Archived News and Spotlights

1042-S Forms for Tax Year 2020

Individuals receiving a 1042-S form can now access their form(s) online through the My Tax Forms page of UT Direct. 1042-S forms for 2020 were mailed February 26, 2021, to form recipients who did not elect electronic receipt of their forms. Please allow one week for mail delivery. For reprint requests and other questions related to 1042-S forms, please email 1042S@austin.utexas.edu. For information about filing a tax return with the IRS as a nonresident alien, please see the Texas Global website.

2020 W-2 Forms

The 2020 W-2 Forms are now available electronically in Workday. For employees that did not opt out of receiving paper copies, W-2 Forms were printed on Thursday, January 28, and will be mailed to employees’ addresses as reflected in Workday by February 1. To access your W-2 form in Workday, please click the Pay application, then Tax Documents (located in the right navigation menu), and click the “View/Print” button. Additional information is available on the Workday Tax Forms page.
Information about Box 14 of the W-2 & W-2 Forms issued without an SSN can be found on AskUS

Opt in to Electronic Only Receipt of W-2 Forms

Tax Year 2020 W-2 Forms will be available in Workday before the January 31 deadline. In light of the ongoing pandemic, Payroll Services encourages all employees to opt in to electronic only receipt of their W-2 Form. Electronic receipt ensures secure and convenient delivery of the W-2 Form through Workday. Opt in now by following these quick and easy steps.

Payroll 2020 Winter Break Hours

Payroll Services will be closed Wednesday, Dec. 23, 2020 – Friday, Jan. 1, 2021 during the university’s Winter Break. Email and voice messages will be checked periodically over the break, but you may experience a short delay in receiving a response. We will resume normal business hours on Monday, Jan. 4, 2020, while continuing to work remotely in an effort to follow social distancing guidelines.
Monthly payday for the December pay period is on Monday, Jan. 4, 2021

UT Austin will not participate in optional f

Based on guidance from UT System, the University of Texas at Austin will not implement the optional federal Social Security tax deferral.

The Social Security tax deferral allows employers to temporarily stop taking Social Security tax out of eligible employee paychecks. To repay the money next year, UT Austin would have to take double the Social Security tax from employee paychecks from January through April 2021. Payroll Services notified eligible employees that the university will not implement the tax delay.

This decision was made based on the guidance available at this time. The university will continue to monitor the optional social security tax deferral and reevaluate if any additional legislation or guidance is provided.

Read more about the Social Security tax deferral on the Internal Revenue Service (IRS) website here.

Opting Out of Paper W-2s

Tax Year 2019 W-2s will be available in Workday before the Jan. 31 deadline. Opt out of Paper W-2s now by following these quick and easy steps.

2019-2020 Fiscal Year-End Deadlines

Wednesday, Aug. 19
All Business Processes for Monthly employees that require HR or APS approval must be routed by 5:00 p.m. for the Sept. 1 payday.

Friday, Aug. 21
All One Time Payments for Monthly employees that require Payroll approval must be routed by noon, and all other HCM transactions for Monthly employees must be final approved by 5:00 p.m. for the Sept. 1 payday.

Monday, Aug. 31
All Business Processes for Hourly employees that require HR or APS approval must be routed by 5:00 p.m. for the Sept. 8 payday.

Wednesday, Sept. 2
All One Time Payments for Hourly employees that require Payroll approval must be routed by noon, and all Timesheets and other HCM transactions for Hourly employees must be final approved by 5:00 p.m. for the Sept. 8 payday.

2019 W-2 Forms

The 2019 W-2 Forms are now available electronically in Workday. For employees that did not opt out of receiving paper copies, W-2 Forms were printed on Tuesday, January 28, and will be mailed to employees’ addresses as reflected in Workday by January 31. To access your W-2 form in Workday, please click the Pay application, then Tax Documents (located in the right navigation menu), and click the “View/Print” button. Additional information is available on the Workday Tax Forms page.

Salary Spread Program – Aug. 31 Deadline

Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2020-21 academic year must submit a Salary Spread Request Form to Payroll Services indicating their preference. Request forms must be received in Payroll Services, MAI 134, no later than Aug. 31 and can be emailed. Please see our Faculty Salary Spread page for more information. Salary Spread inquiries and cancellation requests can also be made via email to Payroll Services. Please remember that you may not participate in Salary Spread if any part of your long session funding will be paid from grant accounts.

