Electronic W-2 Self Service Direct Deposit FICA Exemption Payroll Training Payroll Links ISU Links 

Electronic W-2 Wage and Tax Statements

New for 2014, the Payroll Office has implemented an enhancement to provide ISU employees with a federally-approved Form W-2 that can be accessed electronically via the MyISU Portal.

This recent implementation allows employees the option of not receiving a paper form mailed through the US Postal Service. Electronic W-2s are more secure than printed W-2s sent through the mail, and can be printed (if required) on standard printer paper and attached to your tax forms.

In order to provide only the electronic version of your Form W-2 and not mail a paper form, the IRS requires employee consent.  Your consent can be provided by following the steps below:

  • Log into MyISU using your Sycamore Log In: https://isuportal.indstate.edu/
  • Click on the Employee Self Service badge
  • Click on the W-2 or W-4 link under Tax Forms
  • Click on Electronic W-2 Consent
  • Read the statement
  • Click the box next to Consent to receive W2 Electronically
  • Click the Submit button - confirmation will appear at the top of your screen.
  • Remember to access your W-2 online before you prepare your tax forms.

For 2013 W-2 forms, please consent by January 20, 2014.


How to View and Print Your W-2 through the MyISU Portal

  • Log into MyISU using your Sycamore Log In: https://isuportal.indstate.edu/
  • Click on the Employee Self Service badge
  • Click on the W-2 or W-4 link under Tax Forms
  • Click on W-2 year-end earnings statement
  • Select year
  • View or print your W-2

Frequently Asked Questions

Q: How do I verify I gave my consent to receive my W-2 electronically?

A: You can verify your consent by following the same instructions as above and selecting Electronic W-2 Consent.  If the box next to “Consent to receive W-2 electronically” is checked, you have given your consent. 

Q: Can I print my W-2 using my own printer and regular printer paper? 

A: Yes, follow the instructions at the top of the page to print your W-2. This can be attached to your federal and state tax documents.

Q: What are advantages of not having my W-2 printed?

A: The main advantage is security of personal information. Your W-2 will not be viewed or touched by anyone other than yourself and authorized Payroll staff. It eliminates the concern of your W-2 getting delivered to an incorrect address. 

Q: How do I revoke my consent to receive the W-2 electronically and have my W-2 mailed? 

A: Follow the same procedures you used to check the box to un-check the box. Once you select submit, your consent will be revoked.

Q: If I don’t give consent to receive my W-2 electronically will I still be able to view my W-2 on the portal?

A: Yes, you may still use the MyISU portal to view/print a copy of your W-2. A hard copy will also be printed and mailed.

Q: What if I give my consent after January 20th?

A: Your W-2 will still be available to view online. However, depending upon our W-2 printing schedule, you may or may not receive a paper W-2 through the mail.



EMPLOYEE SELF SERVICE

ISU employees can access personalized pay information through the MyISU Portal.  The Employee Self Service software allows employees to log into MyISU using a secure user ID and password and view current pay transactions and pay history for previous years.  The pay information includes pay stubs, earnings history, deductions history, leave balances, W-2 earnings statements, and W-4 withholding information.

To access your pay information using the MyISU Portal, follow the instructions listed below:

Go to the MyISU home page located at https://isuportal.indstate.edu/

Enter your Portal ID and Password and click Log In.

Click the Employee Self-Service badge.

Under the Employee Services tab, click on the desired link to begin viewing your personalized pay information.

Employees with questions regarding pay information viewed through the MyISU Portal should contact the Payroll Office at extension 3533.



DIRECT DEPOSIT

Indiana State University Direct Deposit Policy

Effective July 1, 2000, all newly hired employees are required to authorize electronic direct deposit of their pay except for work study students who are exempted by federal work study regulations. All other employees are encouraged to take advantage of the benefits of direct deposit. Employees are asked to provide a voided check or deposit slip to verify account information. Please be sure to notify the Payroll Office promptly and provide a new authorization when changing financial institutions or account numbers. Use the following link to download the Direct Deposit Authorization Form.

Direct Deposit Authorization Form

What is Direct Deposit?
Direct Deposit is a safe and secure way to have your pay deposited directly into your checking or savings account.  Indiana State University will electronically transfer your pay into your account.  So instead of taking the time to deposit a check yourself, the money will automatically be deposited into your account on pay day.


Why Use Direct Deposit?

Direct deposit offers many advantages over checks, including:

Security: With direct deposit, you don't have to worry about lost, stolen or misplaced checks.

Reliability: You no longer need to wait for your department to pick up and issue your checks.  You can have peace of mind knowing your money will always be in your account on time, and in some cases, available sooner than with a check.

Flexibility: If you decide to switch accounts or change financial institutions, it's easy to change your direct deposit arrangements.  You simply need to complete a new Direct Deposit Authorization Form and return it to the ISU Payroll Office.


How do you access your direct deposit?

You can access your pay stub, which displays your pay detail, through the MyISU Portal by following the instructions listed below:

  1. Go to the MyISU Cloud located at https://isuportal.indstate.edu
  2. Enter your Sycamore Login ID and Password and click Log In.
  3. Click on the Employee Self-Service badge.
  4. Click on Pay Information under Employee Services.
  5. Click on Pay.
  6. Select the pay stub year and click the Display button.
  7. Click the pay stub date you wish to view.

If you do not have access to a computer, you may use the computers in Human Resource's Applicant Testing Office, Rankin 321, to view and/or print your direct deposit. If you have any questions or problems accessing your email and direct deposit the staff in Human Resources will be happy to assist you.



