• Log in to the HR Self Service system
• View Your Pay Statement
• Change Federal Tax Withholdings (Form W-4)
• Change Your State Withholdings
• Reprint your W-2 Form
• Review and Update Direct Deposit Information
• Change Your Pay Statement Print Option

Note: Clicking a link to a page outside of PeopleSoft (such as this help page or the Payroll forms page) opens a new browser window. To return to the PeopleSoft self service pages, simply close the new browser window. Tip! You can tell that you are in a new browser window when the browswer's Back button is dimmed.

You may wish to consult the Glossary of Terms, which provides definitions for terminology that you may find unfamiliar while updating your information in the Employee Self Service system.

Log In to HR Self Service

To Log In to HR Self Service and access and your personal information:

1. Open your system's internet browser (Internet Explorer (v. 5.5 or higher is the preferred browser for PCs).
2. Enter www.princeton.edu/selfservice in the Address bar.
3. Click the Log In option in the side menu bar.
4. Enter your UserID and password.
5. Click the Sign In button.

View Your Pay Statement

You can view, online, the same information that is displayed on your pay statement (payment advice or check stub). A list of all your pay statements for the last three years is displayed. To display one of them, click on the Check Date link for the pay statement you want.

Note: For a complete description of the values on the Pay Statement, see What's What on Your Pay Statement.

PDF versions will be available for pay statements beginning with the first payment after August 5, 2008. The last pay statement of 2007 will also be available in PDF format. Any pay statement that has a PDF file available will be displayed in Acrobat automatically when you click the link for the check date. You can use the Acrobat toolbar buttons to save or print the the pay statement.

Important! Be careful when printing--remember that you are printing private information. Verify that you are sending the printout to the right printer, and be sure to pick up immediately all pages of your printout.

To view your most recent pay statement:

1. Sign in to the HR Self Service system.
2. Navigate to the Pay Statement page by selecting Self Service > Payroll and Compensation > View Paycheck from the menu.
3. On the Select Paycheck list, locate the Pay Period End Date for the payment you want to see, scrolling if necessary. The first check on the list will be the most current payment.

   Note: For Bi-weekly and Hourly employees, the Pay Period End Date is not the same as the Check Date. For monthly employees, the Check Date is usually the same as the Pay Period End Date, except in June and December (when the check date is typically earlier), and in any month in which the last day of the month falls on a weekend or holiday.

   Tip! Click the View All link in the navigation header to list all the paychecks on one page, or use the arrow toward the end of the header to scroll forward.

4. Click on the date link (for example, 2008-01-31) to display the payment. If the PDF checkbox at the end of the check row is selected, the payment is displayed in a new browser window in PDF format. If the PDF checkbox is not selected, the Pay Statement page is displayed.
5. If the Pay Statement page is displayed, use the scroll bar to scroll through your earnings, taxes, deductions, and certain employer-paid benefits (such as the University's contribution to your retirement plan), and to see how your pay was distributed (direct deposit or check).

   Note: For a complete description of the values on the Pay Statement, see What's What on Your Pay Statement.

To view another pay statement within the last three years:

1. From the View Paycheck or the Pay Statement page, click the View a Different Payment link on the right, just above the General header.
2. Locate and display the payment as described above.

Note: Year-to-date information appears only on the current pay statement, not on prior pay statements.

To print your pay statement:

1. If the Select Paycheck list is not displayed on the View Paycheck page, click the View a Different Payment link to return to the list.
2. If the PDF File checkbox is checked for the payment you want to print,
1. Click the check date link to display the pay statement.
2. The pay statement will open in Adobe Acrobat in a new window, where you can print as you normally would, using the Print button on the Acrobat toolbar.
3. Close the new browser window to return to the Pay Statement in PeopleSoft.
3. If the PDF File checkbox is not selected for the payment you want to print,
   1. Click the check date link to display the pay statement in the PeopleSoft window.
   2. Click the Collapse Menu icon at the the top right corner of the PeopleSoft menu, and then click on the pay statement.
   3. Select File > Print Preview.
   4. In the middle field in the toolbar at the top of the page, select Only the selected frame. Verify that all the pages will print using the controls at the bottom of the page.
   5. Click the Print button and proceed as you normally would when printing from your browser.
   6. When you have printed the pay statement, close the Print Preview window to return to PeopleSoft.

Important! Be careful when printing--remember that you are printing private information. Verify that you are sending the printout to the right printer, and be sure to pick up immediately all pages of your printout. The PDF pay statement will print on a single page, but non-PDF pay statements may require more than one page.

Change Federal Tax Withholdings (Form W-4)

You may review and change the amount of federal taxes being withheld from your pay using the online W-4 Tax Information page.