1042-S Forms for Tax Year 2019

Individuals receiving a 1042-S form can now access their form(s) online through the My Tax Forms page of UT Direct. 1042-S forms for 2019 were mailed February 28, 2020, to form recipients who did not elect electronic receipt of their forms. Please allow one week for mail delivery. For reprint requests and other questions related to 1042-S forms, please email 1042S@austin.utexas.edu. For information about filing a tax return with the IRS as a nonresident alien, please see the Texas Global website.

January Paycheck Distribution

Payroll Services will be open from 8:30am – 4:30pm on Thursday, January 2, 2020, for paycheck distribution. We will be closed for the University holiday on Friday, January 3, 2020, and will resume normal business hours on Monday, January 6, 2020.

Payroll Calendars Updated

The Monthly and Semi-Monthly payroll calendars have been updated for the 2019-2020 fiscal year. The Off-Cycle payroll calendar has been updated through February 2020.

New 2020 IRS W-4 Forms

The IRS W-4 Form underwent significant changes for 2020. These changes have been updated in Workday, and include the ability to file as Head of household and as a Qualifying widow(er). Additionally, allowances have been eliminated from the form. Employees who have submitted a W-4 Form previously do not need to complete the new form, unless they would like to make changes to their elections. This can be done in Workday from the Pay application, under Withholding Elections. The IRS recommends using their Tax Withholding Estimator when filling out the W-4 Form, in order to elect the most accurate withholding.

Retiree Insurances Changes

Beginning with the December 2018 coverage month, the retiree insurance billing process changed from a quarterly billing cycle to monthly. Please see our Retiree/Surviving Dependent Insurance Billing Information webpage for more information.

Salary Spread Program – Aug. 31 Deadline

Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2019-20 academic year must submit a Salary Spread Request Form to Payroll Services indicating their preference. Request forms must be received in Payroll Services, MAI 134, no later than Aug. 31. Please see our Faculty Salary Spread page for more information, including information about ineligibility for this option, if funded from grant accounts during the long semesters. Salary Spread inquiries and cancellation requests can be sent via email to Payroll Services.

Paycheck & Payslip Changes

With the university’s November 2018 transition to Workday, there are many changes that ultimately impact all of our university employees. While there may be countless differences between Legacy and Workday read about some of the most significant employee paycheck changes on our Payroll-Related Workday Changes webpage.

Retro Prior to 11/1/2018

Do you have an HR or Payroll related transaction that did not get processed for the October 2018 period or prior? If so, processing these transactions is being coordinated with Workday Operational Support Team. Please see the Retro (Prior to 11/1/18) Transaction Guidance section on Workday’s Help & Support page.

Payroll Says Goodbye & Happy Retirement to Our Director, Leslie Saucedo - Posted February 2019

The payroll office staff wants to say goodbye and send the best of wishes to Leslie Saucedo, who has been an incredible leader in Payroll Services for over 18 years. We are a better office because of her, and her impact extends far beyond our office walls. Whether she was in front of the campus community, or working behind the scenes, she has always been there, making us better.

Strong, Caring, Supportive, Loyal, Dedicated, Amazing, Smart, Fun, Awesome, Kind, Respected, Professional, Fair, Genuine, Approachable, Empowering, Tireless, Dignified –these are just some of the words we choose to describe Leslie – the list could go on!

Leslie, thank you from the bottom of our hearts for everything you have done for us and for our community. Your effect is immeasurable and you will be tremendously missed. Happy Retirement!

Click here to read more about Leslie and see a wall of community quotes for how she touched others.

New Pooled Fringe Download - Posted October 2018

A new Pooled Fringe Download is available for those who need details (name, UT EID and amounts) by Unit Code and Account. This tool will only be used for the Sept. and Oct. 2018 pay periods. After Workday Go-Live, a new method for getting pooled fringe details will be made available for the Nov. 2018 pay periods forward.

Learn More About How You Can Prepare for Workday - Posted August 2018

In November 2018, UT Austin will launch Workday, a new system for human resources and payroll that will impact all staff, faculty, and student employees. There are many activities individuals and units can engage in to better prepare for the move to Workday.