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
- 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, and Military.
Required supporting documentation for the following categories must be submitted to the HR Benefits Administrator:
- Bone Marrow
- Disaster Leave
- Emergency Serv Volunteer Leave
- Fire/EMS Community Service
- Jury-Civil Work Related
- Military Leave
- Military Leave Disaster Granted
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 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.
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. Classified staff and Wage employees may not be paid with this form. Submit the completed form via email to Specialpay@mail.umw.edu
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.
Employee and Student Direct Deposit Authorization 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. Use your Net ID to access and download the blank Employee Direct Deposit Authorization form. Complete the form information on your desktop, sign and submit to the Payroll, Human Resource or Student Employment Office. Ensure the required document(s) are attached.
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.
W-4 Federal Tax Form (2023) – 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.