If your current state withholding settings are the same as your federal withholding settings, changes you make here to marital status and number of allowances will affect both your federal and your state withholdings, unless you are a Pennsylvania resident (Pennsylvania residents are taxed at a standard flat rate). For more information on changing your state tax withholdings, see Change Your State Withholdings.

Note: If you are a non-resident alien (you are not a US citizen or permanent resident of the United States), you must submit your W-4 on paper. You can print the W-4 form from the Glacier system.

To review your current federal W-4 settings:

1. Sign in to the HR Self Service system.
2. Navigate to the W-4 Tax Information page by selecting Self Service > Payroll and Compensation > W-4 Tax Information from the menu.
3. Review the withholdings information.

To CHANGE the federal W-4 tax information that determines your withholdings:

Note: Changes submitted will update your record immediately. However, depending on the timing of the payroll processing cycle, your change may not be reflected in your next pay.

1. Sign in to the HR Self Service system, and navigate to the W-4 Tax Information page (as described above).
2. If you need to increase or reduce the number of allowances (for example, when you've had a baby, when you lose a dependent, or if you just want to increase or reduce your withholdings), type the total number of allowances you want to claim in the input box.

   Note: The number of allowances you claim is subject to review by the IRS.

   Tip! You can use the worksheet on the Federal W-4 form (available from the Payroll Department Forms page) to help determine your allowances. However, do not submit the paper W-4 to the Payroll Office, since you will complete and submit the changes online.

3. If you want to withhold an additional amount, above what would be calculated based on the allowances and marital status you are claiming, enter the additional amount you want withheld from each paycheck.

   Note: The amount you specify will be withheld from each paycheck, so (assuming that you are paid every period throughout the year) the total yearly additional amount for monthly employees will be 12 times the amount specified, and for bi-weekly employees, will be 26 times the amount specified.

4. Click on the appropriate marital status. If you are married, but want taxes withheld at the higher, single rate, click both the Single radio button and the checkbox below it.

   Note: Changing your marital status here will update only your tax withholding settings. If you want to submit a change to your marital status on your HR record, use the appropriate self service Marital Status Change option.

5. If your name has changed, and your social security card does not reflect that change, click on the checkbox above the Claim Exemption header.

   Note: This will not get you a new social security card. You must call the displayed phone number to initiate a name change with the Social Security Administration and receive a new, updated social security card. Also, the name on your University HR record should match the name on record with the Social Security Administration. To submit a name change to HR, use the appropriate self service Name Change option.

6. If you do not expect to have a tax liability this calendar year, read the conditions under the Claim Exemption header. If you meet both of these conditions, you may claim an exemption from withholding.

   Note: You must meet BOTH conditions to qualify for exempt status.

   To claim an exemption for the current year, leave the default value in the exemption input box, and click the checkbox at the bottom of this section.

   Note: In November or December, you may claim an exemption for the next year (provided that you meet the conditions for that year). Enter the year for which you are claiming the exemption in the exemption input box, and click the checkbox at the bottom of this section.

   If you want to claim an exemption for both years, enter the current year, click the checkbox, and submit. Then come back to this page to enter the next year, click the checkbox and submit again.

7. Click the Submit button. The Verify Identify page is displayed.
8. Verify your identity by re-entering your password (the same one you used when you signed on to HR Self Service), and clicking the Continue button.
9. A Save Confirmation page is displayed. Click OK to return to the W-4 Tax Information page. The fields on the W-4 Tax Information page will be dimmed, indicating that your change is being processed.

   Note: If you need to make another change, you can click the Tasks link in the breadcrumbs (the links at the top of the page), and select W-4 Tax Information again to return to the W-4 Tax Information page with the fields open for input.

Change Your State Withholdings

Note: This does not apply to Pennsylvania residents, for whom state taxes are withheld at a standard flat rate.

If your primary W-4 tax withholding data is the same for federal and state taxes, that is, if

• Your state marital status is the same as your federal marital status, and
• The number of allowances for the state is the same as the number of allowances for federal tax withholdings,

and

• There is no additional withholding amount on your state tax record, and
• Neither your state nor federal tax record indicates an exemption from withholding,

then submitting changes (other than claiming an exemption) to your federal withholding data will update your state withholding data (marital status and number of allowances only) to match. If you want different withholding data for state taxes, you must submit a state W-4 form (Employee's Withholding Allowance Certificate). This form can be found on the Payroll Department Forms page. Complete the form and return it to the Payroll Office.

If your federal and state W-4 data is already different, submitting changes to your federal W-4 data will not change your state withholding data. To change your state tax withholdings, you must submit a state W-4 form (Employee's Withholding Allowance Certificate). This form can be found on the Payroll Department Forms page. Complete the form and return it to the Payroll Office.

