Payroll for Employees

Using GMS for Payroll

New Georgetown Employees should take the following steps to ensure prompt and accurate payment:

  • Functional NetID and password are necessary before continuing….
  • Navigate to gms.georgetown.edu and log in using your NetID and password
  • Click on the ‘Getting Started at Georgetown University’ worklet 
  • Click on ‘Take Me There’; this will open the ‘Welcome Aboard’ page
  • On the left side of the ‘Welcome Aboard’ page, click the ‘View Inbox’ button to launch Onboarding

The required onboarding items to be completed are listed in the inbox, including:

  • Make your Federal (GMS) and State (Paper) Tax Withholding Elections
  • Add Payment Elections (i.e. Direct Deposit) under ‘Payment Elections’

We also suggest you…

  • Check out the payroll calendar to see upcoming pay dates and related deadlines
  • Regularly review your payslip online in GMS to ensure accuracy

Want more details? You can view the GMS Onboarding Guide for more information and step-by-step instructions
Inquiries should be directed to payrollservices@georgetown.edu or to the Benefits/HR/Payroll Service Center at (202)687-2500


Use this form for directions on how to hire and pay student workers.

Starting a Timesheet

Hourly employees have their time recorded and tracked in GMS to ensure accurate payment.

The following instructions are for non-student hourly employees:

  1. On the GMS Home Page, click the ‘Time’ worklet 
  2. Click the appropriate time period (e.g., ‘This Week’ or ‘Last Week’) in the ‘Enter Time’ section 
  3. Choose one of the following four methods of entering your time:

Calendar View

  1. Click on a blank area of the date you wish to add time
  2. Click inside the box labeled ‘Enter Time’
  3. The default time type will be ‘Regular Hours Worked’; if necessary, click the ‘Time Type’ button and select an alternate time-type corresponding to your situation (only the time types valid for the employee in question will be displayed): Regular Hours Worked Holiday Worked Weekday Shift Inclement Weather Weekend Shift Inclement Weather Worked Holiday Allied / non-Union Lead Pay Holiday Compensatory  
  4. Input the number of hours that you worked
  5. If you have multiple positions, click the ‘Position’ drop-down arrow and choose the position for which you are inputting hours
  6. When finished, click ‘Ok’
  7. Repeat steps 1-6 for all days worked during the week in question

Enter Time Method

  1. Click the ‘Enter Time’ button; a row of dates will then appear at the top of the screen
  2. The default time type will be ‘Regular Hours Worked’; if necessary, click the ‘Time Type’ button and select an alternate time-type corresponding to your situation (only the time types valid for the employee in question will be displayed): Regular Hours Worked Holiday Worked Weekday Shift Inclement Weather Weekend Shift Inclement Weather Worked Holiday Allied / non-Union Lead Pay Holiday Compensatory  
  3. Input the number of hours that you worked
  4. If you have multiple positions, click the ‘Position’ drop-down arrow and choose the position for which you are inputting hours
  5. Repeat steps 2-3 for all days worked during the week in question
  6. When finished, click ‘Ok’

Quick Add

  1. Click on the ‘Enter Time’ drop-down arrow, then select ‘Quick Add’
  2. The default time type will be ‘Regular Hours Worked’; if necessary, click the ‘Time Type’ button and select an alternate time-type corresponding to your situation (only the time types valid for the employee in question will be displayed):
    Regular Hours Worked Holiday Worked Weekday Shift Inclement Weather Weekend Shift Inclement Weather Worked Holiday Allied / non-Union Lead Pay Holiday Compensatory  
  3. If you have multiple positions, click the ‘Position’ drop-down arrow and choose the position for which you are inputting hours
  4. Review the ‘Time Type’; this information must be included for each day for which you enter time
  5. Input the number of hours that you worked for each day of the week
  6. When finished, click ‘Ok’

Auto-Fill from Prior Week

  1. Click on the ‘Enter Time’ drop-down arrow then select ‘Auto-fill from Prior Week’
  2. Click on the ‘Select Week’ drop-down arrow and select the week from which you wish to auto-fill
  3. Click OK