EXEMPTION FROM SOCIAL SECURITY (FICA) TAXES

Most people who earn employee wages in the United States must have Social Security (FICA) taxes deducted from their pay.  FICA taxes are comprised of Old Age Tax, which is 6.2% of taxable gross earnings, and Medicare, which is 1.45% of taxable gross earnings.  Some employees may qualify for exemption from FICA taxes during part or all of a calendar year by being in at least one of the following two categories of exemption:  the student FICA exemption or the exemption for non-U.S. residents.

Student FICA Exemption

In accordance with Internal Revenue Code 3121(b)(10), also referred to as the American Student Rule, student employees of Indiana State University are exempt from FICA taxes on earnings under certain conditions. 

To qualify for this exemption, a student must be enrolled in at least half-time credit hours and regularly attending classes, or in the final semester and completing degree requirements.  In addition, the services performed must be “incident to and for the purpose of pursuing a course of study”.  Graduate assistantships and jobs offered through Student Employment Programs are examples of jobs at Indiana State University meeting this criterion.

The Payroll Office determines eligibility for the FICA exemption by comparing payroll records to enrollment and graduation records on each pay cycle for Student, Monthly, Monthly Supplemental, and Summer Academic Payrolls.  Those students whose enrollment is less than half-time and who have not applied for graduation at the end of the current semester will be subject to FICA taxes.

The following table shows the minimum number of credit hour enrollment an Indiana State University student must have in order to qualify for the FICA exemption:

Student Status: Fall or Spring Semester Summer Session
Undergraduate 6 3
Graduate 5 3

During periods when classes are not in session (e.g., semester break, spring break, etc.) and the break is five weeks or less, eligibility for the FICA exemption will be determined by enrollment status during the current or most recent semester. 

Example A:  A student employee who was enrolled in nine credit hours during the fall semester, and is working during the break between fall and spring semesters remains eligible for the FICA exemption due to his fall semester enrollment.  Once the spring semester begins, however, he enrolls in only three credit hours and therefore becomes ineligible for the FICA exemption.

Example B:  A student employee who was enrolled in thirteen credit hours during the spring semester remains on campus for the summer and continues working.  She is enrolled in three credit hours during Summer II.   She is eligible for the FICA exemption during the period between spring semester and Summer I (based on spring semester enrollment), then is not eligible during Summer I (when she is not enrolled), and finally becomes eligible for the exemption again when Summer II begins.

Example C-1:  A student employee is enrolled in five credit hours during spring semester, and is also finishing class work for “Incompletes”.  He is not eligible for the FICA exemption.

Example C-2:  Another student employee is enrolled in only five credit hours during spring semester, but is completing degree requirements and has applied for graduation in May.  She is eligible for the FICA exemption.

Exemption for Non-U.S. Residents

Internal Revenue Code 3121(b)(19) exempts F-1 and J-1 visa holders from FICA taxes on earnings for services performed for Indiana State University, provided they are non-residents for tax purposes and in compliance with the requirements of their visa.  Non-resident status for tax purposes is determined by the length of time the F-1 or J-1 visa holder has been in the United States.

Example A:  A student employee holding an F-1 visa arrived in the United States for the first time in August 2004.  His residency status in 2005 is “non-resident” and he is exempt from FICA during 2005.

Example B:  A student employee holding an F-1 visa arrived in the United States for the first time in August 1997.  He returned to his home country for a year in 2000-01, then returned to the United States with an F-1 visa in January 2002.  He has remained in the Unites States since then.  His residency status in 2005 is “resident for tax purposes”, although still a non-resident for immigration purposes, and he is subject to tax withholding as if he were a resident.  Although he is no longer exempt from FICA because of his residency status, he may be exempt by qualifying for the student FICA exemption.



Payroll TRAINING

No training sessions are currently scheduled. Please watch for global email announcements of upcoming training sessions or refer back to this page periodically.

If you would like to request a particular training session or arrange a session for a specific group, please contact the Payroll Manager at extension 3533.



Payroll LINKS

Social Security Administration - At the end of each calendar year the Payroll Office reports your annual earnings from Indiana State University to the Social Security Administration.  Social Security Wages reported on Form W-2 each year are used in calculating your Social Security retirement benefit.  The Social Security Administration web site contains a wealth of information regarding Social Security and also provides online services which includes a benefit estimate calculator.


Internal Revenue Service W-4 Withholding Calculator - Not sure what to claim on IRS Form W-4? The IRS has a W-4 Withholding Calculator as part of their web site.  The calculator requires you to answer a series of questions regarding your withholding status and based on the information you enter the program will calculate your anticipated income tax and recommend a withholding status for you.


Indiana Department of Revenue - This web site contains a variety of on-line tax forms, taxpayer resources and electronic services available through the Indiana Department of Revenue.


Net Pay Calculator - This is a useful tool for employees who have had a change in pay or deductions and are interested in how the change will affect take home pay.  This calculator is made available by PayCheckCity.com



ISU LINKS


University Handbook - The University Handbook is now available on the web.  The University Handbook contains the policies that govern how employees are paid.


Human Resources Office - The Human Resources Office houses many of the pay authorization forms required to pay an employee.  An increasing number of these forms are now available on the Human Resources web site. 


Controller's Office - Payroll expenses to departmental accounts are tracked through the departmental accounting reports made available through the Office of the Controller.


Student Employment -Student Employment Programs helps interested students find part-time work on and/or off campus.


Community Service Leave Policy - Guidelines for Indiana State University employees who serve as volunteers in community programs that are either of personal interest or are University sponsored initiatives.


University Unscheduled Closings - Guidelines for Indiana State University employees when the University is closed for un-foreseen circumstances. University closing guidelines for Kronos timekeeping can be found under the Kronos tab above.