Payroll-related Questions
Q: When will I be paid?
A: For information on pay dates, visit Human Resource’s pay dates page. For students whose graduate appointments begin on August 25, the first payroll payment of the year will be made on September 16, as long as all necessary paperwork has been completed.
Q: I didn’t get my first payroll payment by direct deposit when expected. Why not?
A: There may be different explanations for this:
- Are you a new student, or setting up direct deposit for the first time? When setting up payroll direct deposit the first time, it can take up to two pay cycles for payments by direct deposit to take effect. In the meantime, you will be paid by check sent by mail, so make sure your current local mailing address is up to date in Banner.
- Is your mailing address up to date in Banner? See previous bullet.
- Have you changed banks? If so, you’ll need to set up a new payroll direct deposit. See below for instructions.
- Still have questions? Visit Payroll's website or contact Payroll's customer service: (757) 221-2848.
Q: How do I set up Payroll Direct Deposit?
A: The Payroll office has a tip sheet with instructions on how to set up your Payroll Direct Deposit.
- Tip: Be sure you use the correct account number and bank routing number; these are different from the 16-digit number found on your debit card. Don’t use your debit card number.
Q: I’m a funded student receiving a lower amount per pay period than I was last year. Why is that?
A: There may be different explanations for this:
- Are you an international student? Tax treaties between the U.S. and your home country may have changed, increasing your tax liability and decreasing your net pay.
- In some instances, continuing students are paid beginning earlier in August, spreading out the stipend over more pay periods.
- Still have questions? Contact the administrator in your graduate program.
Other payroll related questions? Visit the Payroll website or contact Payroll customer service: (757) 221-2848.
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Conference Travel Awards
Q: I’ve been awarded funds to attend a conference. What should I know before I travel?
A: You will need to comply with all university, state, and federal regulations regarding travel and the use of travel funds. Work closely with your program administrator to ensure you follow all rules. Be sure to keep all travel receipts in order to receive a full reimbursement. Some conference travel awards are paid through Accounts Payable, while some travel expenses may be handled by the administrator in your graduate program through your student financial aid account. Your award notification will contain instructions; be sure you read and follow them carefully.
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Research Grant Funds
Q: I’ve been awarded funds for research. How will I receive my money?
A: There are two possible ways you will receive money. Research funds will be transferred directly to your department or program and you will work with your graduate administrator to access the funds and/or purchase required materials. Or, in other cases, research funds may be paid through your student account. You will essentially need to request a “refund” to retrieve the funds from your student account. The Financial Operations website contains information about this process, including a link to the online form that allows you to request the refund. Your award notification will contain instructions; be sure you read and follow them carefully. Your award notification will contain instructions; be sure you read and follow them carefully.
Tip: You’ll need to set up Direct Deposit through eServices in order to receive funds through your student account. Note that this is different from the Payroll Direct Deposit you set up if you are a student on a stipend.
Still have questions? Contact the administrator in your graduate program.
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Prize Money (e.g., for 3MT winners and GRS prizes)
Q: I won a prize at the Graduate Research Symposium. When will I receive my prize money and how will I receive it?
A: First, to receive your award, you might be asked to fill out a tax form if one is not already on file. If needed, the university will send you an email providing you the correct form to fill out. Once the appropriate form is on file, your prize will be processed; this can take up to 30 days for domestic students and up to 60 days for international students. Once processed, the funds will be issued to you through eServices Direct Deposit or by check.
- Tip: To receive your funds more quickly, be sure you have set up Direct Deposit in eServices. This is different from the Payroll Direct Deposit you set up if you are a student on a stipend.
Other questions? Contact the administrator in your graduate program.
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Summer Graduate Research Fellowships
Q: When will I receive my summer graduate research fellowship funds?
A: Funded students in research programs should receive their summer graduate research fellowship funds in mid-May. These funds are processed by your graduate program. Note that, depending on the program you are in, you might also receive summer wages; these are handled separately. For questions, contact the administrator in your graduate program.
Other questions? Contact the administrator in your graduate program.
