Forms | Payroll Office

A list of requests and forms that the Payroll Office requires is presented below. A short name, the form's official name and description, and where to get the form are listed.
Short Name Official Name and Description Get Form
Salary Deposit Form SALARY DEPOSIT REQUEST:
This request gives the Payroll Office authorization to deposit an employee's net salary into a checking or savings account in most financial institutions nationwide.
A Salary Deposit Form is required to be completed and submitted to the Payroll Office:
  • to provide bank information to deposit your paycheck or other accounting payments
  • if you change your bank, bank account number, or type of account (i.e. checking to savings)
GURU Form

Paper copies MUST be ORIGINAL

Please do NOT fax

REQUESTS via Telephone
1042S Form Issued only to non-resident aliens who are from countries that have a current tax treaty allowing exemption from federal taxes on earned income, scholarship, or fellowship monies. Payroll Office 814-865-7621
Duplicate Check Stub This is a request for a copy of your check stub.
You may also print a copy of your pay stub from the ESSIC website at https://essic.ohr.psu.edu.
Payroll Office 814-865-7621 ESSIC
Fellowship Statement This statement declares the amount of money you have received as a fellowship payment. Taxes are not withheld on this type of payment. Payroll Office
814-865-7621
Earnings Statement This statement declares your salary information for the entire year. It shows all tax and benefit deductions. This statement can be used for proof of your earnings for any need OTHER THAN filing a tax return. Payroll Office 814-865-7621
W-2 for tax purposes This form is provided to every employee for income tax filing. The form represents a tax year and is issued by January 31 of the following year. There are four copies provided -- one copy each for federal, state and, local taxes, and the requester.
You may also print a copy of a W-2 Form from the ESSIC website at https://essic.ohr.psu.edu.
Payroll Office 814-865-7621 ESSIC
Wage Tax Statement This statement declares the wage salary for a certain year broken down by pay date, the amount withheld for wage tax, and the taxing authority to which it was paid. Individuals often need this statement when they file their local taxes if they have moved throughout the year and they did not change their address by completing a W-4 Form or if they did not change their address at the proper time. Payroll Office 814-865-7621
TAX RELATED FORMS
Search for Federal IRS forms A list of all Internal Revenue Service (IRS) forms, instructions, schedules, and publications. The Fill-in forms allow you to enter information while the form is displayed by an Adobe Acrobat 5.0 (or later) product and then print the completed form out. Fill-in forms give you a cleaner crisper printout for your records and for filing with the IRS.

IRS forms list (long list)

(a search option is available)

IRS Fill-in Forms

Pennsylvania Tax Forms List of Pennsylvania Personal Income Tax forms, Fill-in Forms, Instructions, and Tax Codes, etc. PA Tax Forms
Form PA-40 PA-40 PENNSYLVANIA INCOME TAX RETURN: The PA-40 is used to file PA State taxes.
The PA-40 must be completed and submitted to the Pennsylvania Department of Revenue:
  • by every PA employee
  • must be filed even if you don't owe additional taxes
  • must be filed to be reviewed for a POSSIBLE refund
PA Tax Forms (scroll to form for current year)
PA REV-419 EMPLOYEE'S NONWITHHOLDING APPLICATION CERTIFICATE PA Tax Forms
IRS Form 673 STATEMENT FOR CLAIMING BENEFITS PROVIDED BY SECTION 911 OF THE INTERNAL REVENUE CODE:
Form 673 should be completed and submitted to Payroll:
  • by U.S. citizens or Resident Aliens who are living and working in another country to qualify for exemption from federal income tax
  • new form for each calendar year
IRS form with instructions (2pgs)
IRS Form 1040 FORM 1040 U.S. INDIVIDUAL INCOME TAX RETURN:
Form 1040 should be completed and submitted to the IRS:
  • by anyone who is a U.S. citizen,
  • permanent resident or claims residency for tax purposes to file their federal tax return

IRS Form
(33K, 2pgs)

Instructions
(778K, 117pgs)

IRS Form 1040 NR FORM 1040NR U.S. NONRESIDENT ALIEN INCOME TAX RETURN:
Form 1040NR should be completed and submitted to the IRS by non-resident alien's to file their federal tax return.
IRS Form
(52K, 5pgs)

Instructions
(197K, 32pgs)

IRS Form 1040 NR EZ FORM 1040NR-EZ U.S. INCOME TAX RETURN FOR CERTAIN NONRESIDENT ALIENS WITH NO DEPENDENTS:
Form 1040NR-EZ can be used by non-resident alien's to file their federal tax return. (please read the instructions to see if you qualify to use this form.

