Payroll & Time Sheets

You must record your leave usage on the Time & Attendance (TAS) system in the SUNY Self Service portal. Time sheets are not required.

TAS Guides:

• Professional Employees
  • TAS Guide for Professional Employees
  • TAS Guide for Supervisors of Professional Employees
  • Full TAS Training Document for Professional Employees and their Supervisors
  • TAS Webinar for Professional Employees and their Supervisors
• Faculty
  • TAS Guide for Faculty
  • TAS Guide for Supervisors of Faculty
  • Full TAS Training Document for Faculty and their Supervisors
  • TAS Webinar for Faculty and their Supervisors
• Classified Employees
  • TAS Guide for Classified Employees
  • TAS Guide for Supervisors of Classified Employees
  • Full TAS Training Document for Classified Employees and their Supervisors
  • TAS Webinar for Classified Employees and their Supervisors

Please see the Pay Schedule for Hourly & FEE Employees above for time sheet due dates. Note: Time sheets will not be accepted if submitted before the end of shift.

Use the appropriate time sheet:

• Hourly Professional (UUP) Time Sheet
• Hourly Classified Time Sheet (To download this form, please select, "File," then select "Save as.")
• FEE Time Sheet (To download this form, please select, "File," then select "Save as.") 

Please use the appropriate time sheet:

• Fall 2024 GA/TA Attendance Report
• Spring 2025 GA/TA Attendance Report

Sick Leave for Graduate Assistants & Teaching Assistants

Sick leave is not available during the first semester of an assistantship.

After their first semester of service, graduate assistants and teaching assistants represented by the Graduate Student Employees Union (GSEU) are eligible for a maximum of five days of sick leave with pay per academic year.

Sick leave should be used for personal illness and is subject to supervisory approval. Sick leave does not accumulate year-to-year and must be used in the academic year it was used.

Please call HR at 518-437-4700 with any questions about sick leave. 

For departmental use, please complete the appropriate paper copy time sheet:

• Student Assistant Blank Time Sheet (Paper Copy)
• Work Study Blank Time Sheet (Paper Copy)

To be paid, you must also enter time worked into the Time & Attendance (TAS) system in the SUNY Self Service portal.  

The deadline for submitting your online time sheet to your supervisor varies by department. Deadlines for supervisors to approve time sheets can be found above (see “Pay Schedule for Federal Work-Study & Student Assistants").

If your online timesheet isn’t submitted and approved in TAS on time, you may not be paid for time worked until the next paycheck is issued.

Note: You’ll be able to access TAS no later than seven days after your supervisor completes your hire online. If you begin work before you can access TAS, please use paper time sheets to track your time worked and then enter your hours into TAS later.

TAS Guides:

• TAS Guide for Student Employees
• TAS Guide for Supervisors of Student Employees

Please complete the Extra Service Payment Voucher. Review the SUNY Extra Service Policy for limitations.

To enroll in direct deposit or update your existing direct deposit information, please review the direct deposit enrollment instructions and complete the Direct Deposit Enrollment (AC 2772) Form.

Forms must be submitted via mail or in person (University Administration Building, Suite 300). Note: Do not email or fax files that contain sensitive information, such as banking information.

Direct deposit is automatically inactivated after an employee does not receive a paycheck for three pay periods (excluding worker’s compensation).  

Most employees who are not paid during the summer term must reactivate direct deposit when they return to campus. However, student assistants and Federal Work-Study employees do not need to reactivate direct deposit after the summer term.  

Direct deposit may also be cancelled for employees who routinely incur lost time due to lack of accruals, are low on time or fail to submit time sheets by the deadline.

To reactivate direct deposit (without changes from the previous semester), please complete the Direct Deposit Reactivation Request Form.

If you need to make changes while reactivating direct deposit, please instead complete the Direct Deposit Enrollment Form (AC 2772).

Forms must be submitted via mail or in person (University Administration Building, Suite 300). Note: Do not email or fax files that contain sensitive information, such as banking information.

Due to an increase in attempts to defraud state employees, Human Resources verifies all direct deposit forms received.  

Employees dropping off forms in person will be asked to show a photo ID. Forms received by mail will be verified before they are processed.

