the pay icon, click on pay slips - in the "view" section.  Choose the pay slip you need.
 
This is a request for a copy of your check stub if you are unable to attain a copy of your pay stub using Workday.		 https://psuportal.neocaseonline.com
 
[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 and, local taxes, and the requester.
You may also print a copy of a W-2 Form from Workday website at https://psuportal.neocaseonline.com		  https://psuportal.neocaseonline.com
     

 

TAX RELATED FORMS
Short Name Official Name and Description Get Form
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 1040NR U.S. NONRESIDENT ALIEN INCOME TAX RETURN:
Form 1040NR 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 Worklion.psu.edu to access Workday and learn more.
Non US Citizen  STUDENT / EMPLOYEE / FELLOW   Payroll Forms
Short Name Official Name and Description Get Form
Policy PR08 Form Policy PR08 PAYROLL DEDUCTIONS FOR ALIENS EMPLOYED BY THE UNIVERSITY:
To provide information to an alien faculty or staff member explaining the deductions taken from his or her salary during an appointment at the University.		 Policy PR08
Alien Information Form ALIEN INFORMATION REQUEST FORM:
This form allows Penn State to collect information for tax withholding purposes regarding an individual's employment, and immigration category and the primary reason the individual is in the U.S.

An Alien Information Request form is required to be completed and submitted to Payroll:

  • by all new non US citizen employee's who are non-resident alien or resident aliens when they are first employed
  • every time you to have an I-9 processed
  • if there is a change on any of the documents required for a non-resident or resident alien, i.e. Visa type, changed to Perm. Res.
 GURU Form (link is external)
Revenue Procedure
Statement
87-8		 The PSU REVENUE PROCEDURE STATEMENT
87-8:
Form needs to be completed and submitted with Form 8233 for federal tax exemption for student visa holders.		 PSU 87-8 Form
 
Form Instructions
Revenue Procedure
Statement
87-9		 The PSU REVENUE PROCEDURE STATEMENT
87-9:
Form needs to be completed and submitted with Form 8233 for federal tax exemption for J-1 non-student or
H-1B visa holders.		 PSU 87-9 Form
 
Form Instructions
IRS Form 8233 TAX TREATY  REQUEST FORM (EXEMPTION FROM WITHHOLDING ON COMPENSATION FOR INDEPENDENT (AND CERTAIN DEPENDENT) PERSONAL SERVICES OF A NONRESIDENT ALIEN INDIVIDUAL):
The IRS requires Form 8233 to be completed and submitted to Payroll:
  • to request Federal tax exemption based on a tax treaty with the U.S. and another country
  • each calendar year you qualify for the exemption (submit to Payroll by December 1 for the next year)
 IRS Form  (link is external)
(37K, 1pg) Instructions (link is external) (2pgs)
IRS
Form W-9
&
Attachment Form		 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION:
Form W-9 should be completed and submitted to Payroll:
  • by individuals who are not U.S. citizens and are a Resident Alien for US tax purposes,
  • who are in the U.S. on an H1B or J-1 visiting scholar who are requesting exemption from federal taxes based on a tax treaty with the U.S. and their country
ATTACHMENT TO FORM W-9 TAX TREATY CLAIM BY A U.S. PERSON:
A W-9 Attachment form needs to be completed and submitted to Payroll every time a W-9 form is submitted.		 IRS Form (link is external) (26K, pgs) Instructions (link is external) (17K, 3 pgs)
 
Attachment to Form W-9 (link is external)
Payroll DEDUCTION Forms
Short Name Official Name and Description Get Form
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