IRS Form
(22K, 2pgs)

Instructions (87K, 12pgs)

PSU Form W-4 EMPLOYEE'S WITHHOLDING ALLOWANCE CERTIFICATE (FORM W-4):
This form authorizes the University to make the appropriate withholdings for both Federal Income Tax and Local Wage taxes. It must be on file for all wage and salaried employees before they can be placed on the payroll. A new form must be prepared in its entirety and submitted when there is any change in the payroll information appearing on the completed card.
A W-4 form is required to be completed and submitted to Payroll:
  • by each new employee from within their department
  • when your address changes
  • when your marital status changes
  • when you want to change the number of allowances to claim
  • when your campus location changes

Withholding Calculator
This Withholding Calculator reflects the change in the income tax rates on individuals that began on July 1, 2001. It can help you figure your Federal income tax withholding so your employer can withhold the correct amount from your pay. You may use the results of this program to help you complete a new Form W-4, which you will submit to your employer.

GURU Form (29K, 2pg)

Paper copies MUST be ORIGINAL

Please do NOT fax

PSU W-4E EMPLOYEE CLAIM FOR EXEMPTION FROM WITHHOLDING OF FEDERAL INCOME TAXES
This form is used to claim exemption from the withholding of Federal Income Tax (See "Eligibility" below.) This form is also used to cancel the exemption.
You are eligible to claim exempt status ONLY if:
  • Last year you did not have any Federal Income Tax liability, AND
  • This year you expect to have no Federal Income Tax liability.

A W-4E form should be completed and submitted to Payroll:

  • to be exempt from Federal Income tax (read the instructions on the form carefully)
  • each calendar year (the W-4E form expires each year on February 15)
GURU Form
INTERNATIONAL STUDENT / EMPLOYEE Forms
  Policy PR08 PAYROLL DEDUCTIONS FOR ALIENS EMPLOYED BY THE UNIVERSITY:
To provide information to an alien faculty or staff member explaining the deductions taken from his or her salary during an appointment at the University.
Policy PR08
Alien Information Form ALIEN INFORMATION REQUEST FORM:
This form allows Penn State to collect information for tax withholding purposes regarding an individual's employment, and immigration category and the primary reason the individual is in the U.S.

An Alien Information Request form is required to be completed and submitted to Payroll:

  • by all new employee's who are non-resident alien or resident aliens when they are first employed
  • every time you to have an I-9 processed
  • if there is a change on any of the documents required for a non-resident or resident alien
GURU Form
Revenue Procedure
Statement
87-8
The PSU REVENUE PROCEDURE STATEMENT
87-8:
Form needs to be completed and submitted with Form 8233 for federal tax exemption for student visa holders.
PSU Form Instructions
Revenue Procedure
Statement
87-9
The PSU REVENUE PROCEDURE STATEMENT
87-9:
Form needs to be completed and submitted with Form 8233 for federal tax exemption for J-1 or
H-1 visa holders.
PSU Form Instructions
IRS Form 8233 EXEMPTION FROM WITHHOLDING ON COMPENSATION FOR INDEPENDENT (AND CERTAIN DEPENDENT) PERSONAL SERVICES OF A NONRESIDENT ALIEN INDIVIDUAL:
The IRS requires Form 8233 to be completed and submitted to Payroll:
  • to request Federal tax exemption based on a tax treaty with the U.S. and another country
  • each calendar year you qualify for the exemption (submit to Payroll by December 1 for the next year)
IRS Form for PSU
(37K, 1pg)

Instructions (2pgs)

IRS
Form W-9
&
Attachment Form
REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION:
Form W-9 should be completed and submitted to Payroll:
  • by individuals who are not U.S. citizens,
  • who are in the U.S. on an H1B or J-1 visiting scholar who are requesting exemption from federal taxes based on a tax treaty with the U.S. and their country

ATTACHMENT TO FORM W-9 TAX TREATY CLAIM BY A U.S. PERSON:
A W-9 Attachment form needs to be completed and submitted to Payroll every time a W-9 form is submitted.

IRS Form (26K, pgs)

Instructions (17K, 3 pgs)

Attachment to Form W-9

Payroll DEDUCTION Forms
Credit Union Deduction PENN STATE FEDERAL DEPOSIT & DISTRIBUTION OF PSU PAYROLL DEDUCTION:

The Penn State Federal Deposit and Distribution of PSU Payroll Deduction is to authorize or change a payroll deduction with deposit to the Penn State Federal Credit Union. The form is used to instruct the Penn State Federal Credit Union the categories/amounts to which member deductions are to be applied. A Credit Union form should be completed and submitted to the Credit Union for processing. They will notify the Payroll Office of any changes.

GURU Form
United Way Deduction UNITED WAY CAMPAIGN PAYROLL DEDUCTION CARD:
This card is used by all campuses for full-time employees to have United Way contributions deducted from their paychecks during annual fall campaigns in conjunction with procedures established by United Way campaigns in each area, or throughout the year for new employees or present employees to make changes in payroll deductions.
GURU Instruction

Obtain form from Payroll Office

Uniform Rental Deduction Authorization for Salary Deduction for Uniform Rental. Obtain form from Payroll Office