News and Spotlights
Split Deposits Enabled in Workday! - posted 11/16/2022
We are pleased to announce that an exciting new feature has been enabled in Workday! You now have the ability to split your payroll deposits between two different accounts or institutions by either a stated dollar amount or a percentage of your paycheck. Please see these instructions. If you have questions regarding this new feature, or how to enroll in direct deposit, please contact Payroll Services.
Salary Spread Program – Aug. 31 Deadline - posted 08/23/23
Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2023-24 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.
*Faculty who have submitted an enrollment or cancellation request for the 23-24 academic year can expect to see their disbursement plan updated in Workday by mid-September.
Payroll Calendars Updated - posted 7/13/2023
The Monthly, Semi-Monthly, and Off-Cycle payroll calendars have been updated for the 2023-2024 fiscal year.
Paper Checks and Mailing Addresses
In an effort to follow the recommended social distancing guidelines, paper checks are being delivered by US Mail to the home address listed in Workday.
It is important for you to be sure that all contact information in Workday is current and accurate. Information on how to review and update your personal information in Workday is available online. If you do not wish to receive a paper check via US Mail, please enroll in Direct Deposit.
1042-S Forms for Tax Year 2022 - posted 3/2/2023
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 2022 were mailed February 28, 2023, to form recipients who did not elect electronic receipt of their forms. Please allow two weeks 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.
2022 W-2 Forms Now Available - posted 1/19/2023
W-2 tax forms for wages paid in calendar year 2022 are now available in Workday. You should find a link to it on your Workday home page or it can be accessed by going to your profile, clicking the Pay tab, then the Tax Documents tab. If you have questions regarding your W-2, please reach out to Tax Services.
Opt in to Electronic Only Receipt of W-2 Forms - posted 12/6/2022
Tax Year 2022 W-2 Forms will be available in Workday before the January 31 deadline. The University 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.
Payday for December Salary is January 3rd - posted 12/21/22
The University's official payday for the December Monthly payroll is Tuesday, January 3rd. If your bank normally posts your pay early, please be advised that you may not see the December Monthly payroll post early. Since it is a new tax year, it is common for banks to hold this payment until the actual payday.
Winter Break Closure - posted 12/01/2022
Payroll Services will be closed for Winter Break from Friday, December 23rd through Friday, December 30th . We will reopen on Monday, January 2nd.
UFCU Payment Election Change in Workday - posted 10/24/2022
In order to facilitate upcoming enhancements to direct deposit options, we will be removing Direct Deposit to UFCU as an option and moving those who currently have that payment election to Direct Deposit. You may see a notification in Workday and an email informing you that your payment elections have been updated. This will not entail any changes to how we process direct deposits or the timing of payments. The official university paydays will not change. If you have any questions, please feel free to contact Payroll Services.
Salary Spread Program – Aug. 31 Deadline
Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2022-23 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.
Problem with On Demand Requests 9/28/22 - Resolved
We are aware of an ongoing technical issue with online On Demand requests. Currently, requests are being completed but emails are not being sent to verify that they were completed. We are able to retrieve the requests manually. If you wish to verify we have a submitted request, please feel free to email our payment team at pr.pmt@austin.utexas.edu directly.
UFCU Direct Deposit Changes
We have recently implemented changes to how our payroll files are transmitted. For employees whose Payment Election is “Direct Deposit to UFCU”, the description of payroll deposits in your UFCU accounts will change from “UT Payroll” to “UNIV TX AUSTIN - PAYROLL”. While UFCU does not plan to change their policy of posting ahead of payday, they will likely not post these deposits as early in the day as they have been. If you have any questions regarding these changes, please email payroll@austin.utexas.edu.
2021 W-2 Forms
The 2021 W-2 Forms are now available electronically in Workday. For employees that did not opt out of receiving paper copies, W-2 Forms will be printed and mailed to employees’ addresses as reflected in Workday by the IRS deadline of 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.
Information about Box 14 of the W-2 & W-2 Forms issued without an SSN can be found on AskUS
1042-S Forms for Tax Year 2021
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 2021 were mailed February 28, 2022, to form recipients who did not elect electronic receipt of their forms. Please allow two weeks 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.
Opt in to Electronic Only Receipt of W-2 Forms
Tax Year 2021 W-2 Forms will be available in Workday before the January 31 deadline. The University 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 Calendars Updated
The Monthly, Semi-Monthly, Off-Cycle payroll and Cost Transfer calendars have been updated for the 2021-2022 fiscal year.
Salary Spread Program – Aug. 31 Deadline
Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2021-22 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.
2020-2021 Fiscal Year-End Deadlines
Thursday, 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.
Monday, Aug. 23
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.
Tuesday, Aug. 31
All Costing Allocation changes must be final approved by 12:00 p.m. to be reflected in FY 2020-21 financials.
Tuesday, 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. 7 payday.
Thursday, Sept. 2
All One Time Payments for Hourly employees that require Payroll approval must be routed by 10am, and all Timesheets and other HCM transactions for Hourly employees must be final approved by 12:00 p.m. for the Sept. 7 payday.
Temporary Guidance on Employment Outside the U.S.
Any UT Austin employee that is working outside the U.S. is encouraged to submit a signed Statement for Services Performed Outside the United States to Payroll Services. This document is used to ensure that U.S. income taxes are withheld and reported correctly, per IRS rules.
Statements should be submitted for any portion of time where an employee will be working outside the U.S. and employees should notify Payroll Services if/when they return to work in the U.S., so that income reporting and taxation remain accurate.
More information on income earned outside the U.S. can be found on our website here. Information on who is eligible to work outside the U.S. can be found here.
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.
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.
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.