Archived News and Spotlights

2018 Form W-4 - Posted January 2018

The IRS is expected to make modifications to the 2018 W-4, Employee’s Withholding Allowance Certificate, later this year to bring the form in compliance with the new tax laws enacted by the Tax Cuts and Jobs Act in late 2017. Further information will be posted to the Payroll website when the new form and worksheet are available. Until the IRS releases the 2018 W-4 Form, the 2017 W-4 Form will continue to be accepted by Payroll Services.

2018 Federal Withholding Tax Rates and W-4 Delayed - Posted December 2017

Due to tax reform legislation being considered in Congress, the IRS has advised that the 2018 federal withholding tables and 2018 Form W-4, Employee’s Withholding Allowance Certificate, will be issued at a later date than usual. Congress is aiming to pass and enact a final tax reform bill before the end of the year, and that bill will likely include changes to income tax rates, standard deductions, and personal exemptions, which will impact the calculation of federal withholding taxes and require a revision of the IRS Form W-4. Until any new tax rates are approved, the University will continue to use the 2017 withholding tables and Form W-4.

2018 Social Security Wage Base Released - Posted December 2017

Although pending legislation may impact the federal withholding tax rates, the Social Security wage base limit for 2018 has been set. That limit will increase from $127,200 to $128,400 in 2018. For individuals under the wage base limit, total Social Security and Medicare tax is 7.65% (6.2% plus 1.45%). Additional Medicare of 0.9% remains in effect for wages above $200,000.

New 2017-2018 Fiscal Year Calendars Available! - Posted August 2017

The new Monthly and Semi-Monthly payroll calendars have been posted for fiscal year 2017-2018. Automatically update your Microsoft Outlook Calendar with the payroll paydays and departmental deadlines by clicking Download Payroll Dates to Outlook.

2016-2017 Fiscal Year-End Deadlines - Posted August 2017

Monday, Aug. 21
All monthly assignments for the 2016-17 fiscal year must be routed to HRS no later than Monday, Aug. 21 for the Sept. 1 payday.

Tuesday, Aug. 29
Monthly assignment documents and all retroactive assignment changes, including account changes and salary transfers, must be routed to HRS no later than 5 p.m. on Tuesday, Aug. 29. Unfunded monthly assignments (on Default Accounts) must have appropriate funding identified and routed to HRS by 5 p.m. for charges to be included in the 2016-17 fiscal year accounting records.

Tuesday, Sept. 5
All electronic payroll documents (OV1, OV2, OV5, OV6, and OV7) must be final approved by 3 p.m., and paper documentation for OV7 documents must be received in Payroll Services by noon.

Salary Spread Program - Posted August 2017

Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2017-18 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. Salary Spread inquiries and cancellation requests can also be made via email to Payroll Services.

1042-S Forms for Tax Year 2016 - Posted February 2016

Nonresident employees who earned wages that were exempt from federal withholding taxes due to a 2016 tax treaty will receive a 1042-S form from Payroll Services. Nonresidents may receive both a 1042-S and W-2 form when wages earned are above the tax treaty limit. Additionally, the Office of Accounting provides 1042-S forms that report scholarships, fellowships, royalties and cash prizes paid to nonresidents during the tax year. 1042-S forms were mailed Feb. 23 to either the individual's campus or home mailing address. Please allow one week for delivery. If a reprint is needed, please email 1042S@austin.utexas.edu. For information about filing nonresident alien tax return forms with the IRS, please see the International Office website.

2016 W-2 Forms Now Available! - Posted January 2017

The 2016 W-2 Forms are available online via UT Direct as of Jan. 6, 2017. Log in using your upgraded UT EID, password and DUO two-factor authentication to claim yours today!

2017 Federal Withholding Tax Rates - Posted December 2016

The IRS has issued new federal withholding tax rates for the 2017 tax year. In addition, the IRS announced that the Social Security wage base limit will increase from $118,500 to $127,200 in 2017. For individuals under the wage base limit, total Social Security and Medicare tax is 7.65% (6.2% plus 1.45%). Additional Medicare of 0.9% remains in effect for wages above $200,000.

