Carnegie Mellon University
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Important Payroll Deduction Information for Departmental Staff

Supporting your department's payroll deduction process

Semi-Monthly Payroll Deduction Review

A list of covered students along with their tuition and fee charges, anticipated coverage, and most recent deductions will be provided to your department after each semi-monthly pay date. Please review the report each time it is received to confirm the following:

  • Each student in the report is to receive PD coverage for this term.
  • Each student is registered full-time for at least 36 units.
  • Deductions were processed during the most recent pay period.

You’ll hit some situations throughout the semester that require the Student Account Office’s review.  If you encounter these situations, please reach out to us to review and determine next steps:

The amount and frequency of tuition and fee deductions will vary from one student to another based on several factors, the most common being the start date of the appointment and whether a student is registered for a full-time course load. If you believe deductions are not being processed correctly, ask us to review the account.

If you’ve ended an appointment for any reason (leave of absence, university withdrawal, loss of coverage, etc.), notify us so that we can review the account and determine any necessary adjustments with HR.

If a student with an active appointment stopped receiving deductions or never began receiving them, there could be an issue with the Workday appointment itself. We will review the account and determine if you’ll need to contact HR.

Many students owe a personal obligation outside of their tuition and fee support, which will be reflected in each report we provide to you. We contact students monthly to remind them of their personal balance.

In some cases, students will overpay, borrow student loans, or receive additional departmental support that will result in a refund owed to the student. In order to process a refund for a student supported via payroll deduction, we will need your confirmation that the transactions on the student account are accurate before we can process a refund.

Domestic and permanent resident students should see the PhD insurance support credit posted to their student account automatically with no action required.

International students must submit required tax documentation through CMU’s Foreign National Information System (FNIS) every year to be eligible for their PhD insurance support. CMU’s Tax Department may then also request additional documentation by email from taxdept@andrew.cmu.edu. An international student’s PhD insurance support credit will only be applied to their student account after all required paperwork has been submitted and processed.