The Mission of the Payroll Office is to ensure that all employees of the University are paid timely and accurately while maintaining compliance with federal, state, and University regulations and policies. University departments must submit timely, correct, and complete information for payroll purposes.
If correctly completed hiring paperwork and/or Web Time Entry timesheets are not submitted to Human Resources and/or Payroll by the published deadlines, employees cannot be paid. Please refer to the Payroll Schedule for hiring paperwork deadlines and the Web Time Entry Submission Schedule for timesheet submission deadlines.
Departments who wish to award bonuses or awards are required to follow the appropriate process for the employee type. Please address questions about the process to the appropriate office for the employee type.
- Classified/Hourly - contact Human Resources
- Faculty/Adjunct Faculty - contact Academic Affairs
- Student Employees - contact Payroll
The Payroll Schedule shows important information and deadlines associated with hiring paperwork and approver deadlines. The schedule is divided by quarters and crosses fiscal years.
University policy requires that all hiring documentation be completed by the hiring department, approved, and processed before a student begins work.
The Banner Web Time & Leave Entry System is a web-based system that enables ODU employees to electronically log and submit their hours worked and leave taken.
Direct deposit is the primary method of paying Commonwealth employees. Direct deposit is considered a condition of employment.
In order for the Payroll Office to know how much income tax to withhold from an employee's wages, we must have a Form W-4, Employee's Withholding Allowance Certificate, and a VA-4, Employee's Virginia Income Tax Withholding Exemption Certificate, on file for each employee.
When departments wish to request a manual check, the Manual Payroll Check Request Form must be completed in its entirety. When requesting a manual payroll check, the appropriate back-up documentation must be attached to the Manual Payroll Check Request Form.
In order to file your tax returns, you must have a Form W-2 for the calendar year. Hard copy W-2 forms should be mailed to the permanent address on file each year no later than January 31.
When an employee needs to change an address, the appropriate form needs to be completed.