Questions about the information contained in this announcement should be addressed to Pat Collins at 757-683-3037 or



For those employees who are currently enrolled in direct deposit – You may view your December 28, 2012 pay information while on holiday via Leo online access at

For those employees receiving checks (not currently enrolled in direct deposit) - The Payroll Office will be closed for the holidays Friday, December 21, 2012 through Tuesday, January 1, 2013 and staff will not be available to distribute paychecks on payday, December 28, 2012.  All paychecks for the December 28th payday will be distributed to departments in campus mail on Wednesday, January 2, 2013. 

If you do not wish to wait until January 2nd  to receive your paycheck, you have two choices:

  1. Complete an Employee Payroll Direct Deposit Authorization form and return it to the Payroll Office no later than Wednesday, December 5th  to ensure that your December 28th paycheck will be direct deposited into your bank account. The form can be found on the Office of Finance web site (look for the Employee Payroll Direct Deposit Authorization Form under Faculty/Staff Forms).
  2. Provide a self-addressed, stamped envelope (6 1/2 x 9 1/2), with two stamps to the Payroll Office no later than December 14, 2012.



If you are claiming exempt status for federal or state income tax withholding in calendar year 2012, Internal Revenue service and Commonwealth of Virginia tax regulations require submission of a new W-4 or VA-4 form to continue the exemption for the 2013 calendar year.  EXEMPT STATUS MEANS NO FEDERAL AND/OR STATE TAXES ARE WITHHELD FROM YOUR PAYCHECK.

To renew your tax exempt status for 2013, you must submit a 2013 W-4 and/or VA-4 to the Payroll Office in Rollins Hall no later than January 31, 2013.  If you claimed "exempt" for either Federal or State withholding and the Payroll Office does not receive new 2013 W-4 and VA-4 forms by January 31, 2013, your federal and state withholding status will be changed to reflect "Single-0" and you will be taxed at the single tax rate, with zero exemptions. Refunds for excess tax withholding may be obtained when you file your 2013 income tax returns only.  Please indicate the calendar year for the tax exempt status (i.e., calendar year 2012 or calendar year 2013) on the W-4 or VA-4.

You may want to file an amended W-4 form if your tax filing status or exemption allowances have changed since your last filing.  If you have questions about completing the W-4 or VA-4 forms, please contact your Payroll Processor.



If you are eligible for Earned Income Credit in 2012, you must claim the credit on your personal income tax return for 2012.



Electronic receipt of W2’s will be available for CY 2012 for all Active Employees on or before January 31, 2013.  You must use Leo Online and give us your consent to receive your Tax form electronically.  Go to Leo online.  From the Main Menu, select (1) Employee (2) Tax Forms (3) Electronic W2 Consent (4) Then under Selection Criteria you will see a box with the words “My Choice” above it.  Click the box (5) then click submit.  You will NOT receive a confirmation message – if the box is checked after you click submit, you have consented.  If you have already consented (either this year or in a prior year) to receive your W2 electronically, please do not resubmit

By consenting to receive your W-2 electronically, you agree to return to this site between January 31 and October 15 of the appropriate year to print your W-2 form on-line.  You may be required to print and attach your W-2 form to a Federal, State, or local income tax return.

Your consent will be valid for all subsequent tax years unless revoked by you, upon termination, or if this service is not supported in a future given tax year.  You may revoke your consent and receive a paper Form W-2 by accessing the site and unchecking the box to revoke consent, or providing written notification to either Human Resources or the Payroll office.

W-2 forms for those who do not consent to receive electronic W-2 forms and for terminated employees will be mailed to the home address on file on or before January 31, 2013.

Posted By: Kathleen Parker
Date: Tue Nov 13 07:55:39 EST 2012