September 12th, 2018 Tax Services Student Payroll Q & A Web Conference

Student Payroll Users: Navigating Tax Website & IT SharePoint Welcome Everyone This is Ann Page from Tax Services Today I am going to give a brief presentation on how to navigate to Student Payroll resources on the Tax website and on the IT SharePoint site. This powerpoint is available on the Student Payroll page of the Tax Information website

Tax Services Student Payroll Resources Main Page http://www.minnstate.edu/system/finance/taxinformation/ Student Payroll http://www.minnstate.edu/system/finance/taxinformation/studentpayroll/index.html These first two slides have the direct links to the Tax Information website and Tax Student Payroll website and to the IT Student Payroll SharePoint site

SharePoint Student Payroll Resources ISRS Student Payroll SharePoint Link https://mnscu.sharepoint.com/sites/isrsproducts/SitePages/Topics.aspx?Topic=Student%20Payroll Now I am going to show step by step or click by click instructions on how to get to the IT SharePoint Student Resources from the main Minnesota State web page –

SharePoint Student Payroll Resources Go to minnstate.edu At the bottom of the screen click on System Office Divisions At the very bottom of the main Minnesota State minnstate.edu web page you’ll find a list of items – choose System Office

SharePoint Student Payroll Resources Scroll down & click on Information Technology Services

SharePoint Student Payroll Resources Click on ISRS When the Information Technology web page opens, click on the right hand menu item ISRS – by clicking on ISRS you will be directed to the IT SharePoint Business Processes site. If you haven’t already logged in to SharePoint that day, you will be prompted to enter your star id and password. When I tried this out on my home computer, my star id was formatted as an email starid@minnstate.edu

SharePoint Student Payroll Resources On the left hand side of the screen: Click on Finance Once in SharePoint on the ISRS Business Applications page click on the left hand menu item Finance (note: if you are using a tablet or smart phone, you will need to switch to PC view to follow these navigation instructions)

SharePoint Student Payroll Resources Under Common Topics, Click on Student Payroll Once in Finance under Common Topics click on Student Payroll

SharePoint Student Payroll Resources The IT Student Payroll site has documentation on the Student Payroll Module screens – There are 4 main business processes listed at the top of the screen that will take you to resources that are focused on each business process – you can also search the Student Payroll resources but you will want to ensure that you are specific in search parameters.

Student Payroll Search Example #1 A university employee has recently been assigned to process student payroll and needs to find the ISRS documentation on the Student Payroll module so she can set up new student employees . She goes to the IT SharePoint site and to find information And clicks on Hiring Student Employees Our first example is of new Student Payroll user who is looking for information on how to set up a new student employee in the ISRS Student Payroll module So let’s be that new user and navigate to the IT site – bear with me as I switch from this PowerPoint to the Web

Student Payroll Search Example #2 An university employee has recently been assigned to process student payroll and wants to learn more about why and when student employees are exempt from FICA taxation. She goes to the Tax Information website and finds our Student FICA web page which has resources to aid her learning Now our new employee wants to find out more about student employees and FICA taxation. Since this is a tax question, she will go to the Tax Information website. Let’s see how that looks in practice– bear with me as I switch from this PowerPoint to the Web

Student Payroll Search Example #3 Ridgewater College has hired a new student employee who is from China and has indicated on their I-9 form that they are an “alien authorized to work until xx/xx/xxxx”. When the college goes to set the new hire up in ISRS Student Employee Set up screen, they need to enter the new hire’s tax residency year. Where can the Student Payroll user find the paperwork and information needed to determine tax residency? For example #3 we go to Ridgewater College who has just hired a student employee who is from China. Where can the Student Payroll user find the paperwork and information needed to determine tax residency?

Student Payroll Search Example #3 Ridgewater College goes to the Tax Information website and clicks on the link to Student Payroll and then scrolls down to find Nonresident Student Employee Tax Procedures under Guidance . While the information was helpful, the college still has questions, so they call Ann in Tax Services 651-201-1730 Our user heads for the Tax Information website Student Payroll guidance section –

Other User Scenarios? So now I’ve shown you how to do a few basic searches for Student Payroll information on the IT SharePoint site and Tax Information website – does anyone have another scenario that they would like us to walk through?

Question & Answer Session Does anyone have any Student Payroll questions that they would like to ask or issues that they would like to bring up? If no one else does – I do!

IRS Proposed New W-4 for 2019 Employees won’t chose allowances Single & Married Filing Separately = 2 allowances Married & Head of Household = 3 allowances First – I want to introduce you to the IRS Proposed 2019 W-4 – the form was revamped to comply with the new tax laws It is radically different from the current W-4 – Instead of claiming allowances, allowances are determined by marital status

Stay Tuned for More Information IRS Proposed New W-4 for 2019 Stay Tuned for More Information Annual $ Amounts Increases & Decreases to Withholding Interest/Dividends Itemized deductions Child tax credit Multiple jobs New Formulas Lines 5 thru 8 are now annual amounts that will decrease or increase the employee’s withholding amounts. There is a new complex formula for taking these annual amounts into consideration to arrive at the adjusted gross pay for payday that will be used to determine the federal withholding amount. The IRS is going to release more information on this draft in the near future. As soon as we know more, we will let you know. As of now we anticipate that the new form will require changes in the ISRS Student Employee Setup screen to accommodate the annual dollar amount lines as well as to the calculations behind the scenes. Note: student employees not claiming exemption are not required to complete the new form so ISRS will need to accommodate both methods of determining withholding.

Student Payroll User Input Take a few minutes after this presentation to review the new web page for Nonresident Alien Student Employees Tax Procedures at: http://www.minnstate.edu/system/finance/taxinformation/nonresident/nra_studentemployees/index1.html Compare it to the old page at: http://www.minnstate.edu/system/finance/taxinformation/nonresident/nra_studentemployees/index.html Email Ann in Tax your feedback Lastly Tax is looking for feedback on the new NRA student payroll page – please compare it to the old page and give me your feedback if any – does the simpler format work for you? what resources would you like to see added to the new page?

Ann Page 651-201-1730 ann.page@minnstate.edu Steve Gednalske 651-201-1657 steven.Gednalske@minnstate.edu