Payroll

The RIT Service Center (RSC) is the primary contact for timekeeping guidance and support. Employees should work with their department supervisors or timekeepers to correct any timekeeping errors.


For timekeeping guidance:

• Talk to an RSC representative: 585-475-5000

• Search the RSC portal: help.rit.edu

• In-person RSC support: Find locations and hours on the RSC home page

Review your timecard regularly:

• How to Check the Hours on Your Timecard

To fix a submitted timecard (employees should work directly with managers/timekeepers):

• Edit or Correct an Approved Timecard

• Payroll Change Form (when Workday won't allow a correction)

Related topics:

• Check In Check Out Errors

• Understanding Timecards for Multiple Jobs

Effective with the Workday launch, Payroll Service Requests are available for common inquiries. Necessary details are collected upfront so your request can be resolved quickly by the Payroll team. 

Submit a request for:

• Inquire About an Issue with Your Paycheck

• Request a W-2, 1099, or 1042-S*

• Request a Copy of Paystub - Former Employees*

         *Former employees can access these options using a Gmail or Microsoft account.

Additional Resources:

• Access Your Paystub - Current Employees

• Search for Payroll or Timekeeping-related Knowledge Articles at help.rit.edu.

Further Questions? Payroll is here to help!

• Email: payroll@rit.edu

• Call: (585) 475-2381

Step-by-step guides for employees.

• Manage Payroll Options Guide

• Employee Time Tracking – Enter Time Worked Guide

• Employee Time Tracking Video

• Student Employee Time Tracking – Enter Time Worked Guide

Resources for managing team time and schedules.

• Manage Your Team's Time

• Manage Your Team’s Absences

• Assign Work Schedules

• Approve Reported Time Video

• Time and Absence Hub Video

• Timekeeper Training Guide & Video

• Graduate Research Assistants (GRA) Hiring Guide

• Student Hiring Guides

• Use the search bar to find Payroll Distribution Report Details
• Run your report with the appropriate parameters
• If you do not have access to the report, or need expanded access, complete Request Workday Role, noting which organizations, etc. you need access to in the Description field. 

• Authorization: You must have specific security access granted through the RIT Service Center.
• Access the System: Log in to Oracle at https://mybiz.rit.edu.
• Navigate: Go to the Payroll Inquiry and Reports section.
• Submit Report: Use report name 'Payroll Distribution Report - XML'.
• Enter Parameters: Select a Payroll Type, Period, Employee, and/or Account Number as applicable.
• Submit: Submit the request after entering parameters and wait for it to complete.
• View Report: Once complete, view the output for detailed payroll data. 

The following RIT benefit rates are used to calculate employer benefit charges for eligible payroll expenses charged to RIT operating accounts and all projects except NTID and federal grants and contracts.

Benefit charges are applied monthly and are based on the payroll period end date, rather than the employee's paycheck date.

The six NTID/Federal provisional rates, approved by the U.S. Department of Health and Human Services (DHHS), RIT’s cognizant federal agency, are in effect beginning 7/1/2026 for fiscal year 2027 and should be used for NTID operating and Federal grant and contract projects.

The six NTID and Federal rates have been submitted to DHHS for approval for use during fiscal year 2027. The rates are based upon prior year’s actual benefit expenses, as well as anticipated rate increases for certain benefits, such as health insurance during the current fiscal year. Any difference between the calculated rate and the actual cost for the base period will be reflected in the new rate. For example, if actual expenses incurred in fiscal year 2027 are less than the estimated amount, the rate for the following fiscal year’s rate (2029) may be lower.

The following rates are proposed rates only and should not be used until they are approved by DHHS. Until then, the provisional rates shown above should be utilized. This page will be updated when approval is received for the following proposed rates.

• All benefits including tuition waivers for employees, dependents and retirees are included in the RIT and NTID Full Eligibility rates.
• Part-time employees are assessed the Full Eligibility rates.
• The RIT and NTID Partial Eligibility rates are applied to adjunct faculty salaries.
• The RIT and NTID Statutory rates are generally applied to faculty summer contracts, additional payments, special assignments and other payments that included only statutory benefits (e.g., Social Security, Medicare, etc.).
• The Federal rates apply to employees (both RIT and NTID) whose salaries are charged to grants and contracts sponsored by the Federal government. The Full Eligibility rate does not include dependent tuition waivers, since they are an unallowable expense (2 CFR §400.431).
• The RIT rates are applied to employees whose salaries are charged to state and private grants and contracts.

