The Library of Virginia records retention schedule for state agencies requires payroll forms to be retained 5 years after the end of state fiscal year end (effective 8/2012)
Supervisor Forms and Processes
- MyTime Supervisor Request Form
- Community Service Leave
- MyTime Payroll Adjustment Request Form
- Overtime Election Form
- Annual Overtime Leave Election Process
- Alternate Pay
- Direct Deposit
- Tax Forms
- Tax Sheltered Annuity (TSA)
- VA Way2Go Card Enrollment Form
- Other Forms
MyTime Supervisor Request Form
The MyTime Supervisor Request Form is used to request the following changes within MyTime.
- Specific leave for the employee.
- A permanent schedule change of the hours/days worked.
- A permanent change to the length of the employee’s lunch break.
The effective date of the request will be reflected within MyTime based on the Effective Date indicated on the Request Form. Leave categories on this form include: Bone Marrow, Disaster, Education, Fire/EMS Community Service, Jury-Civil Work Related, Military and Public Health Emergency.
Required supporting documentation for the following categories must be submitted to the HR Benefits Administrator:
- Bone Marrow
- Disaster Leave
- Fire/EMS Community Service
- Jury-Civil Work Related
- Military Leave
- Public Health Emergency
Documentation for the following category should be retained by the Supervisor:
- Education Leave
Community Service (School Assistance and Volunteer Leave)
Employees are granted 16 hours of Community Service leave at the beginning of the accrual period. A Supervisor should not submit the MyTime Supervisor Request Form for this leave category. To request Community Service Leave, the employee should submit a Request for Time Off in MyTime and supporting documentation should be retained by the Supervisor.
MyTime Payroll Adjustment Request Form
The MyTime Payroll Adjustment Request Form is used to request an adjustment to an employee’s Timecard for a pay period that has been Signed Off (finalized) by Payroll. Changes to a Signed Off pay period require Payroll to perform a manual edit to the employee’s historical record. The supervisor must provide sufficient documentation to support the manual change, listing specific dates and times to be corrected, and provide an explanation of why the errors to the employee’s time card were not corrected prior to the Approval deadline. The employee and their supervisor must sign this form. Please submit the completed form directly to the Payroll Office.
Overtime Election Form – for New Non-Exempt Employees
Upon initial hire or FLSA status change, non-exempt employees may elect overtime leave in lieu of overtime pay. To elect overtime leave, the employee and supervisor must complete the UMW Overtime Compensation for Non-Exempt Employees form within 30 days of initial hire or FLSA status change.
Annual Overtime Leave Election Process
Annual Overtime Leave Election Period: June 10 – June 24, 2020
Effective: July 10, 2020
The Annual Overtime (OT) Leave Election process supports the UMW Overtime Compensation Policy for Non-Exempt Employees. The OT Leave Election process allows direct supervisors to change the OT compensation method as requested by the employee. The OT compensation method is updated via a Banner Self Service (SSB) web form that is editable only during the open election period.
Direct Supervisor Access to the SSB Web Form
Log into SSB. The form is available off campus without the virtual private network (VPN).
- Select My Banner Resources.
- Select Update Overtime (OT) Compensation Method.
Update the SSB Web Form
- Read the top of the form for directions and important information related to the change process.
- Review the current OT compensation method and select the OT compensation method as requested by the employee. Changes are not necessary if the current OT compensation method is correct.
Each change to the employee’s OT compensation method will generate an email to the employee regarding the change.
Supervisors may update the form as necessary until 11:59 pm on the last day of the election period.
When the Direct Supervisor is Unavailable
Employees have the option to change their OT compensation method during the entire open election period. Therefore, when direct supervisors are unavailable, the employee must email or submit a written request to Payroll with their selected OT compensation method.
Payroll will update Banner and the change will be reflected on the SSB web form.
Payroll will send an email confirmation to the employee and the direct supervisor confirming the OT compensation update.
MyTime training is available daily. For times and registration please see the MyTime Training page.
Do you have Questions?
Contact the HelpDesk@umw.edu or x2255. A Help Ticket will be created and a payroll representative will contact you for assistance.
Request for Special Payment of Teaching and Administrative Faculty– In the event that Teaching and Administrative Faculty perform services for the University outside the scope of their regular full-time employment, they may be eligible for an additional, special payment. The completed form is signed by all appropriate staff members and forwarded to Human Resources for final approval. Classified staff and Wage employees may not be paid with this form.
Effective May 1, 2013 – *Note on Adjuncts: To assure compliance with the state’s Affordable Care Act guidance, Deans must determine and approve the additional hours of work before assignments are made. Any hours of work compensated by a special pay action will have to be documented and counted towards their 29 hours per week on average over a twelve month period.
Direct Deposit Form – The Commonwealth of Virginia requires state employees to receive their pay electronically, by direct deposit to a checking or savings account or by deposit to a debit card. Enter your banking information on this form and return it to Payroll with the required signatures or attachments. Do not send direct deposit information by email. It is against UMW policy to send sensitive data by email. Please allow two weeks for changes to direct deposit information to become effective. Employees should be prepared to show picture ID when requesting changes to their direct deposits.
VA Tax Form VA-4 – Use this form to notify Payroll whether you are subject to Virginia income tax withholding and how many exemptions you are allowed to claim. You must file this form with Payroll when your employment begins. Employees claiming exempt from VA taxes must file a new VA-4 form each year.
Federal Tax Form W-4 (2019) – This form is completed by new hires and current employees to indicate their tax selections for federal tax withholding. The IRS recommends completing a new W-4 form when an employee’s personal or financial situation changes. Employees claiming Exempt from federal withholding must complete a new W-4 form each year. Employees are to write their full legal name on the W-4, as it appears on their social security card, including their middle name. New employees are required to present their social security card in order for Payroll to ensure the accuracy of their name and SS# in the payroll system.
Tax Sheltered Annuity (TSA) Administrative Services
Cash Match Agreement Form – Eligible employees complete this form to participate in the Commonwealth’s Cash Match Program. Employees may receive a matching contribution to their Deferred Compensation Plan (“DCP”) or Supplemental Retirement Annuity Plan (“SRA”).
403(b) SRA Form – This form authorizes the Payroll Office to defer a portion of the employee’s compensation to a 403(b) investment program. Employees
complete this form to notify Payroll of the amount per pay they chose to be deferred.
VA Way2Go Debit MasterCard Enrollment Form
VA Way2Go Debit MasterCard Enrollment Form – Employees may complete and submit this form to Payroll or Student Employment in lieu of or in addition to having a savings or checking account direct deposit for their pay. The debit card deposit will be in effect after the employee receives the card and notifies Payroll of its receipt. It may take several payrolls for the debit card deposit to be in effect.
EagleOne Payroll Deduction – Employees may complete this form to have a prescribed amount automatically deducted from each pay and applied to their Eagle One account.
Housekeeping Stipend Eligibility Requirements – Eligible UMW Housekeeping employees should complete this form to receive a stipend for personal vehicle use. Please refer to the Housekeeping Stipend Procedure for eligibility standards.
Sickness & Disability Election for University & Administrative Faculty – Faculty who have chosen the Virginia Retirement System as their pension plan should use this form to selection their disability preference within 60 days of hire.