View and Reprint Your W-2 Form

If you lose your W-2 form, you may view, online, any W-2 issued for the years from 2005 through the present, and reprint it yourself.

For W-2 statements issued for years prior to 2005, you can submit a request for a reprint to the Payroll Office. The W-2 will be reprinted in the Payroll Office, and sent to the address you specify in the request. Click the W-2 Forms Prior to 2005 link to find the Request for Duplicate W-2 form.

Note: W-2 data is only available for the past 7 years. Last year's W-2 is available beginning at the end of January of the current year. Reprint requests should be made only when there is a legitimate need to obtain another copy of your W-2.

To reprint your W-2:

1. Sign in to the HR Self Service system.
2. Navigate to the Reprint W-2 page by selecting Self Service > Payroll and Compensation > View W-2 Form from the menu.
3. A row for the most recent tax year is displayed by default. If you want to view a different tax year, click the View a Different Tax Year link above the header bar. Then click the year link for the W-2 you would like to review.
4. To see the W-2 for the selected year, click the Year End Form link. A new browser window opens, with the W-2 displayed in PDF format.
5. To print the W-2, click the Print button on the toolbar just above the form (the Acrobat toolbar).
   To save a copy of the W-2, click the Save a Copy button.
6. To return to PeopleSoft, close the W-2 browser window.
7. If you need to review filing instructions, click the Filing Instructions link. A new window opens containing the filing instructions. Again, to return to PeopleSoft, close the new window.
8. If you are finished with Payroll Self Service, you can sign out and close your browser window. If you need additional W-2s, click the View a Different Tax Year link, and repeat the process .

Review and Update Direct Deposit Information

You can set up, review, and maintain direct deposit information online:

• If you don't already have direct deposit set up, you can enter your banking information to begin receiving your pay electronically into your checking or savings account. See To add a new direct deposit account for instructions.
• You can review the account type, routing number, and the last four digits of the account number for the account to which your payments are deposited online. See To review direct deposit information for instructions.
• If you have a new checking or savings account, or have changed banks, you can change your existing account or routing information. See To change your existing direct deposit account for instructions.
• If you no longer wish to have your pay deposited directly to your bank account, you can stop the direct deposits to your account. See To stop direct deposit for instructions.

To review direct deposit account information:

1. Sign in to the HR Self Service system.
2. Navigate to the Direct Deposit page by selecting Self Service > Payroll and Compensation > Direct Deposit from the menu.
3. The account information for your direct deposit account is displayed. If the account information is not correct, contact the Payroll Office with the correct information.

To add a new direct deposit account:

1. Sign in to the HR Self Service system.
2. Navigate to Self Service > Payroll and Compensation > Direct Deposit.
3. Click the Add Account button.
4. In the Account Type field, select Checking to deposit your pay to your checking account, or Savings to deposit your pay to your savings account.
5. In the Routing Number field, type your 9-digit routing number. If you are not sure where to find this number on your check, click the View Check Example link to see a sample.
6. In the Account Number field, type your Account Number. If you are not sure which number on your check is the account number, click the View Check Example link to see a sample.
7. Click the Save button. When the Save Confirmation page is displayed, click OK.

To change your existing direct deposit account:

1. Sign in to the HR Self Service system.
2. Navigate to Self Service > Payroll and Compensation > Direct Deposit.
3. Click the Edit button.
4. If your routing number has changed, type your new 9-digit routing number in the Routing Number field. (To verify which is the routing number, click the View Check Example link.)
5. If your account number has changed, type your new account number in the Account Number field. (To verify which is the account number, click the View Check Example link.)
6. Click the Save button. When the Save Confirmation page is displayed, click OK.

To stop direct deposits to your account:

1. Sign in to the HR Self Service system.
2. Navigate to Self Service > Payroll and Compensation > Direct Deposit.
3. Click the Stop button . When prompted to verify that you really want to delete the direct deposit account, click Yes - Stop if you are sure, or No - Do Not Stop if you want to keep the direct deposit setup after all.
4. When the save confirmation page is displayed, click OK.

   Note: You will not be able to add another direct deposit account the same day you stop one. You will have to wait a day to set up another direct deposit account.

Change Your Pay Statement Print Option

When your pay is deposited directly to your bank account, a payment advice is still printed and distributed to you. Since your pay statement is now available online, you can choose to discontinue printing of the payment advice.

To change your pay statement print option:

1. Sign in to the HR Self Service system.
2. Navigate to the Direct Deposit page by selecting Self Service > Payroll and Compensation > Direct Deposit from the menu.
3. Click the Pay Statement Print Option link.
4. On the Pay Statement Print Option page, click the radio button that indicates your choice.
5. Click the Save button to save your print option.
6. On the Save Confirmation page, click OK.