• Benefit expenses are recorded when payroll is posted in Workday. Total wages paid are multiplied by the applicable fringe benefit rate, and the resulting benefit expense is charged to the appropriate cost center.
• Benefit charges are reflected on the Budget to Actuals report.
• When a Payroll Accounting Adjustment (PAA) is processed in Workday, the associated benefit expense automatically follows the revised payroll allocation.

RIT (0% rate), NTID (0% rate), Federal Grants (0% rate)

• Annual Payroll Contract Year: July 1 through June 30

• Pay Frequency: Semi‑monthly, paid on the 15th and the last business day of each month; when these dates fall on a weekend or holiday, payment is issued on the preceding business day

• Pay Dates: July 15 through June 30 (24 pay periods)

• Academic Work Period:
  Varies by appointment, typically ranging from mid‑August through mid‑May for faculty with 9-month academic schedules

• Prepay Period:
  Period prior to the academic work period during which a portion of academic earnings are paid in advance
  (typically July 1 through August 15, for 9-month faculty)

• Post‑Pay Period:
  Period following the academic work period during which remaining academic earnings are paid
  (typically May 16 through June 30, for 9-month faculty)

• Pay Statement Components:
  With the implementation of Workday, faculty pay statements reflect Earned Pay, Prepay, and Post-Pay components. Payment timing is based on the faculty member’s academic work period. Deferral components allocate portions of earned pay to pre‑ and post‑pay periods, to distribute pay across the full contract year.

Faculty members who begin employment after the prepay period receive their first payment at the end of August, or the next applicable pay period. First year payments will include a ‘first-year differential’ that continues through June 30. This adjustment ensures alignment with the annual salary agreement outlined in the contract.

RIT faculty salary is earned over the approved academic work period and distributed across the July–June payroll year using a combination of academic earnings, pre‑pay, and post‑pay components.

Academic Pay
Academic salary is paid during the faculty member’s academic work period. For 9‑month faculty, this work period corresponds to eighteen semi‑monthly pay periods from August 16 through May 15. Academic salary is reflected on pay statements and costed according to the employee's Workday costing allocation.

Prepay
Pre‑pay is issued before the academic work period begins to support year‑round pay distribution. For 9‑month faculty, pre‑pay is issued over three semi‑monthly pay periods from July 1 through August 15, preceding the academic work period. 

Pre‑pay deferral components allocate portions of pre‑pay amounts across the academic work period, supporting payment across the full contract year. Deferral amounts are included on pay statements and are based on the rate in effect at the time pre‑pay is issued. Pre‑pay activity is costed to an RIT liability account.

Post-Pay
Post‑pay is issued after the academic work period ends. For 9‑month faculty, post‑pay is issued over three semi‑monthly pay periods from May 16 through June 30, following the academic work period.

Post‑pay deferral components allocate portions of post‑pay amounts across the academic work period, supporting payment across the full contract year. Deferral amounts are included on pay statements and are based on the rate in effect at the time post‑pay is issued. Post‑pay activity is costed to an RIT liability account.

Academic Schedules by Appointment Length
Appointment length is based on the July–June payroll year. Pre‑ and post‑pay periods vary by appointment length, as outlined below.

The following represents a subset of commonly used Workday pay components for faculty. These components describe how pay is earned and distributed across the contract year, including adjustments across pre- and post-pay periods (deferral components)

Academic Pay (9‑month appointments)

• Academic Pay Earned: Pay for the active working (earned) portion of the academic appointment.

• Academic Pay – PRE PAY: Payments issued before the academic work period begins (pre‑pay).

• Academic Pay – POST PAY: Payments issued after the academic work period ends (post‑pay).

• Academic Pay Deferral PRE: Portions of earned pay allocated to pre‑pay periods.

• Academic Pay Deferral POST: Portions of earned pay allocated to post‑pay periods.

Additional Months Faculty Pay (>9-month appointments)

• Additional Months Faculty Earned: Pay for work performed during additional‑month appointments.

• Additional Months Faculty – PRE PAY: Payments issued before the additional‑month work period begins.

• Additional Months Faculty – POST PAY: Payments issued after the additional‑month work period ends.

• Additional Months Faculty Deferral PRE: Portions of earned pay allocated to pre‑pay periods.

• Additional Months Faculty Deferral POST: Portions of earned pay allocated to post‑pay periods.

Timely updates on employment status are crucial to avoid overpayments or pay discrepancies. Late notification of a terminations or status changes may result in overpayments to employees not eligible for prepayment. Examples include employees departing from the institution, transitioning from faculty to adjunct, or beginning a leave that affects pay status.

RIT student employees are a vital part of the campus community and we are committed to supporting the student employment experience!