Monthly Payday is Tuesday, Jan. 3, 2017 - Posted December 2016

Due to the bank holiday on Monday, Jan. 2, 2017, the regular monthly payday for the December pay period is Tuesday, Jan 3, 2017. Payroll direct deposits and checks will be made available on this day.

Happy Holidays! - Posted December 2016

Payroll Services would like to wish you all a very happy holiday season and a healthy, prosperous new year!

Winter Break - Posted December 2016

The university and our office will be closed for the winter break beginning Friday, Dec. 23, 2016 and will reopen Monday, Jan. 2, 2017.

New 2016-2017 Fiscal Year Calendars Available! - Posted August 2016

The new Monthly and Semi-Monthly payroll calendars have been posted for fiscal year 2016-2017. Automatically update your Microsoft Outlook Calendar with the payroll paydays and departmental deadlines by clicking Download Payroll Dates to Outlook.

Duo Security Enhancements - Posted July 2016

July 26, 2016, The University of Texas at Austin will be implementing Duo, a two-factor authentication tool, as a way to provide a second layer of security to certain pages in UT Direct.

As part of this security enhancement, My W-2 and My Paycheck Distribution/Bank Info-Payroll require the use of Duo, in order to protect employees’ sensitive payroll data. To log in to these two pages, users will enter their UT EID and password, and need to have access to a mobile phone with text messaging/SMS capability, or a smartphone or tablet using the Duo App to authenticate their identity.

Information about two-factor authentication is available on the ITS website, and the ITS Help Desk can be contacted with questions related to this. For employees who cannot use Duo, alternate processes will continue to be available:

• Set up or change your paycheck distribution or bank info by completing a Payroll Services Employee Information (PSEI) form.
• Receive a printed W-2 form.

TRS Active Member Contribution Rate Increase - Posted July 2016

Effective September 1, 2016, active Teacher Retirement System (TRS) members will experience an increase in their paycheck deduction from 7.2 percent to 7.7 percent. This was approved by the 83rd Texas Legislature. For more information about this TRS rate change, contact TRS at 1-800-223-8778 or 512-542-6400, Mon.-Fri., 7 a.m. to 6 p.m.

IRS Form 1095-C - Posted February 2016

Beginning for tax year 2015, the university will provide Form 1095-C to eligible individuals which provides information about the university’s employer health insurance coverage. The forms are not available online and will be mailed to the individual’s home (W-2) address prior to the IRS deadline. At the end of December 2015, the IRS extended the deadline by which the university must provide these forms for tax year 2015 to March 31, 2016; however, the university expects the forms to be mailed by the end of February 2016. The IRS has instructed that for tax year 2015 only, tax payers may rely on other information about offers of health coverage. It is not necessary to wait for the receipt of the 1095-C form in order to file your 2015 tax return. If you have questions about the 1095-C form please visit AskUs, or contact the HRSC Service Center (hrsc@austin.utexas.edu) or 512-471-4772.

TRS Reporting Change - Posted September 2015

Effective with the September 1, 2015 paycheck, the timing of reporting to TRS has changed. Per revised TRS Rule 25.28, salaries and deposits are now reported to TRS based on check date, rather than pay period as was the case previously. As a result of this change, only 11 months of salaries are included in the 2014-2015 totals. Employees will notice this change on the TRS Statement that was recently mailed to them. For employees that are approaching retirement, TRS may be willing to work with employees to adjust their salaries to reflect a full 12 months. Please contact TRS directly at 512-542-6400 to begin this process or if you have any questions. You may also find additional information in the “Guide to Reading Your 2015 TRS Annual Statement” on the TRS website.

Salary Spread Program - Posted August 2016

Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2016-17 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. Salary Spread inquiries and cancellation requests can also be made via email to Payroll Services.

2015-2016 Fiscal Year-End Deadlines - Posted August 2016

Friday, Aug. 19
All monthly assignments for the 2015-16 fiscal year must be routed to HRS no later than Friday, Aug. 19 for the Sept. 1 payday.

Monday, Aug. 29
Monthly assignment documents and all retroactive assignment changes, including account changes and salary transfers, must be routed to HRS no later than 5 p.m. on Monday, Aug. 29. Unfunded monthly assignments (on Default Accounts) must have appropriate funding identified and routed to HRS by 5 p.m. for charges to be included in the 2015-16 fiscal year accounting records.

