Current Employees Frequently Asked Questions

Go to the Virginia Tech Information System website and select the Hokie Team tab at the top. Then select “Tax Forms” from the menu and follow the instructions below. 

W-4 form
If you are a U.S. citizen or a permanent resident, follow the instructions below to complete your federal W-4 form. Note: Employees who do not complete this step will automatically be assigned the W-4 withholding status single and zero.

1. Under “Tax Forms,” select “W-4 Tax Exemptions/Allowances.”
2. Select “Update,” located between “History” and “Contributions or Deductions.”
3. The deduction effective date will automatically populate with the next available pay date.
4. If your name in our records is different from your name on your Social Security card, check the box.
5. Your deduction status will default to “Active.” Update your deduction status if you plan to claim exempt from federal withholding. Note: Those claiming exempt do not need to fill out the allowances and additional withholdings boxes.
6. Choose a filing status from the drop-down box.
7. Add the number of allowances you wish to claim. We suggest using the link for the IRS tax calculator at the top of the page to determine your number of allowances.
8. If you plan to have additional federal taxes withheld, add the amount that will be deducted per paycheck.
9. Click “Certify Changes” to finalize your W-4.

VA-4 form
If you are a U.S. citizen or a permanent resident living and working in Virginia, follow the instructions below to complete your Virginia state tax withholding form (VA4).

1. Under “Tax Forms,” select “VA-4 Tax Exemptions/Allowances.”
2. Select “Update,” located between “History” and “Contributions or Deductions.”
3. The deduction effective date will automatically populate with the next available pay date.
4. Add the number of allowances you wish to claim.
5. If you plan to have additional state taxes withheld, add the amount that will be deducted per paycheck.
6. Click “Certify Changes” to finalize your VA-4.

Go to the Virginia Tech Information System website, select the Hokie Team tab at the top, and then "Direct Deposit." You will need to log in with your Virginia Tech PID and password to complete the form.

For future changes, you will receive an email to your Virginia Tech email address confirming the effective date of your enrollment. If you miss the deadline to enroll for the next pay date because of processing deadlines, the payment for the following pay date will be processed for direct deposit.

Go to the Virginia Tech Information System website, select the Hokie Team tab at the top, and then "Personal Information." You will need to log in with your Virginia Tech PID and password to complete the form.

As an employee of the state of Virginia, your pay dates and holiday calendar is set and maintained by the Virginia Department of Human Resources. The calendar is available here.

Certain qualifying mid-year events permit specific election changes outside the Open Enrollment period, including changes to your plan and membership. Examples of qualifying mid-year events include changes in your employment, changes in your marital status, changes in the number of your eligible family members, and changes affecting the employment of a covered family member. Your change request must be received within 60 calendar days of the event and be on account of and consistent with the event. The countdown begins on the day of the event. Once you have submitted a valid election during this enrollment window and that election takes effect, it is binding and may not be changed. You will be asked to provide supporting documentation for the qualifying mid-year event. A complete list of qualifying mid-year events may be found on the Virginia Department of Human Resources Management website and on the attached enrollment form. When adding dependents to coverage, supporting documentation is required that provides proof of eligibility.

Enrolling in a health and/or dependent care flexible spending account (FSA) allows employees who are health plan members to set aside part of their salary on a pre-tax basis each pay period to pay for certain out-of-pocket expenses. You can use a health FSA to pay for medical, dental and vision care expenses not covered by your health plan. A dependent care FSA can be used to reimburse eligible child care or dependent self-care expenses so that you and your spouse can work or actively look for work.

Supporting information and access to a claim form is availble from the Virginia Department of Human Resources Management.

Virginia Tech is committed to developing well-rounded employees who are active members of the university community as well as the community at-large. From discounts to educational opportunities, being an employee comes with a wide variety of discounts. 

Employeees may also take advantage of a number of health and wellness programs we offer through our Hokie Wellness team.

Virginia Tech employees have access to a range of healthcare plans. Read more here about eligibility, enrollment, employee assistance, premiums, pre-existing conditions and COBRA plans.

Download the benefits enrollment form.

Regular and restricted full-time and part-timhttps://hr.vt.edu/benefits/retirement-financial/deferred-compene salaried staff are covered by the Virginia Retirement System. Faculty employees may participate in the Virginia Retirement System or in an Optional Retirement Plan.

Tax deferred savings and deferred compensation plans

Employees are offered several choices of investment options to supplement their retirement plans. Employees may participate in either a 403(b) tax deferred savings plan, the 457(b) deferred compensation plan, or both. The state also provides cash match benefits to assist eligible employees in preparing for retirement.

Retirement planning

Virginia Tech is committed to making sure employees are well prepared for retirement. Human Resources hosts regular information sessions and employees can meet with retirement counselors from Fidelity, TIAA, and ICMA-RC. A Retirement Planning Guide is also available for employees enrolled in the Virginia Retirement System (Plans 1 and 2).

Check the holiday closing schedule.

Employees will need appropriate leave types to cover the university's holiday break over the last week or two of December.  For example, the typical full-time employee who works eight hours Monday through Friday will need 32 hours of leave for these days.  The most common types of leave used for this period are annual, family personal, compensatory (holiday comp, overtime comp).  Sick leave usage would not be applicable unless an employee has a substantiated illness or doctor’s appointment. 

Employees must enter leave time online once a month.  Human resources staff sends out a monthly reminder around the 11^th to ensure you enter your time for the last month. 

Information on the various types of leave, including annual, sick, family sick, holidays, military and paid parental leave for both faculty and staff is available here.

Virginia Tech employees are offered paid parental leave. You’ll need to turn in a completed Family Medical Leave Act form, as well as a paid parental leave form. 

Employees covered by Covacare and COVA HealthAware have access to additional benefits.

You’ll also want to add your little one to your benefits after birth.  You’ll have 30 days to do so. 

Any requests regarding employment verification may be answered by contacting Virginia Tech's central human resources office at (540) 231-9331, option 2.

Options for professional development are available at training.vt.edu or LinkedIn Learning. 

The following courses are mandatory :

• State of Virginia: Employee Safety and Disaster Awareness
• State of Virginia: Civilian Response for Active Shooter
• Compliance: Title IX / Policy 1025 / VAWA

All are accessible via Virginia Tech's learning library.

Supervisors may update their employees' performance plans via PageUp LMS website.

Should you have employee performance issues, please contact Senior Human Resources Manager Brittany Shelton directly, either via (540) 526-2010 or sheltb@vt.edu.