This document provides information about payroll policies at Virginia Tech including: - Salaried employees are paid semi-monthly on the 1st and 16th of each month. If hired mid-pay period, the first check is prorated. - Academic year faculty have their pay deferred over 12 months, and any increases during the year will adjust remaining pay to keep it equal. - The I-9 form must be completed by the employee's department by the first day of work and sent to payroll by the third day with documentation. - Virginia Tech withholds federal, state, and FICA taxes from paychecks consistent with submitted forms. Taxes can be changed by visiting My VT.

1. D E P A R T M E N T O F
PAYROLL
HUMAN RESOURCES

2. Pay Periods and Pay Dates
► For salaried employees:
► Paid on the 1st of the month (10th – 24th)
► Paid on the 16th of the month (25th – 9th)
► Paid semi-monthly (24 pay periods per
year)
► If hire date is not at the beginning of a pay
period, the first check will be pro-rated.

3. Academic Year Pay
► Payroll dates for the academic year are August
10 through May 9
► All academic year faculty are required to defer
their pay over 12 months
► Due to policies governing academic year
deferral, any increase received during the
academic year will result in payroll adjustments
that keep pay equal for the remainder of the
deferral period.

4. I–9
► The I-9 should be completed by the
employee’s department
► Must be completed no later than first day
of employment
► Must be sent to payroll by third day of
employment with verified documentation

5. ► Virginia Tech withholds:
► Federal taxes consistent with submitted W-4
► Virginia state taxes consistent with the
submitted VA-4
► FICA Taxes – Medicare and Social Security
► To change withholdings please visit My VT
► If employee is required to pay taxes in another
state, contact Payroll at 540-231-5201
Federal, State, and FICA Taxes

6. ► W-2 forms are available in an IRS
acceptable electronic version through Hokie
Spa in mid-January
► Payroll will generate a paper copy of the
W-2 and mailed by January 31 if
employee does not access electronic W-2
after receiving notice of its availability.
W-2

7. Direct Deposit Application
► Virginia Tech requires direct deposit for all
employees. Visit My VT to sign up for direct
deposit online.
► The Bursar’s office will send notification of
enrollment.
► This process will apply for direct deposit of
payroll and any accounts payable checks.
► Direct deposit cannot be made or transferred to
foreign bank accounts. In this instance, a paper
check will be issued.

8. Bursar’s Office
Picking up your first paycheck:
► If the direct deposit was not activated in time for the
first payroll, a paper check will be issued.
► Checks can be picked up at 150 Student Services
Building (540-231-6277).
► Employee must present a Hokie Passport or other
picture id for identification.
► Non-Blacksburg employees will receive the check to
the address on file.