Forms, Links and Resources

• 2024 Federal W-4 (secure e-Signature)

Please complete all the mandatory fields (highlighted in red) and any optional fields (highlighted in green) that might apply.  Once completed, select Finalize Document and the form will be sent to the Payroll department securely and automatically.

• 2024 Minnesota W-4 (secure e-Signature)

Please complete all the mandatory fields (highlighted in red) and any optional fields (highlighted in green) that might apply.  You can only complete Section 1 or Section 2, NOT BOTH.  Once completed, select Finalize Document and the completed form will be sent to the Payroll department securely and automatically.

• Electronic W-2 and 1095-C Consent Form (secure e-Signature)

Please complete all the mandatory fields (highlighted in red) OR

For Self-Service, login into 1600grand, go to Employee Dashboard, open Taxes, and select Electronic Regulatory Consent link, and select to receive W-2 and 1095-c electronically.

• Request for Duplicate Copy of W-2 – for Former Employees

Please complete all the mandatory fields (highlighted in red) and any optional fields (highlighted in green) that might apply.  Once completed, select Finalize Document and the completed form will be sent to the Payroll department securely and automatically.  Once the completed form has been received; the request will be processed in 2 business days

Helpful Tips & Information

The Online Timesheet Correction Request is designed for employees to record any missed hours that were not paid on their last paycheck or past paychecks. Refer to your pay stubs on 1600grand for pay period dates if unsure.

Any missed hours not paid for an actively open pay period are considered the current pay period and should be directed to your supervisor to take the appropriate action to ensure those hours are entered. The online timesheet request is NOT required for this situation, please reach out to your supervisor.

Helpful Tips & Information:

• Missed hours for multiple pay periods? – Only one online timesheet correction request is required
• Missed hours for a pay period that has not been paid yet, please reach out to your supervisor to take the appropriate action to ensure those hours are entered. This request is NOT required
• Missed hours recorded should NOT reflect the following:
  • Negative hours
  • End time before start time
  • Do not type in missed hours only use the drop-down menu
  • Earn codes used should only be what is listed in the drop-down menu (please do not type in that field)
• Missed hours recorded should reflect the following:
  • Paired clock times (clock in/out)
  • Record hours in Military time. (A Military Conversion chart is included under instructions)
  • Fractions of hours must be rounded to the nearest 15 minutes and entered as a Fraction of the hour – for example 5.75 – 5hours 45 minutes

Access/Complete online Timesheet Correction Request

1. Log onto 1600grand
2. Under Student/Union Time Clock, click on Timesheet Correction Request
3. Edit online Timesheet Correction Request (All fields with a Red Asterisk are required)
   • Under User Information section
     • Review job information, select the job you are requesting the correction for (If you have multiple jobs, you will see them auto populate)
   • Under Timesheet Correction Request section
     • Select the date and time for the missed hours from the drop-down lists (Please note the hours are in military time, refer to Military Time Conversion Table under instructions)
     • Select the Earn codes (the reason for the request) from the drop-down
     • Enter a comment for your supervisor to review
     • Check the box indicating you acknowledge all information is accurate
     • Confirm all information is correct, click Submit to route your request to your supervisor for their approval

Once successfully approved the employee receives an auto-generated email to there mailbox indicating Timesheet Correction Processed

Review/Approval Process

1. Navigate to Employee’s timesheet correction form by clicking on the request form link provided in the email you received
   • Please note if not accessing the link on campus, you must connect to the Macalester VPN first.
2. During the review process you have the option to, Approve Hours, Return for Correction and/or I have a Question(s) or Need Help
   • Review request for accuracy, determine corrective action (use the option that is applicable)
     • Click on Approve Hours (upper left-hand side of the form) to approve the Timesheet Correction Request
     • Click on Return for Correction (upper left-hand side of the form), then you will be prompted to enter a brief message that will be available to your employee upon return
     • Click on I Have a Question or Need Help (upper left-hand side of the form) a member of Payroll will be notified and will reach back out to you to assist
   • If no corrective action is needed proceed through the approval process
   • If request(s) is for the current pay period the following action is required by the supervisor
     • Enter hours in TCP
     • Respond to payroll from original request stating – Online Timesheet Correction Request(s) can be deleted as this is for current week and supervisor resolved in TCP.
3. Click Approve Hours, system will prompt a message Thank you for approving this timesheet correction for Employee. Click ok to route your approval to Payroll for processing

Troubleshooting Online Timesheet Correction request

Problems with routing the approved timesheet request for processing

Troubleshooting Tips:

• If you experience any issues with routing the approved online timesheet correction request to Payroll for processing, ensure you are executing the final step outlined below
  • Once you have approved the timesheet request, you will receive the following message Thank you for approving this timesheet correction for Employee. Click Ok, to route your approval to Payroll for processing.

Contact Payroll at [email protected] with questions

• Faculty and Staff Payroll Deduction to Macalester

If you have questions or concerns please reach out to [email protected]

• IRS Withholding Estimator

The IRS Withholding Estimator calculates what your tax obligation will be for the current year based on your expected earnings. From there you can select whether you want a refund or to have only your tax obligation withheld. The tool then tells you how to complete your W-4 for the year.