Frequently Asked Questions
How can I get a duplicate of my W2 form?
Request a reprint of your W-2 through SABHRS Self Service OR, if you don't have access to Self Service, Kathy Harris (444-3176) can fulfill your request. The duplicates normally take one to three days to process. Generally, we can reprint W-2s anytime throughout the year, however, the first day we will reprint the past year's W-2 is February 13th in order to allow adequate delivery time of the original W-2 by the postal service.
How do I read my W2?
Each employee's W-2 can be very different. Your agency payroll staff is armed with information to help answer basic W-2 questions. If unable to help, employees should contact Leon Richmond or Patricia Huxley in the State Human Resources Division for more detailed answers.
How do I change the amount of income tax withheld from my paycheck?
If you have access to SABHRS Self Service, change your State and Federal tax withholding online yourself; if you do not have access contact your agency payroll staff to submit a new W-4 form. You may wish to check out the IRS Withholding Calculator to get an estimate of what to claim, as well as Paycheck City to estimate how changes will affect your paycheck. Your payroll staff cannot offer tax advice; you must consult the person who does your taxes or a tax professional with specific questions.
Is this person an employee (past or present) of the State?
To verbally verify employment, contact Laura Hildenstab (444-5215), Denise Gjerde (444-4506) or John Fitzpatrick (444-3794). It is helpful to give the employee's social security number. We are allowed by law to divulge hourly rate, hire date, agency number, and status. If you need written verification, please directly contact the agency payroll staff where the employee works/worked (Central Payroll can give you the name of the agency if you do not know it).
Why hasn't my automatic payroll deduction been deposited in my account yet?
Automatic payroll deductions, such as those to savings accounts or loan payments through a credit union or bank, are not electronic fund transfers. These deductions must be reviewed and adjusted during the week of payday, and then an actual warrant is processed and mailed to the bank or credit union. Each bank and credit union's timeline will vary.
How can I establish a voluntary wage assignment through payroll deduction?
Voluntary wage assignments are only assigned if there are at least fifty people who request the same deduction. If a general deduction is already set up in the system, then employees may have money deducted from their pay for the voluntary wage assignment. Any time the deduction needs to be stopped, the employee must stop it with his/her agency payroll staff.
Must I participate in Direct Deposit?
No, your participation is optional. However, participation is strongly encouraged. Click here for more information on Direct Deposit. You may sign up for direct deposit with your agency payroll staff or on your own though Employee Self Service.
Why isn't my EFT (electronic funds transfer), or direct deposit, in my bank account yet?
If you are signed up for direct deposit and your bank account has not been credited by days end on payday, contact your financial institution. Unless State Payroll has a problem with payroll processing, we will refer you to your bank.
Why is my paycheck sometimes different amounts?
Your paycheck may vary from payday to payday by a few cents or more due to uneven dollar amounts that have to be split between two paychecks. If it is varied by more than a few cents, either your gross salary or your payroll deductions have changed. Compare two of your paychecks line by line to determine specifically what items changed.
What do I do if I did not get paid the correct amount?
If the gross amount of your paycheck is incorrect, contact your agency payroll staff to see if the proper paperwork was submitted.
What should I do if I have not received my paycheck in the mail?
Contact your agency payroll staff to get the process started to request a replacement check. They may require you to wait a few days before issuing another check to wait for any Postal Service delays, as the paychecks are mailed out the day before payday and from that point employees are dependant upon the Postal Service's timelines. Consider having your pay deposited directly into your account, so even if your paystub is lost in the mail, your money is not.
How much will you take out of my paycheck for my child support garnishment?
On the first payday of each month, the Montana State payroll system will withhold the full amount of your child support obligation or up to 50% of your disposable earnings, whichever is less. Any remaining unpaid monthly support amount will be withheld form the second paycheck of the month to meet the monthly obligation ordered.
If the child support paperwork takes effect in the middle of the month, the garnishment will be taken out of the first paycheck you receive in that month. Subsequently, on your next payday, which would be the first payday of the next month, the full amount of your child support obligation will be withheld to meet that month's child support obligation. If you have any questions concerning child support garnishments, please contact Kathy Harris.
How are breaks in service regarded in accordance with longevity?
If you have a break in service of more than five days, your longevity will start anew (you will lose all accumulated longevity).
How is annual leave accumulation calculated?
Annual Leave is calculated as follows:
Up to 10 years, you receive 15 days per year or .057692 per hour.
10 to 15 years is equal to 18 days or .069231 per hour.
15 to 20 years is equal to 21 days or.080769 per hour.
20 years plus is equal to 24 days per year or .092308 per hour.
You begin accumulating annual leave from day one of employment, but you may not use it or get paid for it until a six month time period has passed. Prior service can be counted regardless of whether or not there is a break in service. Also, service from other entities may count toward annual leave accumulation. Check with your agency payroll staff for more information and to get the appropriate paperwork.
How do I find out my vacation and sick leave balances?
You may find out your current balances in a number of ways: refer to your latest pay stub or, if you have access to SABHRS Self-Service, you may view your current stub electronically. As a last resort, contact your agency payroll staff.
Why are my paychecks and W-2's being returned to sender?
The postal service returns all paychecks and W-2's to Central Payroll, even though you may have filled out a forwarding address card with the USPS. Contact your agency payroll staff to retrieve any returned mail. Your most current mailing and home addresses must be on file in the payroll system to assure your receipt of mail.
How do I find out the amount of money I have in my retirement fund?
PERS and TRS send out annual contribution statements directly to all employees who are members. The Payroll department does not have retirement account balance information for employees. That information needs to be requested directly from the appropriate retirement system:
Public Employee Retirement Administration
100 N Park Avenue Suite 200
PO Box 200131
Helena, MT 59620-0131
Phone: (406) 444-3154
Toll Free: 1-877-ASK-PERB (1-877-275-7372)
FAX: (406) 444-5428
Email: mpera@mt.gov
Montana Teachers' Retirement System
1500 E. 6th Ave.
PO Box 200139
Helena, MT 59620-0139
(406) 444-3134
TIAA-CREF
2500 Broadway
PO Box 203101
Helena MT 59620-3101
(406) 444-6570
I recently changed my last name but payroll will not change my name until I get my new Social Security card. Why?
The Social Security Administration penalizes employers when employee earnings records do not agree with the information recorded with the Social Security Administration. In addition, the employee may face tax implications when his/her name with the Social Security Administration differs from their year-end W-2 tax statement. Plus, if your name changed, and our records are not updated, it could delay your tax refund and prevent wages from being posted correctly to your Social Security record, possibly decreasing future benefits. Locate your nearest Social Security Office and check out the Social Security Web page to find the documents you need to bring to get your new Social Security card.
I submitted my annual change forms canceling my Flexible Spending, but I noticed on my 1st paycheck in January it was still being deducted, why?
Your new fall open enrollment changes will show up on your paycheck for the 1st pay period ending in January (second paycheck in January.)
