Payroll

The RIT Service Center (RSC) is your primary contact for timekeeping guidance and support. For accuracy issues, your department supervisors and timekeeping approvers are your first resource.

Need timekeeping guidance in a hurry? Start here:

• 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

Employees are encouraged to review the hours on their timecard throughout the pay period to ensure accurate and timely payment. Here's how: 

• How to check the hours on your timecard

Need to fix errors on a previously submitted timecard?:

• For 12/26/25 and After:
  Correct an Approved Workday Timecard

• For 12/25/25 and Prior:
  Correct a Kronos Timecard for 12/25/2025 or prior

Submit common payroll inquiries quickly and efficiently through help.rit.edu.

Effective with the Workday launch, please use Payroll Service Requests for these inquiries. Forms collect necessary details upfront so your request can be resolved promptly by the Payroll team. 

Submit a request for:

• Inquire About an Issue with Your Pay
• Request a W-2, 1099, or 1042-S*
• Request a Copy of Paystub*

      *Note: Accessible to former employees with a Gmail or Microsoft account. 

Additional Resources:

• Search for Payroll-related knowledge articles at help.rit.edu.

Other Questions? Payroll is here to help!

• Email: payroll@rit.edu
• Call: (585) 475-2381

Have a Suggestion?
Ideas for new Payroll or Timekeeping knowledge articles can be sent to payroll@rit.edu.

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 three RIT Benefit Rates which are applied to employees whose salaries are charged to RIT operating accounts and all projects except NTID operating and Federal grants and contracts.

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 7/1/2025 for fiscal year 2026 and should be used for NTID operating and Federal grant and contract projects, until such time the proposed rates are approved.

The six NTID and Federal rates have been submitted to DHHS for approval for use during fiscal year 2026. 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 2026 are less than the estimated amount, the rate for the following fiscal year’s rate (2028) 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.

• Each month, after all payrolls for the period have been posted to the general ledger, Accounting runs a process to calculate total benefit expenses (total wages paid to all employees, by department, in each salary pool X the appropriate fringe benefit rate). This amount is charged to each department's "benefits-pooled expenses" (object code 72050) and is reflected on the monthly department or project statement.
• When processing journal entries to move salary expenses from one department to another, do not move benefit expenses. When the benefit allocation runs during the month-end closing process, the benefit expense will recalculate based upon the total salary expenses for the period.
• Refer to information below to determine which salary types are included in each benefit rate pool.       

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

• Contract Period: July 1 to June 30
• Pay Frequency: Semimonthly on the 15th and last business day of each month
• Pay Dates: July 15 to June 30 (24 pay periods)
• Academic (Active) Period: Mid-August to Mid-May (18 pay periods)
• Pre-Payment Period: July 1 to August 15 (3 pay periods prior to academic period)
• Post-Payment Period: May 16 to June 30 (3 pay periods after academic period)

Note: Effective with Workday, faculty pay stubs will reflect ‘Pre-Pay’, ‘Post-Pay’, and ‘Earned Pay’ activity.

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

Faculty receive ‘advance payments’ for July 1–August 15 (three pay periods), which are paid before the academic year begins. After the academic year ends, ‘post payments’ are issued for May 16–June 30 (three pay periods), reflecting compensation for work already completed. By June 30, all pre and post payments have been fully earned, ensuring the University’s financial records are accurate at the end of the fiscal year.

Example: Annual Salary of $72,000

• Pre-payment period (July 1–August 15):
  • 3 pay periods, $3,000 each ($9,000 total)
  • Charged to a dean-level ‘prepaid account’ until earned
• Academic period (August 16–May 15):
  • 18 pay periods, $3,000 each ($54,000 total)
  • Charged to the employee’s standard costing account
  • Additionally, each pay period includes $500 for pre-pay, and $500 for post-pay, gradually charging the expenses to the employee’s standard costing account ($9,000 each over 18 pay periods)
• Post-payment period (May 16–June 30):
  • 3 pay periods, $3,000 each ($9,000 total)
  • Charged to a dean-level ‘post-contract liability’ account

In summary, pre-pay and post-pay amounts are paid outside the main academic period and gradually recognized as earned throughout the year. By June 30, all payments and expenses are balanced, ensuring accurate financial reporting.

Timely updates on employment status are crucial to avoid overpayment or pay discrepancies. Late notification of a termination or change of status can result in receiving pre-pay for periods prior to the academic year, which are not yet earned and may lead to overpayment. Examples include 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 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
• Enter RIT’s access code: 15083
• Select “I want to provide proof of employment and income”
• Enter your Social Security number (no dashes)
• Enter or create your PIN
  • Initial PIN format: last four digits of your SSN + birth year
    • Example: 12341970
  • You will be prompted to update your PIN after logging in
• Select the Salary Key tab
• Click “New Salary Key”
• Provide the Salary Key to the verifying organization

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)
• Method to record your Salary Key

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 will 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 should visit:

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