Payroll

To learn how to use the Patriot Web Dashboard, reference the Patriot Web Dashboard Overview.

You will receive e-mail reminders to your Mason e-mail account to inform you about the submission deadlines. You can also refer to our Payroll Calendars for those dates.

Adjunct faculty, 9-month instructional/research faculty, and graduate assistants are not required to complete timesheets.

For specific guidance based on your employee class, please reference the step-by-step videos below:

• General Patriot Web Timesheet Navigation
• Exempt Classified Staff Members
• Non-Exempt Classified Staff Members
• Faculty Members
• Wage Employees

To find out the next time you will be paid:

1. Visit Mason's payroll calendar and schedule page
2. Under "Payroll Schedules," choose the current year and what payroll schedule you are on (bi-weekly or semi-monthly).
3. Your payroll schedule is listed on your offer letter.

Supervisor Has Not Approved Your Timesheet Yet

If your supervisor has not approved your timesheet yet, please view the employee timesheet recall video.

Supervisor Has Approved Your Timesheet

If your supervisor has approved your timesheet,

1. 1. Fill out the appropriate timesheet correction form found on the forms page under "Timesheet Forms"
   2. Submit your timesheet to HR & Payroll by scanning and emailing to payroll@gmu.edu. Wage and student wage timesheets do not need to be scanned and emailed.

Supervisor Has Returned Your Timesheet for Correction

If your supervisor has returned your timesheet for correction, please view the employee correct a returned timesheet video.

“Time transaction already exists,” “Submit not allowed,” or “Approval not allowed"

• These error messages will not prevent processing of the timesheet. These error messages occur when a button to open/submit/approve is double clicked or the enter key is pressed twice when submitting a password.

“Not configured properly”

• There may be a problem in the system about who is the timesheet approver. Please email HRDM@gmu.edu for assistance.

To Add a New Account or Change an Existing Account

1. Log onto Patriot Web
2. Select "Employee Services"
3. Select "Employee Dashboard"
4. Under Pay Information select "Direct Deposit Information"
5. Your current pay distribution will appear on the top. Under Proposed Pay Distribution Select
6. A new pop up window will open prompting you to choose one of two options: (1) Create from existing account information or (2) Create new
7. Enter your direct deposit information, check the box to authorize the deposit, and click on “SAVE NEW DEPOSIT”
8. You will receive an email confirming a change was made to your direct deposit allocation.

To Delete an Existing Account

1. Log onto Patriot Web
2. Select "Employee Services"
3. Select "Employee Dashboard"
4. Under Pay Information select "Direct Deposit Information"
5. Click the check box to the left of the bank account to select it
6. Click the option on the right.
7. You will be prompted to confirm your action. To do so click
8. Delete otherwise choose “Cancel”
9. You should receive an e-mail confirming a change was made to your direct deposit allocation.

Mason offers an employee service that makes income and employment verification easy and automatic. We have partnered with a third-party vendor to provide a 24/7, quick, and private way to obtain proof of income and/or employment.

You Can Use This Service When

• Applying for credit
• Leasing or renting
• Financing a purchase
• Applying for government services

How to Obtain Income and Employment Verification

 For Verifiers

If the banker, property manager, car dealer, or caseworker asks for proof of income and/or employment, send them to one of the resources below.

• • The employer code is 15114.
  • www.theworknumber.com
  • 877-442-9963 M-F 8 a.m. to 8 p.m. (ET)
  • verifiersolutionssupport@equifax.com

 For Self-Service

The WorkNumber also offers a self-service option.  To utilize this service, log in with your Mason credentials to the secure WorkNumber portal for Mason employees.  From the home screen, employees can:

• • Download their own employment data
  • Prove Employment to Verifiers
  • Prove Income to Verifiers

Questions

To learn more, visit the WorkNumber website. If you have additional questions, email hrverify@gmu.edu.

Guidelines

For general information about compensatory leave and overtime, please read the Compensatory Leave and Overtime Guidelines.

Overtime Leave Agreement

To complete an overtime leave agreement, please fill out the Overtime Leave Employee Agreement Form found on the forms page and submit it to HR & Payroll:

• • Scan and email to payroll@gmu.edu
  • Fax to 703-993-2601
  • Mail to 3C3

Request Overtime Leave Pay Out

To request overtime leave pay out, please fill out the Request for Overtime Leave Pay Out form and submit to HR & Payroll:

• • Scan and email to payroll@gmu.edu
  • Fax to 703-993-2601
  • Mail to MS 3C3

For guidance on leave usage, please visit the leave page located on the HR & Payroll benefits site.

Nine-month faculty are eligible to spread their compensation over 9-months or 12-months. The pay schedule will remain the same for current faculty and will only change if the faculty member completes the online form prior to the start of the academic year (August 25th). If the faculty member previously elected to have their academic year compensation paid out over a 12-month period and wish to maintain that election, no further action is required.

The election is irrevocable for the academic year and cannot be changed after the commencement of the academic year as per the Internal Revenue Code – IRC 409A. New faculty will continue to default to be compensated over a 9-month period and will have the opportunity to elect to be paid over 12 months beginning the following academic year.

9-Month Deferred Pay Options Chart:

Enrollment

To enroll or make a change to your current election, please complete the 9-Month Faculty Pay Selection Form.  HR & Payroll must receive your completed form no later than August 24. Your election will remain in effect unless you submit an additional form during a future-year open enrollment period.

Continuation

It is not necessary to re-enroll each year. Faculty will continue to be in the 9 paid 12 pay plan option until they elect to change their election.

Position Changes

Faculty must withdraw from the plan if they plan to retire or enter into their final year of a phased retirement agreement, have an FTE reduction, take a leave of absence, or go on long-term disability. If you are planning on retiring during or after the academic year, any deferred amount remaining will be paid to you in one lump sum and is subject to all federal and state tax regulations.

Benefit Deductions

Benefit deductions that are in effect for 12 months for faculty paid over 12 months (i.e. medical, dental, etc.) will be deducted over the entire 12 months instead of 9 months. Retirement deductions and university contributions to retirement as well as tax withholdings will be based on wages paid, not wages earned.

Tax Implications

There could be additional tax implications/fees when electing to defer pay. Therefore, it is recommended that faculty consult with a tax advisor regarding any questions about the potential impact of electing to receive compensation over 12 months.

Summer Pay

The election to defer pay over 12 months will have no impact on summer pay. 9 month faculty will still be paid additionally for teaching summer courses.

How Deferred Pay Works

For more information on how deferred pay works please review our document.