Payroll Basics for Drexel University College of Medicine
Hourly (non-exempt) employees - including administrative staff, student employees and work-study students are paid on Friday every other week (bi-weekly). Hourly employees are paid on a one week lag, meaning that when you receive your pay check, it will represent payment for all hours worked through the previous Friday. Payment for the current week’s hours worked will be included in the following pay check. Please see the payroll processing schedules posted on the payroll web page for a complete listing of pay periods and pay dates.
Salaried (exempt) employees - including faculty, professional staff, research assistants, graduate assistants and scholarship/fellowship recipients are paid on the last working day of the month. Monthly employees’ salary (annual or per semester) is divided by the number of months that they will be employed during the year/semester and paid out in even installments. Salaried employees are not paid on a lag basis, meaning that when you receive your pay check, it will represent payment for all services performed during the current month through the last day of the month. Partial months worked are pro-rated based on the number of days worked out of the number of available work days in that calendar month. Please see the payroll processing schedules posted on the payroll web page for a complete listing of pay periods and pay dates.
Time Reporting Requirements
Hourly employees – must report all hours worked and time off taken in order to be paid. Hourly employees report their hours online, using Web*Time Entry, which is available through the Drexel One portal https://one.drexel.edu. Hours submitted through Web*Time Entry must be approved by your supervisor in order to be paid. Your approver’s name is displayed at the bottom of your online timesheet. This should be your primary contact with questions regarding the use of the Web*Time Entry system. Instructions for submitting and approving time sheets are posted on the payroll web page. Please note that the system will automatically lock you out as of the “Submit by Date” indicated at the top of your online timesheet. To avoid being locked out of the system before you can submit your hours; you should complete and submit your online timesheet by the end of the day on the last day of the pay period.
Salaried employees, except faculty – who are eligible to receive paid time off must report any time off taken during the calendar month. All other salaried employees do not have any time reporting requirements. Exempt employees’ time off is reported using the Exempt Leave Reporting system, available through the Drexel One portal https://one.drexel.edu. Time off reported through Exempt Leave Reporting must be reviewed and approved by your supervisor. Instructions for submitting and approving leave reports are posted on the payroll web page. Please note that the system will automatically lock you out as of the “Submit by Date” indicated at the top of your online leave report. To avoid being locked out of the system before you can report your hours; you should complete and submit your online timesheet by the end of the day on the last day of the month.
Faculty employees – please refer to DUCOM policy number HR-38 for information pertaining to the scheduling and reporting of time off.
All employees should check with their supervisor for additional departmental time reporting requirements.
All employees are encouraged to take advantage of direct deposit. Direct deposit is the safe, convenient way for you to have your pay deposited into your bank account on pay day. To sign up for direct deposit, you must complete the Direct Deposit Authorization Form available on the payroll web page. All direct deposit authorizations are subject to verification, which usually takes two pay periods after Payroll has processed the form. After signing up for direct deposit, employees should always verify the available balance in their bank accounts before making any payments from such accounts.
Once your direct deposit becomes active, you will no longer receive a paper pay check stub. You will be able to view and print your pay stub information online using the Drexel One portal. Instructions for accessing your pay stub information are posted on the payroll web page.
Pay Check Distribution
Until your direct deposit becomes active, you will receive a regular pay check. Pay checks are mailed to your Employee Home address. Every effort is made to mail your pay to you in sufficient time for you to receive it by pay day. However, there can be no guarantees with the mail. If you have not already done so, we strongly encourage you to sign up for direct deposit to avoid any mail-related delay in the receipt of your pay.
Please note that pay stub information is available to all employees through the Drexel One portal, whether the payment was made by check or direct deposit. You may view your earnings and deduction information for individual pay dates or a range of dates online anytime, anywhere. This information is usually posted at least one day before pay day and can answer many common questions, such as how much your net pay will be or whether your pay will be a check or a direct deposit.
Each year the University must issue a W-2 form to all employees who received taxable wage payments so that the employees can file their taxes. These forms are sent out no later than January 31st, to report the taxable wages paid during the previous year. W-2 forms are mailed to your Employee Home address. If you prefer, you may opt out of having a paper W-2 mailed to you and you may print your own W-2 form from the Drexel One portal once it is available. Instructions for choosing online delivery and printing instructions are available on the payroll web page.