Frequently Asked Questions

I’m a new employee, what do I need to do to get paid?

You will receive Payroll specific tax forms (see W4 and M4) and a direct deposit form in your new hire package. Completed tax forms should be sent directly to the Payroll Office (Campus NE49-3131 and Lincoln A-281). These forms are effective when we receive them and cannot be processed retroactively so send them promptly to ensure proper withholding. The completed direct deposit form should be returned to the appropriate Payroll Office. If you are requesting a new account with the MIT Credit Union, send the completed form directly to them in NE48 so they can set up your account and forward the number to Payroll for processing.

I’m a student with a new campus job, what do I need to do to get paid?

Students should fill out the same forms noted in the first question for employees. Also, be sure to complete an I-9 form with Student Employment since they will not forward your paperwork to Payroll until they have a completed form on file.

When is payday?

Staff payday is the last business day of the month. If the last day of the month falls on a weekend or a holiday, the last business day is the day prior. Weekly payday is each Friday. If a holiday falls on a Friday, payday is the day prior.

Where do I pick up my check?

Graduate students that are paid by month or by term can pick up checks from Student Financial Services in 11-120. Checks over 90 days old are no longer valid and will be returned to the Payroll Office. For all employees and weekly paid students, current and prior period checks are available at the Payroll Office in NE49-3131. You must have a photo ID with you to pick up a check.

How do I change my tax information or direct deposit information?

A new form must be completed to change any tax or bank information. The forms can be printed from the SAPweb Money Matters tab.

How do I find out what my vacation balance is as of today?

Payroll tracks vacation for support staff, service staff, sponsored research staff and post doctoral associates. Call 617-253-3337 to be transferred to the appropriate staff member to assist you.

How should I pay someone?

You should contact your Human Resource Officer for assistance in determining an appropriate pay category.

How do I get a new paycheck if I lost one?

A stop payment needs to be placed on the lost check before we can issue a new one. Send a written request to Payroll and be sure to include your name, MIT ID number and the date of the check. Also include a phone number at which you can be contacted when the re-issued check is ready.

I found an old check that I can’t cash. What do I do?

Return the check to the appropriate Payroll Office either by mail or in person. If you mail the check, be sure to include a letter explaining why you have mailed it to us and how you would like to get the replacement check (pick up or by mail).

How do I apply for tax treaty coverage?

Many international students and visitors are eligible for coverage by a tax treaty. Application of tax treaty coverage is NOT automatic. You must complete the appropriate forms which can be picked up from the Payroll Office, NE49-3131. If you are unsure of your eligibility to be covered by a tax treaty, please email Payroll with your name, MIT ID or social security number and country of residence and we will let you know.

Why is tax being withheld from my check if I already filled out a tax treaty form and returned it to the Payroll Office?

The most common reason for delays in processing tax treaty forms is a missing social security number or individual taxpayer ID number. If you did not have this number at the time you completed the form, it is being held for processing. If this is the case, please send a copy of your social security card to the Payroll Office or drop off a copy and indicate that you previously completed a tax treaty form. If this is not the case, send an email to Stephen Connelly and you will be contacted with the reason for the delay.

Can I get a payment for a late appointment directly deposited to my bank account?

Only payments made through the regular weekly or monthly payroll processing can be forwarded electronically to your bank. If a payment is made to you at any other time, it must be a check.

Can I get an advance on my salary for financial hardship?

MIT policy does not allow salary advances.

Can I set up a deduction from my pay check to pay my mortgage, credit card, etc?

We do not take voluntary deductions from a paycheck for the purpose of paying bills.

What is direct deposit?

Direct deposit is a safe and confidential way to have your salary payment electronically transferred into an account at the financial institution of your choice in the United States.

How do I begin using direct deposit?

Print and fill out the Direct Deposit Form. Send the completed form along with a savings account deposit slip or voided check to the address indicated on the form.

Is direct deposit required for all MIT employees?

Yes. All new employees must complete and submit the Direct Deposit Form when they complete all other initial employment forms (i.e., tax forms, benefits enrollment forms, etc.).

Note: For employees represented by a union contract, we are discussing this issue with union representatives.

What if I do not have a bank account?

Because direct deposit is required for all employees you will need to open a bank account to deposit your salary payment. The MIT Federal Credit Union is a convenient option for employees who do not currently have a bank account. The Credit Union offers no fee accounts to MIT employees and the new MIT Direct Deposit Form includes an application for a Credit Union account.

How will I know when my salary payment has been deposited or the amount that was withheld from my paycheck?

You will continue to receive a complete earnings statement each payday, which will indicate the amount transferred to your designated bank account as well as how much was deducted for taxes, insurance and other items. Your salary payment will already have been deposited in your account. The amount of the deposit will also appear on your bank statement.

When will I have access to my salary payment?

Your salary payment will be accessible earlier because you don’t have to wait for your paycheck to clear. Typically, your financial institution will credit your account on payday. In addition, most banking institutions will give you access to your salary payment through the use of your ATM card on the morning of payday.

What happens if I change financial institutions or want my paycheck deposited in a different account?

Fill out a new Direct Deposit Form and send it to the Payroll Office, NE49-3131 (campus employees) or LFO Payroll Office, A-281 (Lincoln Laboratory employees).

How can I determine the Routing and Transit Number (RTN) for my financial institution?

If you have a checking account look at the bottom left corner of your checks. Usually, the first nine digits are the RTN. Contact your financial institution if you wish to direct deposit into your savings account or if you are unsure of the correct RTN.

Who do I contact for assistance or to answer questions I have about completing the Direct Deposit Form?

Contact your financial institution if you are unsure of your correct Routing Transit Number or Account Number. Direct other questions to the campus Payroll Office, 617-253-3337 (campus employees), or the LFO Payroll Office, 781-981-2343 (Lincoln Laboratory employees).