Processing times vary, especially in times of high volume (such as the beginning of a semester). Your direct deposit request will be effective one to three paychecks after you submit the form.

Paychecks and direct deposit stubs for all employees are mailed to your legal (permanent) address on file, unless you have updated your payroll address with a temporary address.

You can update your address, go paperless and/or view your paycheck in the SUNY Self Service portal. Visit the Personal Information page for more information on address changes.

Alternatively, you can request Payroll change your preferences to paperless on your behalf. Submit a completed Request to Opt Out of Direct Deposit Advice Printing Form via mail or in person (University Administration Building, Suite 300) or via email ([email protected]). 

All new employees are required to complete the following two payroll withholding forms:

• Federal withholding: Form W-4  
• State withholding: Form IT-2104 or Form IT-2104-E

Forms must be submitted via mail or in person (University Administration Building, Suite 300). Note: Do not email or fax files that contain sensitive information.

Employees who are not U.S. citizens or permanent residents should review the Tax Information for New International Employees before completing the payroll withholding forms. 

W-2 statements are mailed out to your legal (permanent) address on file on or before January 31 each year.

You can update your address and/or view your W-2 in the SUNY Self Service portal. Visit the Personal Information page for more information on address changes.

To request a duplicate W-2 statement after February 15, please provide the following information to Payroll via email ([email protected]) or phone (518-437-3830):

• Your full name
• Your New York State ID number (located on your paycheck stub)
• Your current mailing address
• The W-2 statement year you are requesting

1042-S statements are mailed out to your legal (permanent) address on file on March 15 each year.

You can update your address in the SUNY Self Service portal. Visit the Personal Information page for more information on address changes.

To request a duplicate 1042-S statement after March 20, please provide the following information to Payroll via email ([email protected]) or phone (518-437-3830):

• Your full name
• Your New York State ID number (located on your paycheck stub)
• Your current mailing address
• The 1042-S statement year you are requesting

Tax filing requirements for international employees vary depending on visa category, purpose of visit and length of stay in the United States.

This information is used to determine your tax status as either a nonresident alien or a resident alien. Note: Your tax status is not the same as your immigration status.

The IRS would consider the following individuals as nonresident aliens (NRA) for tax purposes:

• F-1 and J-1 students who have been present in the U.S. for fewer than five years, and J-1 non-students who have been present in the U.S. for fewer than two years
  • Note: Prior visits with the same or another visa status may change your residency status. For more information, please refer to IRS Publication 519. 
• H-1B visitors who will be present for fewer than 183 days (including all the days of presence in the current year, one-third of the days in the first preceding year and one-sixth of the days in the second preceding year)
  • For more information on this calculation, please refer to IRS Publication 519.

The IRS would consider the following individuals as resident aliens for tax purposes:

• F-1 and J-1 students who have been in the U.S. in this status for five or more years, and J-1 non-students who have been present in the U.S. for more than two of the last seven years
  • Note: Prior visits with the same or another visa status may change your residency status. For more information, please refer to IRS Publication 519.
• H-1B workers who have been present for at least 183 days (including at least 31 days in the current year, one-third of the days in the first preceding year, and one-sixth of the days in the second preceding year)  
  • For more information on this calculation, please refer to IRS Publication 519.

All new international employees are required to complete the following employment and tax forms:

• Foreign National Information Worksheet and Substantial Presence Test
• Form I-9
• Payroll withholding forms (please review instructions below before completing these forms):
  • Federal withholding: Form W-4
  • State withholding: Form IT-2104

Forms must be submitted via mail or in person (University Administration Building, Suite 300) with copies of your passport ID page, I-94 card, and I-20 or DS-2019.

These forms only need to be completed once. Returning employees do not need to complete these forms again.

However, if there is a change to your immigration status (such as your program being extended), please submit copies of your new I-94 card and new I-20 or DS-2019 via mail or in person (University Administration Building, Suite 300).

Note: Do not email or fax files that contain sensitive information, such as social security number or date of birth.

Instructions for Payroll Withholding Forms

How you complete the payroll withholding forms depends on your tax status. Review instructions for determining your tax status above.

