Notes for Administrators

New hires: 
The hiring department must forward a memo, signed by the appropriate administrator, that lists the employee name, start date, rate of pay, and account number to charge. In addition, the hiring department must have the new employee complete payroll forms and provide documents proving identification and eligibility to work in the United States within three (3) days of start date.

In particular, the US Dept. of Justice requires new hires must stop working if a completed I-9 form and documentation are not received in the Payroll Office within three days of start date.

Please call Jessica Kramer in the Payroll Office 814-362-0763 if you have questions on what forms you need for new hires or if you need a copy of the Payroll Information for Supervisors booklet. The booklet provides more detail and examples of various forms.

Note: The University of Pittsburgh requires that all employees must provide their social security card as part of the payroll signup process. New hires cannot be added to the payroll system and no paycheck is generated until a valid social security card is provided. It is also worth noting that supervisors should have student workers use their HOME address for payroll paperwork because the address provided will be the address to which the W-2 (end of year earnings and tax record) will be mailed. It is extremely important that an address change for any employee is communicated to the Payroll Office or the W-2 will be returned to the University of Pittsburgh (not Bradford). Each year hundreds of W-2s are returned in the whole University of Pittsburgh system resulting in a delay receiving important year-end financial information.

There are two kinds of timesheets at Pitt-Bradford: Federal Work Study Timesheet and the Departmental timesheet. If employees are student workers under the Federal Work Study program they must be paid via a Federal Work Study timesheet. All other hourly employees who are paid on a monthly basis are paid via a Departmental timesheet.

Federal Work Study timesheets are a Pitt form and can be purchased from the Forms Office at Pitt-Oakland. Departmental timesheets are available for you to print and copy.

Supervisors are responsible for communicating timesheet deadlines to their employees each month. Timesheets should be legible, added correctly, include an account number, and the signatures of the employee and supervisor.

We have provided examples of completed timesheets online and in the Payroll Information for Supervisors booklet.

Student paychecks and direct deposit advices are available from the Enrollment Services Office on payday and for three working days after payday from 9 a.m. to 4:30 p.m.  Those remaining will be mailed to the address on file.

Paycheck Problems or Questions: 
Employees with questions or problems should contact Jessica Kramer at 814-362-0763 or

Lost paychecks should be reported to the Payroll Office immediately so a Stop Payment order can be issued and a replacement check generated as soon as possible, usually within a week to ten days.