Student Employment Guides and Job Aids provide essential information to help students and managers get started, stay informed, and get help when assistance is needed. 

Punching In and Out:

The campus timeclock closest to the student work location should be used to clock in and out, to ensure accurate payment for all time worked. Remember to clock in and out each time your work begins or ends. 

Manager Support:

Managers and timekeeping administrators help ensure that timecards are accurate and timely. Ask who will be approving your timecard, and work with them directly when corrections are needed. Department managers and timekeeping approvers are often the best contacts for payroll & timekeeping questions. Be sure to check in with them frequently!

Student C Shift Hours:

Hours worked between midnight and 8am are paid at a higher rate. Students will automatically receive a pay differential of 75 cents per hour ($1.13 per hour when overtime applies).

Timekeeping Help:

Refer to Support Options at the top of this website or click here to visit the RIT Service Center.

Student employees are paid on a biweekly basis every other Friday according to RIT Payroll Schedules. The biweekly pay period begins on a Friday and ends two weeks later on a Thursday.

Employment verification confirms your current or former employment status with RIT.
Income verification includes salary or wage information and requires employee authorization.

Verifications are commonly requested by:

• Banks or lenders
• Mortgage or housing providers
• Prospective employers
• Other authorized organizations

When accessing The Work Number website, look for the RIT Tiger logo to confirm the information is provided by RIT.

A Salary Key is required only when income information is requested.

The Salary Key is a secure, time‑limited authorization code generated by the employee that allows a verifying organization to access income details.

A Salary Key is not required for employment‑only (non-income) verifications.

Employees are not charged for employment or income verifications. Any associated fees are paid by the verifying organization.

Online

• Visit The Work Number website
• Click the Get a Salary Key tab and follow the instructions provided

By Phone

If you do not have access to a computer, call The Work Number at 1‑800‑367‑2884.

Have the following available:

• Social Security number
• Date of birth
• RIT access code (15083)

Former employees may continue to use The Work Number to:

• Verify employment
• Authorize income verification
• Generate Salary Keys after leaving RIT

For assistance with login credentials or access issues, contact The Work Number Client Service Center at 1‑800‑996‑7566.
Support is available Monday–Friday, 7:00 a.m.–7:00 p.m. CST.

• Log into Workday
• Along the left hand toolbar, move your mouse over the Personal icon, and select Benefits and Pay
• Underneath Suggested Links, is the link for the ADP website, which by selecting will take you directly to their site.
• Select Tax Statements
• Choose the Tax Year from the drop-down
• Click View Statement to download or print the document
• Sign out by clicking your initials in the top-right corner

• Go to https://my.adp.com
• If you have previously registered, sign in with your ADP User ID and Password
• If have not previously registered, click Get Started
• Click I Have a Registration Code and enter RITEDU-W2
• Provide your personal info when prompted:
  • First name - enter your first name as it appeared on your paycheck
  • Last name - enter your last name as it appeared on your paycheck
  • Last 4 digits of SSN, EIN, or ITIN - enter the last 4 digits of your social security number
  • Birth month, day, and year - enter your birth date in the corresponding fields
• Verify Your Identity (using your mobile phone number is recommended)
• Enter your information on the Help Us Protect Your Account screen
  • IMPORTANT: If you no longer have an RIT email account, change your email address to your current one
• On the One More Step screen, make note of your User ID
• Create and confirm your password
• Click Create Account
• On the Sign in to ADP screen, enter your User ID and Password to log in to the site
• Click Tax Statements
• Select the Tax Year then click View Statement to download or print the form
• Sign out of the site when finished by clicking on your initials in the top-right corner of the screen

You may be issued a Form 1042‑S if you received U.S. source income paid by RIT, including but not limited to:

• Tax treaty‑exempt wages
• Scholarships or fellowships
• Honoraria or other reportable payments

If you received multiple types of income, you may be issued multiple Forms 1042‑S.

Note: Form 1042‑S is issued primarily to international individuals and is separate from Form W‑2.

Once you have been notified that your form is available:

1. Go to https://www.online-tax.net/glogin.asp
2. Log in using your GLACIER credentials
   (Use the Forgot Login link if you need to reset access.)
3. From the menu, select “View/Print My Form 1042‑S” to view, save, or print your form.

You will be notified prior to the annual IRS deadline of March 15, once your 1042‑S is available.

RIT does not provide individual tax advice.

For information about filing a U.S. tax return, international employees, students, and Graduate Research Assistants can visit:

RIT International Student Services – Tax Information
https://www.rit.edu/iss/taxes