Submitting a Timesheet

  1. Review your time
    • Regular Hours – This column includes recorded hours worked with the following time codes:
      • Regular Hours Worked
      • Holiday Worked
      • Inclement Hours Worked
    • Leave Hours – This Column includes recorded hours for the following time codes:
      • Paid Leave (scheduled/unscheduled)
      • Unpaid Leave
      • Vacation Carryover Bank
      • Jury Duty, Bereavement, Voting, etc.
      • Inclement Weather
    • Holiday Hours – This column includes recorded hours for the following time codes:
      • Holiday Allied/ non-Union
      • Holiday Part-TIme Workers
      • Holiday SIEU
      • Qatar Holiday
        • Note: Hourly Employees with 100% FTE will automatically receive the holiday time-block on their timesheets
    • Total Hours – The sum total of all time codes less shift or lead hours
  2. When finished, click ‘Submit this Week’, followed by ‘Submit’
  3. Your timesheet must be approved and submitted by your manager or timekeeper in advance of the payroll deadline for the pay period (see the Payroll Calendar)

Current Employees

Current employees of Georgetown University can access their W-2s in GMS. After logging in, click on the ‘Pay’ icon, then under ‘View’ select ‘My Tax Documents’.

Former Employees – 2019 W-2

Former employees of Georgetown University who need a copy of their 2019 W-2 can access the document electronically through the University’s tax and print vendor (Ceridian) by following the instructions below:

Navigate to https://myrecords.ceridian.com and click on “Sign Up Now”

Enter your email address and click “Send Security Code”

  • For Faculty and Staff, this will be your personal email address
  • For Students, this will be your Georgetown email address

Check your email for a message from MyRecords/Ceridian, which will contain a security code. The email should arrive within 10 minutes. If you do not receive the email within this timeframe, check your spam or junk folder.

Continue to work through the steps of the registration and set-up process.

Once logged into Ceridian’s MyRecords system, the 2019 W-2 is available within My Documents. Change the year to 2019, click on W-2 in the grid and either preview or download the document.

If you experience any issues with logging in or have any questions, please contact Payroll Services at payrollservices@georgetown.edu

Former Employees – 2018 and earlier W-2s

Former employees of Georgetown University who need a copy of their W-2 for tax years 2018 or earlier should submit a W-2 Request Form to Payroll Services.

Because the document contains sensitive, personal information it should not be sent via email.

Please send the completed form to the secure fax line in Payroll Services at (202) 687-9148.

Setting up Direct Deposit in GMS

Employees may elect to receive all or a portion of their payroll wages via direct deposit to one or more bank account.

The GMS Employee Quick Reference Guide (new window) includes instructions for completing the payment election process.

Employees of Georgetown University are paid on a bi-weekly or monthly schedule.  The Payroll Calendar indicates when important information is due to Payroll Services (such as timesheets) to ensure that employees are paid accurately and on time.

Understanding My Payslip

Taxes and Deductions

US Citizen Payroll Withholding

Employees must complete federal and state withholding elections in GMS. To make or change withholding elections in GMS, click on the ‘Pay’ icon, and under ‘Action’, select ‘Withholding Elections’. Please see detailed instructions in the GMS Onboarding manual.

Non-US Citizen Payroll Withholding

Non-US Citizens for tax purposes are not able to update tax withholding in GMS. Please complete the Georgetown University Nonresident Alien Tax Request Form to request changes to withholding.

Payroll Forms

Social Security Tax

  • For 2020:
    • The social security tax rate is 6.2%
    • The social security wage base limit is $137,700

Medicare Tax

  • For 2020:
    • The Medicare tax rate is 1.45%.
    • There is no wage base limit for Medicare tax.

Mileage Reimbursement

  • For 2020
    • 57.5 cents per mile per business miles driven

Stop Payment/Reissue of Check

Uncashed Georgetown University paychecks older than 90 days must be reissued.  Request a resissue of a stale-dated check by completing  Reissue Stale-Dated Check Form and submitting it to payrollservices@georgetown.edu or by fax to 202-687-9148.

To stop payment on a paycheck issued by Georgetown University, please complete the Stop Payment/Replace Check Form and submit it to payrollservices@georgetown.edu or by fax to 202-687-9148. When completing the form, please indicate if a replacement check is needed.