Frequently Asked Payroll Questions
How do I change my withholding allowances?
Mail or fax 464-7833 a new Form W-4 or VA-4 (available under Payroll Forms) to Payroll, 311 Smith Hall. Please be sure to complete the form(s) in ink and sign and date at the bottom. If you have questions about how a change will affect your take-home pay, call Payroll.
How do I claim exempt from federal income tax withholding?
Complete a Form W-4 in ink claiming exempt on Line 7, and do not write anything on Lines 5 or 6. A new form must be completed each year no later than 15 February. You are eligible to claim exempt only if you had no federal tax liability last year and expect to have none this year.
How do I claim exempt from state income tax withholding?
Complete a Form VA-4 checking the box for exempt, and do not write anything on Lines 1 or 2. A new form must be completed each year, as forms expire on 31 December. See VA-4 form instructions on back of form to determine if you are eligible to claim exempt.
When is my hourly wage timesheet due?
Hourly wage timesheets are due by 5:00 pm on the 2nd business day after the end of the pay period. Payment for timesheets received after the deadline may be delayed until the following pay period. Please complete timesheets in ink and be sure that both the employee and the supervisor initial any corrections.
Where do I send my hourly wage timesheet?
Send to Payroll, 311 Smith Hall, through Post Mail or hand deliver before the due date.
Direct Deposit Changes
How do I change my direct deposit?
Remember that direct deposit is required for payroll. Notify us immediately if there is a change in your account. Any change requires a new Employee Electronic Direct Deposit Authorization form, as the new form replaces the old one. If possible, attach a voided check or copy of a check (NOT a deposit slip) for each new account listed on the form. If you do not have a voided check available, you may write in the banking routing number and your account number, but any errors may delay your pay. Please complete the form in ink and send to Payroll, 311 Smith Hall, at least two weeks before the payday on which you wish it to take effect.
How do I change the address on my paycheck or W-2?
Contact the VMI Human Resourses Office as soon as possible when you have an address change. Cadets should contact the Registrar's Office.
When will I receive my Form W-2?
Form W-2s are mailed to employees no later than 31 January
Tax Shelter Enrollment or Changes
How do I enroll in or change an existing 457 or 403b deferred compensation (tax shelter) plan?
Contact the Human Resources Office.
Can I have my VMI Foundation or VMI Keydet Club contributions deducted from my pay?
Yes. Mail a completed Alumni Agencies Payroll Deduction Authorization form to Payroll, 311 Smith Hall at least two weeks before the payday on which you wish it to take effect.
Is there a list of health care codes and the employee cost?
Yes. Click on COVA Codes to display codes, code descriptions, and the Employee and Employer Amounts.