Student Payroll FAQ


Frequently Asked Questions
What is the Form I-9 and what do I need to complete it?
When and where are paychecks available?
What is the Form W-4 and how do I complete it?
What is the Michigan W-4 and how do I complete it?
What happens if I don't submit my federal or Michigan W-4?
What do I need to do differently on my Michigan W-4 if I am not a Michigan resident?
Why aren't income taxes being withheld from my paycheck?
What is the Form W-2 and what should I do with it?
When will Forms W-2 be available?
Why isn't my Form W-2 showing up on MyNMU?
Why doesn't my paycheck reflect all of the hours I worked since I started three weeks ago?
Who should I contact for other payroll questions not included in this list?


What is the Form I-9 and what do I need to complete it?
The Form I-9 verifies that individuals are authorized to work in the United States.  This form is required by the U.S. Government, and without a valid Form I-9, an individual cannot work.

Very specific forms of identification are required to complete a Form I-9 to establish identity and employment authorization.  For example, if you have a U.S. Passport, you will only need to present one form of identification (the U.S. Passport) when you complete your Form I-9.  If you do not have a  U.S. Passport, you will need a combination of two other forms of identification.  An example of a combination of two forms of identification is a driver’s license with a photo and an original birth certificate from a state in the U.S.

For  U.S. citizens, the Form I-9 needs to be completed only once; it does not need to be updated each year.  However, a new form will be required if you have not worked at NMU in the past three years.

When and where are paychecks available?
Payday is every other Thursday.  Newly hired student employees may have a three to four week delay depending on the week of the bi-weekly payroll cycle in which they begin employment.  Paychecks are now 100% electronic at NMU!  There are two options - direct deposit to a bank account or a pay card.

What is the Form W-4 and how do I complete it?
The Form W-4 is completed by a new student employee to inform the payroll staff of the correct amount of federal tax to withhold from his or her paycheck.  The Form W-4 may be downloaded from the Forms section of the Payroll web page.  Specific instructions are available on the W-4 Information page.

The Form W-4 needs to be completed only once unless there is a change in address, tax status, or you claim an exemption from federal withholding. The payroll staff must be notified of all address changes.  Students who claim an exemption on their Federal W-4 will be asked to complete a new Federal Form W-4 before February 15 of each calendar year.

Please note that Northern Michigan University cannot offer specific tax advice. If necessary, students should consult with parents or other tax advisor regarding what to claim on their Federal Form W-4.   The IRS website does have a Withholding Calculator.  Students who are not sure if they can claim exempt will find the chart on page 11 of IRS Publication 505 helpful.

What is the Michigan W-4 and how do I complete it?
The Michigan W-4 (MI-W4) is completed by a new student employee to inform the payroll staff of the correct amount of Michigan tax to withhold from his or her paycheck.  The MI-W4 may be downloaded from the Forms section of the Payroll web page.  Specific instructions are available on the W-4 Information page.

The MI-W4 needs to be completed only once unless there is a change in residency status or the number of exemptions you may claim.

What happens if I don’t submit my federal or Michigan W-4?
If no form is submitted, then the employee defaults to Single status with zero allowances resulting in the highest amount being withheld from your check.

What do I need to do differently on my Michigan W-4 if I am not a Michigan resident?
If you are a legal resident of a reciprocal state (Illinois, Indiana, Kentucky, Minnesota, Ohio, and Wisconsin), you may claim an exemption from Michigan income tax withholding based on your non-resident status.  Skip box 6 and line 7 on the MI-W4 and indicate your exempt status on line 8.  Please also complete the Certificate of Non-Residency.

If you are a resident of a different state other than the six states listed above, your wages are subject to Michigan income tax withholding unless you meet all four of the conditions listed in the instructions for line 8 for claiming an exemption from Michigan withholding:

• employment is less than full-time
• personal and dependent exemption allowance exceeds annual compensation
• also claiming exemption from federal withholding
• did not incur a Michigan income tax liability in previous year

Why aren't income taxes being withheld from my paycheck?
If you do not claim an exemption from income tax withholding, it is possible that you did not earn enough within a bi-weekly pay period to have taxes withheld.

What is the Form W-2 and what should I do with it?
The Form W-2 is the annual earnings statement detailing all earnings and withholdings for the calendar year to be used in completing the employees’ annual tax returns.  The IRS requires that Northern Michigan University furnish a Form W-2 to each employee no later than January 31 for the prior calendar year.   Students should consult with their parents or other tax advisor to determine whether or not a federal, state, or local tax return needs to be filed.

When will Forms W-2 be available?
The IRS requires that Forms W-2 be furnished to employees no later than January 31.  You will receive an e-mail when Forms W-2 are available.

Why isn't my Form W-2 showing up on MyNMU?
The Forms W-2 are likely not finished yet which is why you cannot access your W-2 on MyNMU.  You will be notified by e-mail when Forms W-2 are available on MyNMU.  The IRS requires that Forms W-2 be furnished to employees no later than January 31.

Why doesn't my paycheck reflect all of the hours I worked since I started three weeks ago?
If you recently started working on campus, your first paycheck may be slightly delayed depending on when you started working in relation to the pay period cycle.  Each pay period is two weeks long (Sunday through Saturday) and payday is every other Thursday (12 days after the two week pay period ends).  Please be sure to refer to the payroll schedule to determine when you will receive your paycheck for the corresponding pay period in which you worked.  

Who should I contact for other payroll questions not included in this list?
We are always looking for ways we can improve our communications to our student employees and welcome feedback on our website.  Please contact Lindsey Butorac at (906) 227-1400 or lbutorac@nmu.edu if you have further questions.