If you are a nonresident alien:

• You must check the "Single" box on Form W-4 and Form IT-2104, regardless of your marital status.
• You must claim one allowance on line 5 of Form W-4 and line 1 of Form IT-2104.
• You must write "NRA" on line 6 of Form W-4 to indicate your nonresident alien status.

If you are a resident alien, please refer to the instructions on Form W-4 and Form IT-2104.  

How you file taxes depends on your tax status. Review instructions for determining your tax status above.

The annual filing deadline for federal and state tax returns is April 15.  

Do not use e-filing software or tax services, as they are not designed to be used by individuals governed by tax treaties (see below). Send completed paper forms by mail and keep copies for your records.

International students should contact International Student & Scholar Services (ISSS) for additional information and assistance.

Resident Aliens

Resident aliens should refer to the IRS instructions for filing Form 1040, which is required.

Nonresident Aliens

Nonresident aliens on a F-1 or J-1 should refer to International Student and Scholar Services' Employment and Income Tax webpages for additional information and resources.

In summary, the following applies:

• You must complete Form 8843, even if you had no U.S. income of any kind or if bank interest was the only income you received during the taxable year. See IRS instructions for filing Form 8843 for more information.
• If you received any other U.S. income — such as salary or wages, scholarships or fellowships, prizes or awards, or dividend income — you must also complete Form 1040-NR. 
• You may also be required to file a New York State tax return using either Form IT-203 or Form IT-201. Refer to the instructions for Form IT-203 and instructions for Form IT-201 for more information.  
• All F-2 and J-2 dependents must file Form 8843, even if they had no U.S. income of any kind or if bank interest was the only income they received during the taxable year.  
• If your dependent(s) received any other U.S. income, they will also need to file Form 1040-NR and Form IT-203.
• Waivers, grants, scholarships or other awards used to pay for qualified educational expenses — such as tuition and fees — are not taxable. Awards used to pay for non-qualified expenses — such as room and board — are taxable.
  • We are required to withhold tax on the room and board portion of your scholarship and report it to you on a 1042-S statement. You will enter the amount from this statement on line 5 of Form 1040-NR-EZ or line 12 of Form 1040-NR. 
• If you are not employed and do not have a U.S. social security number, you must obtain an Individual Taxpayer Identification Number (ITIN) to file your tax return. 
  • If you do not already have an ITIN, you can submit Form W-7 with your completed tax return and Form 8843 to the ITIN unit (use this address, not the mailing address in your tax return’s instructions): 
    Internal Revenue Service 
    ITIN Operation 
    P.O. Box 149342 
    Austin, TX 78714-9342 
• For additional information, review the Tax Treaty Benefits section below.

For detailed information on your country’s tax treaty with the United States, please refer to IRS Publication 901 and the IRS list of U.S. tax treaties.

If you are eligible for tax treaty benefits, you must submit a completed Form 8233 to Payroll each year to prevent tax withholding from your paycheck.

Completed forms may be submitted via mail or in person (University Administration Building, Suite 300). Note: Do not email or fax files that contain sensitive information.

The U.S. government requires all colleges and universities to withhold tax at the rate of 14% on non-qualified scholarships awarded to nonresident alien students.

Non-qualified scholarships include awards applied to room and board and any other expenses that do not include tuition, books and required fees.

Tax withholding will reduce the amount of the total scholarship applied to your student account, and you will be responsible for paying any remaining charges.  

All nonresident aliens with taxable scholarships must complete the following forms:

• Application for a U.S. Individual Tax ID Number (ITIN) Form W-7
• Foreign National Information Worksheet and Substantial Presence Test

Forms must be submitted to HR via campus mail, postal mail or in person (University Administration Building, Suite 300) at the start of the academic year. Note: Do not email or fax files that contain sensitive information, such as Social Security numbers. 

Depending on the total amount of your taxable scholarship and income, you may be entitled to a refund of some of or all the tax withheld from your scholarship after you file a U.S. tax return at the end of the tax year. 

If you are a resident alien for tax purposes, tax will not be withheld from your scholarship. However, you are still responsible for reporting your scholarship and paying any applicable taxes when you file a U.S. tax return at the end of each tax year.