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Student Account Questions
Q: I’ve received financial aid funds through my student account. How do I access that money?
A: You will essentially need to request a “refund” to retrieve the funds from your student account. Here is some information about this process, including a link to the online form that allows you to request the refund. You’ll need to set up Direct Deposit through eServices in order to receive your funds. Note that this is different from the Payroll Direct Deposit you set up if you are a student on a stipend.
Q: I have a question about my student account regarding fees, tuition, or a financial hold on my account. Who should I talk to?
A: Start with the administrator in your graduate program. You can also visit the Student Accounts website or contact Student Accounts at 757-221-1220. Learn more about why you might have a financial hold on your account by logging in to Banner.
- Tip: Note that a hold will prevent you from registering or making adjustments to your schedule until it is resolved. Because a hold prevents registration, leaving a hold unresolved on your account can jeopardize your academic good standing. A hold can also prevent your ability to request a transcript and have you degree conferred.
Q: I have a bill due for fees and tuition. Do I have to pay it all at once, or is there an installment plan?
A: Yes, there is a student payment plan available that allows you to pay tuition and/or fees in monthly installments. Visit the Financial Operations Payment Plan website to learn more and contact that office directly with questions.
Q: I just discovered a $145 charge to my student account. What is that for?
A: Did you just apply to graduate? When you fill out the online Graduation Application (or the paper Notice of Candidacy Form), you are immediately charged the graduation fee of $145. This is a one-time fee. If you later change your graduation date, you will not have to pay this fee again. Further questions? Contact the administrator in your graduate program.
Q: I just discovered an $85 charge to my student account. What is that for?
A: Are you an international student? This is the fee charged to each international student each semester. This International Service Fee helps to cover student support services.
Tip: Be sure to pay any charges on time. Payments received after the due date may be assessed a late payment fee of up to 10%.
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Student Recreation Center and Health Center Fees
Q: I'd like to use the Campus Recreation Center. What does it cost?
A: Fees for the Campus Recreation Center are listed here. Some students are eligible to have these fees paid for by the OGSR. Those students will receive a letter from the OGSR explaining the steps to take and deadlines. Students who wish to take advantage of this must take action by the deadline state in the letter; this deadline is typically the end of the Add/Drop period for each semester.
For any given semester, students who have attained Research Graduate status and whose tuition is funded by the OGSR during that semester, are eligible to have the OGSR pay the Health Center and Campus Recreation Center fees for those who elect to use these services. Students who are eligible to have these fees paid will receive a letter from the OGSR with instructions. Eligible students should carefully follow the instructions provided in this letter by the stated deadlines if they wish to take advantage of this option.
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Tax Forms and Tax Information
Q: I’m confused by a tax form I have to fill out. Where can I get help?
A: There are several types of tax forms you might be asked to fill out at different times. Different resources exist to assist you:
Q: I have to fill out the online COV-W9. What are the steps involved?
A: You’ll receive an email from the university office that requires the form. Follow the instructions provided.
- Tip: To receive your funds more quickly, be sure you have set up Direct Deposit in eServices. This is different from the Payroll Direct Deposit you set up if you are a student on a stipend.
Q: I have questions about how to report some of my income as a grad student on my taxes. Can the OGSR give me some advice?
A: Unfortunately, we are prohibited from offering students tax or financial advice. William & Mary’s chief financial officer provides this letter that helps explain the tax liability carried by different types of income you might receive from the university as a grad student. We recommend that you speak with a professional tax advisor if you have questions after reading that letter.
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For International Students
Q: I'm an international student. Why does it take so long for me to receive research fund awards and fellowship payments?
A: Federal regulation mandates that payments made to a "Non-Resident Alien" (NRA), be analyzed for tax compliance and this can take up to an additional 30 days (or longer, in some cases) for the funds to be processed. Students with NRA status will be contacted directly by Payroll via email with a login and password information for the FNIS system. The Payroll Office performs an analysis based on the information provided to identify whether or not the NRA qualifies for a tax treaty benefit. If you do not receive an email, please contact the Payroll Office directly at 757-221-2848.
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