Controller
Payroll
Payroll Deadlines and Pay Dates
To support timely payroll processing, please review the revised cutoff dates for each payroll cycle. We appreciate your cooperation in adhering to these deadlines, as we make every effort to process all requests in time for the appropriate payroll.
Multi-State Taxation
In addition to Rhode Island, the University’s primary place of business, the University is also registered to employ workers in the following eleven states:
- California
- Colorado
- Connecticut
- Florida
- Maryland
- Massachusetts
- New Hampshire
- New Jersey
- New York
- North Carolina
- Washington, D.C.
Your state payroll withholdings will depend on your position’s requirements to perform the work either onsite, hybrid, or fully remote. This is determined by the PWL (Position Work Location) assigned in Workday to the job you perform. For additional information on PWLs, please see Position Work Locations | University Human Resources. For employees performing work outside of Rhode Island, please review their Considerations for Employees Outside of Rhode Island | University Human Resources.[1]
Exempt vs. Non-Exempt Employee Payroll Schedule
Brown’s non-exempt employees are paid bi-weekly and exempt employees are paid monthly.
However, there are some states which require exempt employees, who are approved to be fully remote, to be paid bi-weekly. These states are: California, Connecticut, Massachusetts, New Hampshire, New Jersey, and Washington D.C.
If you are an employee transferring from the monthly to bi-weekly pay cycle, please review and adjust your direct deposit allocations and W-4 withholding elections as needed.
Federal, State and Local Withholding
Your federal, state, and local (if applicable) W-4 withholding elections impact taxes withheld from your paycheck each pay period. Additionally, each state and locality have their own websites explaining withholding elections including the rate used for withholdings.
To complete/change your elections, please review the Change Withholding Elections job aid. From the Withholding Elections page, you can select the jurisdiction(s) you wish to update. Your elections will take effect during the next following pay period.
The IRS updated the federal W-4 form in 2020. Federal elections made prior to 2020 withhold taxes at a different rate than those filed during 2020 or later. Please visit the IRS’ FAQs on the 2020 Form W-4 for further details.
Payroll FAQ
View FAQ for payroll topics including W-2 forms, time sheets, direct deposit, and student employee payments.
Additional Questions
Please consult your tax advisor with any questions you may have about completing your withholding elections and how they affect your personal financial situation.
General payroll questions can be answered by the Payroll team through payroll@brown.edu or 401-863-2361.