FAQ’s – Staff

FAQ’S

• When do I get paid?

  Staff employees are paid either biweekly or monthly.  Refer to the Payroll Calendars for additional information located under the Calendar’s section of the main Payroll page.

• How do I sign up for Direct Deposit?

  1. Log into 1600grand
  2. Click on Employee Dashboard
  3. Click on the Pay Information pulldown
  4. Click on Direct Deposit Information

• How do I make changes to my Direct Deposit?

  1. Log into 1600grand
  2. Click on Employee Dashboard
  3. Click on the Pay Information pulldown
  4. Click on Direct Deposit Information
  5. To Add New
     • Click on Add New, then select Create New, enter your bank information
     • Select Amount
     • Check Authorization statement
     • Click on Save New Deposit
  6. To Delete
     • Checkmark the box next to the Bank Name
     • Click Delete, the system will auto populate a box confirming are you sure you want to delete, click Delete to remove direct deposit account, successfully delete when no longer visible
  7. To Modify
     • Using the drop down menu modify Account Type and/or Amount deposited
     • Check Authorization statement
     • Click on Save Changes, successfully saved message will auto populated when completed
       • You can only modify the account type and the amount deposited
       • Using the drop down menu modify Account Type and/or Amount deposited
       • Check Authorization statement

  Additional Information

  • Pay distribution – Displays out your current active bank accounts and distribution schedule based on what you provided
  • Proposed Pay distribution – Displays the Net Pay distribution based on your last payroll
  • Accounts Payable Deposit – Main Bank account will display under Accounts Payable if you receive any payments from AP your deposit will be distributed into your main account

• Where can I see my Pay Stubs?

  1. Log into 1600grand
  2. Click on Employee Dashboard
  3. Click on the Pay Information pulldown
  4. Click on All Pay Stubs
  5. Select Pay Date from the list to see full details
  6. Print pay stub using Printer Friendly button (if applicable)

• Where is my paycheck delivered?

  If you do not have Direct Deposit set up, your payroll check is delivered to your current permanent address on file with Employment Services.

  1. To view your address

  • • Log onto 1600grand

  • • Click on Employee Dashboard

  • • Click on My Profile

• I’ve lost my check! What should I do to get it replaced?

  If a check is lost, destroyed, or stolen, it should be reported to the Payroll Department. The Payroll Department will place a stop payment on the check in question. There is a $30.00 stop payment fee unless you have direct deposit then the college will waive the fee.  Once payroll receives confirmation that the check has not been cashed, a replacement check will be issued. This process can take up to 48 hours to complete

• How do I receive/view my W-2 electronically?

  1. To Receive
     • Log into 1600grand
     • Click on Employee Dashboard
     • Under Pay Information, click Taxes to expand the Tax section
     • Select Electronic Regulatory Consent
     • Under selection criteria Check both boxes under My Choice next to Consent to receive W-2 and 1095-C electronically
     • Click Submit
  2. To View

     • Log into 1600grand
     • Click on Employee Dashboard
     • Click on W-2 Wage and Tax Statement
     • Select Tax Year
     • Click Display, W-2 statement will display in window (located under the footer)
     • Click Printable W-2  to print a copy of your tax statement

• How can I change my tax withholding?

  There are two options to make changes to your Federal taxes, the preferred way is to access self-service portal.

  1. Log onto 1600grand
  2. Click on Employee Dashboard
  3. Expand Taxes section
  4. Select W-4 Employee’s Withholding Allowance Certificate
  5. Click on Update (located under the footer)
  6. Make desired changes
  7. Click on Certify Changes

  The other option is to complete the online form Federal W-4 (secure e-Signature) located on the Forms page on the Payroll website.

  As of 2020 updating the federal W-4 no longer updates the MN W-4 because the federal W-4 does not use exemptions.  To update your Minnesota taxes, please complete the online form Minnesota W-4 (secure e-Signature) located on the Forms page on the Payroll website.

• How do I notify payroll of missed hours and when will I be paid for those hours?

  Employees who missed recording their time, should complete the online Timesheet Correction Request located on the Forms page on the Payroll website.  Your supervisor will review the request for missed hours and take the appropriate action to get those hours approved.  The missed hours will be paid out during the next scheduled payroll cycle.

• For the upcoming holiday how many hours should I input if my FTE is lower than a 1.0?

  For employees that have an FTE lower than 1.0, the annual holiday hours is calculated by taking 7.75 x Employee’s FTE x # of Macalester Holidays.  Additional questions about eligibility can be found on the Eligibility section located on the Holiday page on the Human Resources website.

• Where do I review my leave balances?

  1. Log onto 1600grand
  2. Click on Employee Dashboard
  3. To the right of your profile picture, your leave balances will display or click on Full Leave Balance Information (link on the right) for detailed leave balance

  Detailed leave accrual and usage records can be viewed by clicking on each leave type. Questions regarding your leave balance(s) should be directed to Human Resources.

• Do I need to report gift card amounts that I award to employee (staff/student)?

  Yes. Gift cards are considered taxable per the IRS. To report gift cards awarded, complete the Taxable Prize or Award/Gift Form located on the Accounts Payable Forms page under the Tax and Taxation section near the bottom of the page.