Frequently Asked Questions


How will I access my new earnings statements?

After BUworks goes live on July 4, 2011, and moving forward, you will be able to access your 2011 earnings statements (pay stubs) from the Employee Self-Service application on the new BUworks Central portal. Prior period earning statements will be accessed through the legacy system.

What does Employee Self-Service (ESS) provide?

On July 4, 2011 the new BUworks systems will go live. A new feature of our new BUworks system is Employee Self-Service (ESS). Employee Self-Service will be replacing the Employee Link. From this easy-to-use Employee Self-Service function you will:

  1. Access and change personal information, such as your address and telephone number, family member information and emergency contact information.
  2. Access your pay/earnings statements after July 1 and moving forward. Prior earning statements will be accessed through the legacy system.
  3. View or change direct deposit accounts. For your convenience, should you chose, you can now select up to four different accounts to which you can direct portions of your pay. If you do not make changes, your pay will continue to be directed to the existing account on file. Those who draw paper checks will continue to receive as we do today.


What will my new earnings statement look like?

Please click these links to view examples of exempt and non-exempt earning statements


What types of improvements can I expect to see on my earnings statement?

The content of earnings statements contains the same standard payroll information, along with a new Retro Period Adjustments column utilized when an adjustment has been made to an employee’s past period earnings. Rate information for non-exempt employees has also been unbundled to include more detail (e.g., shift differentials and premiums).

I have noticed a slight difference in my “net pay” total on my new earnings statement. Are the calculations correct?

SAP provides additional enhancements and precision to our existing financial accounting, reporting and disbursement systems, including payroll. As a result of this increased precision and due to slight differences in calculation methodology, a small number of employees may see very small differences in payroll tax withholding amounts from pay period to pay period (weekly paid employees up to 25 cents, monthly paid employees up to $3, depending on the level of taxable earnings). However, each employee’s total annual payroll tax liabilities are not affected.

Who should I contact if I have questions about my earnings statement?

Please contact Payroll at 617-353-2270 or e-mail bupay@bu.edu.

When is payday?

If you are paid weekly, you will be paid every Friday. If Friday is a holiday, you will be paid on Thursday. If you are paid monthly, you will be paid on the last bank day of the month.

How do I change my address?

You can change your address on the Employee Link.

How do I have my paycheck deposited directly into my bank account?

Complete a monthly or weekly direct deposit authorization form and return the form to Payroll.

Can I have my check deposited into multiple accounts?

You may have direct deposit into a maximum of two checking accounts, plus one savings account. You should complete the monthly or weekly multiple accounts direct deposit authorization form for this request.

How do I make changes to my direct deposit?

Complete a new monthly or weekly direct deposit authorization form with your new banking information and return the form to Payroll.

How do I stop direct deposit?

Complete a direct deposit cancel form and return the form to Payroll.

How do I change my University Credit Union deduction?

You should complete a new payroll deduction authorization form at the Credit Union branch or you can go to the University Credit Union website. The completed form will be forwarded to Payroll by the Credit Union.

How do I make a change to my federal and/or state tax withholding?

Complete a new W-4 (federal) or M-4 (Massachusetts only) form and return the completed form to Payroll. If you wish to claim the same number of exemptions for federal and state tax, you should complete the W-4 form only.

What will my check look like if I change my W-4?

There is a paycheck calculator on the following website: http://www.paycheckcity.com. You can enter your salary, benefit deductions, and number of exemptions claimed. You will then be given a net pay calculation.

Why did the state tax go up in my check this month?

Massachusetts tax is calculated against your state taxable wages after deduction of the first $2,000 you pay for Social Security and Medicare each year. When your year-to-date Social Security and Medicare tax reaches $2,000, those amounts are no longer exempted from the state tax calculation. This causes the increase to your MA withholding tax deduction on your check.

When will my W-2 be mailed?

W-2s will be mailed on January 31.

How do I request a duplicate W-2?

You may call or e-mail Payroll to request a duplicate W-2.

Why doesn’t my W-2 agree with my paycheck for December 31?

The W-2 reflects your total wages less sheltered deductions. Parking deductions, MBTA deductions (up to an agreed limit), medical insurance, dental insurance, and personal family accident insurance, are all sheltered from Social Security, Medicare Tax, Federal Income Tax, and State Income Tax. Your required and supplemental retirement contributions are sheltered from Federal and State Income Tax.

Why does my federal wage appear as zero on my W-2?

Are you a foreign national covered by a tax treaty? The federal wages covered by the treaty will appear on a 1042S form, which will be mailed to you by March 15. Do not file your tax return until you have both forms.

Why didn’t I receive a W-2 for the stipend income I received?

Stipend recipients who are U.S. citizens or U.S. residents (for tax purposes) do not get a tax form for the stipends they receive. However, they are responsible for reporting the income on their personal tax return as non-qualified scholarship income and will probably have to pay tax for it. (The IRS does not have a method available that would allow us to collect the tax or report the payments.) Foreign national stipend or honorarium recipients will receive a 1042S form for the funds paid to them and must file a tax return reporting the income as non-qualified scholarship.

I am telecommuting from a state other than Massachusetts. How does this affect my state tax withholding?

On occasion individuals employed at Boston University have entered into arrangements with their supervisor to telecommute from home. In some of these situations, the employee’s home is located in another state. When the employee is working under the umbrella of an established BU program located in another state, or there is an agreement in place between the University and the individual that the work will be performed off campus and office or research space will not be provided by BU, earnings will be taxed as earned in the state where the employee is working. Otherwise, the full amount of the compensation earned is treated as earned in Massachusetts and is subject to Massachusetts withholding tax. Upon request from the individual, Payroll will withhold and remit additional taxes over and above the required Massachusetts withholding to the individual’s state of residence.

If I am a foreign national employee, what tax forms should I expect to receive from the University?

Foreign national employees who are treaty exempt for all, or part, of the year will receive (in addition to their W-2) a 1042S form by March 15. The treaty wages are removed from the federal taxable wages (Box 1) on the W-2 and reported separately on a 1042S Form. Both forms should be combined when filing a federal tax return.

I am a foreign national student who received a scholarship from the University. Will I receive a 1042S from the University?

Foreign national students who receive a scholarship (by getting a credit to their student account) will receive a 1042S for the portion of the scholarship that is non-qualified. If the student is not from a treaty country or we do not have a TIN for the student, we must collect a tax of 14%. Since we are required to pay that tax up front and add it to the student’s 1042S, the tax is collected by charging the student’s account.

Other foreign national questions.

I am a Foreign National employed by the University, what should I do to be exempt from taxes?

Fill out the Foreign National Information Data Sheet (student employees must collect this in person from the Student Payroll Office, then contact Jamie Schwarcz).

I’ve filled out the tax treaty exempt application, how long does it take for me to find out if I am exempt from taxes?

It can take up to two weeks to process your paperwork. If you were paid in the meantime and found to be exempt from taxes, we will refund you the taxes that were withheld.

I am exempt from taxes, how often do I need to reapply for tax exemption?

If you are a working employee for the University, you need to reapply every year in order to maintain your exempt status. If you have not reapplied by February of the following year, you will be taxed. If you are a student receiving a fellowship, you need to reapply every three years.

I am a Foreign National, can I claim exempt on a W-4?

No, you can only claim single “zero” or single “one.” In order to be exempt from taxes, you must apply for treaty exemption through Payroll.

Where can I get more information from the IRS regarding Tax Treaty Exemption?

You can visit www.irs.gov or call 1-800-TAX-FORM to receive the IRS publications regarding non-resident alien taxation.