Payroll

About Payroll Services

Payroll Services' responsibility is to ensure the prompt and accurate payment of Georgetown employees' wages.  Additionally, Payroll Services:

  • Oversees the production and distribution of IRS form W-2
  • Handles inquiries related to the W-2 form, tax witholdings, and stale/dated paychecks

Payroll Services is led by Director, Claudette Richardson.

Claiming "exempt" status for 2019

If you currently have Federal or State taxes being withheld and do not want to change your withholdings for 2019, simply do nothing and they will remain in force for this year. 

FEDERAL
If you claimed "EXEMPT" from Federal taxes in 2018, you must enter withholding information for 2019 in GMS by Friday, February 15, 2019. If you do not make any changes in GMS by this date, Georgetown University is required by law to withhold taxes at the highest rate (single status with zero withholding allowances) until new information is entered.

Please note that the tax withholding for Non-US Citizens for tax purposes is determined by the IRS, therefore Non-US Citizens are not able to change their tax withholding in GMS. If you are a Non-US Citizens for tax purposes and believe that one of the following scenarios applies to you, please submit a change request to the Tax Department via the Georgetown University Nonresident Alien Tax Request Form:

  • You are a U.S. resident for tax purposes [i.e. you pass the substantial presence test - note that generally depending on your Visa status, the first 2 or 5 years in the U.S. do not count toward the days for an exempt individual’s (e.g. students, researchers, teachers) substantial presence test countable days], or 
  • You are eligible for treaty benefits (see IRS Publication 519).

STATE
If you do not wish to continue the “EXEMPT” status and do NOT enter the new changes, the following tax status and withholding updates will automatically occur: 

  • For Virginia residents - You will be defaulted to single status with zero exemptions.
  • For Maryland residents - Your status will revert to your last MW507 form completed that did not claim exempt from withholding.  If a MW507 form was not filed, you will default to one exemption until new information is submitted.

No action is required unless you claimed "EXEMPT" from Federal or State taxes in 2018.
 

W-2s available in GMS on January 23

The 2018 W-2 forms are now available in the Georgetown Management System (GMS) for viewing and printing. The forms have also been mailed to the primary address on file in GMS.  To locate your W-2 forms in the system, please take the following steps:

  • Login to GMS (http://gms.georgetown.edu) and on the Home Page click on the Pay worklet.
  • Under the View section, select the My Tax Documents link.
  • Under Tax Year locate 2018 then select the View/Print button to obtain a copy of the W-2 form. The form will also appear in your notification box.

Requesting W-2s for Former Employees

Former employees will be sent a copy of their 2018 W-2 form via the U.S. Postal Service. If you are a terminated employee and do not receive your W-2 via mail, or need to request an additional copy, you may request one online through our partners at Ceridian:

  • Go to the Ceridian website 
  • Login with your Username/Password. 
    • Your Username  is your 9-digit GUID 
    • Your Password is "Georgetown" followed by your two-digit birth year (e.g. Georgetown75)

If you no longer have access to your 9-digit GUID you will need to submit a W2 request form to Payroll Services.  Payroll will then provide you with a copy W2 based on your request.  You may access the W2 Request Form here: https://georgetown.app.box.com/s/cjra5wq6q7517jh9uhgo.

tax and Mileage rate updates for 2019

Please review the following 2019 tax and mileage rate updates from the IRS as they may impact you and your paycheck.  

Tax Withholding Changes
The 2019 federal tax withholding tables have been updated in GMS. Payroll payments completed on or after January 2, 2019 will be calculated using the new 2019 withholding tables.
 
Social Security Tax
The employee tax rate for Social Security will remain at 6.2%.
 
The Social Security Wage Base Limit is $132,900 for 2019 (up from 128,400.00 for 2018). Therefore, Social Security Tax will only be collected on the first $132,900 earned in 2019.
 
Medicare Tax
The Medicare tax rate will remain at 1.45%. There is no wage base limit for Medicare tax. The 0.9% Additional Medicare tax will be withheld from wages for those earning more than $200,000 in a calendar year.
 
Mileage Reimbursement
Effective January 1, 2019, the standard mileage rates for the use of a car are:

  • 58 cents per mile for business miles driven, up from 54.5 cents for 2018.
  • 20 cents per mile driven for moving expenses, up from 18 cents.

Moving Expenses Reimbursements (reminder) 
All moving expenses paid to, or on behalf of, employees, new hires or current employees transferring to a new work location, will now be included in gross income and subject to tax withholding (except for active duty US Armed Forces employees). When offering to pay for employee moving expenses for tax years 2019 through 2025, University departments must be clear that those expenses are considered wages and will be reimbursed net of the required tax withholding. Please note that moving expenses incurred or paid by an employee in 2018 will be included in gross income and subject to tax withholding in 2019 if paid or reimbursed by the University in 2019.

Contact Us

HR/Benefits/Payroll Service Center
Darnall Hall, 2nd Floor, M-31
M-F, 8:30am – 5pm
Phone: (202)687-2500
Email: payrollservices@georgetown.edu