Thursday, Sept. 1
All electronic payroll documents (OV1, OV2, OV5, OV6, and OV7) must be final approved by 3 p.m., and paper documentation for OV7 documents must be received in Payroll Services by noon.

1042-S Forms for Tax Year 2015 - Posted Feb. 2016

Nonresident employees who earned wages that were exempt from federal withholding taxes due to a 2015 tax treaty will receive a 1042-S form from Payroll Services. Nonresidents may receive both a 1042-S and W-2 form when wages earned are above the tax treaty limit. Additionally, the Office of Accounting provides 1042-S forms, reporting scholarships, fellowships, royalties and cash prizes paid to nonresidents during the tax year. 1042-S forms were mailed Feb. 16 to either the individual's campus or home mailing address. For information about filing nonresident alien tax return forms with the IRS, please see the International Office website.

2015 W-2s Mailed - Posted Feb. 2016

If you didn’t claim your W-2 online before the Jan. 28 deadline, a printed form was mailed to either your campus mail or home address. Beginning February 8th, you can get a copy of your form online using your UT EID and password (with Toopher authentication). If you’re not able to get your form online, requests for duplicate forms may be sent to payroll@austin.utexas.edu, or 512-471-5271.

2016 Tax Rates - Posted Jan. 2016

The IRS has issued new federal tax rates for the 2016 tax year. In addition, the IRS announced that the Social Security wage base limit will remain $118,500 in 2016. For individuals under the wage base limit, total Social Security and Medicare tax is 7.65% (6.2% plus 1.45%). Additional Medicare of 0.9% remains in effect for wages above $200,000.

Toopher Security Enhancements - Posted July 2014

The University of Texas at Austin has implemented Toopher, a two-factor authentication tool as a way to provide added security for certain UT Direct online services. My W-2 and My Paycheck Distribution/Bank Info-Payroll now require the use of Toopher in order to protect employees’ sensitive payroll data. To log in to these pages, users must enter their UT EID and password, and then authenticate using Toopher. Users must have access to a mobile phone to use Toopher’s text messaging / SMS option, or a smartphone or tablet to use the Toopher App. Users may also use the Printed One-Time Passcodes option, which does not require a mobile phone or smartphone.

Information about setting up two-factor authentication is available on the ITS website and the ITS Help Desk can be contacted with questions related to this. Basic instructions for accessing the payroll webpages using Toopher are also available online.

For employees who cannot use Toopher, alternate processes will continue to be available:

Set up or change your paycheck distribution or bank info by completing a Payroll Services Employee Information (PSEI) form.
Receive a printed W-2 form.

Campus-wide notification regarding two-factor authentication from the Chief Information Security Officer can be found here.

Happy Holidays! - Posted Dec. 2015

Payroll Services would like to wish you all a very happy holiday season and a healthy, prosperous new year!

Winter Break - Posted Dec. 2015

The university and our office will be closed for the winter break beginning Wednesday, Dec. 23, 2015 and will reopen Monday, Jan. 4, 2016.

Monthly Payday is Monday, Jan. 4 - Posted Dec. 2015

Due to the bank holiday on Friday, Jan. 1, 2016, and the following weekend, the regular monthly payday for the December pay period is Monday, Jan. 4, 2016.

TRS Member Contribution Rate Change Effective Sept. 1 - Posted Aug. 2015

Effective September 1, 2015, active Teacher Retirement System (TRS) members will experience an increase in the deductions from their paycheck from the current 6.7% to 7.2% of eligible compensation. The required increase was approved in the 83rd Texas Legislature.

New 2015-16 Fiscal Year Calendars Available! - Posted Aug. 2015

The new Monthly and Semi-Monthly payroll calendars have been posted for fiscal year 2015-16. Automatically update your Microsoft Outlook Calendar with the payroll paydays and departmental deadlines by clicking Download Payroll Dates to Outlook.

2015-16 Fringe Benefit Rates - Posted Aug. 2015

The Fringe Benefits page has been updated to include the new 2015-16 fiscal year rates.

2014-2015 Fiscal Year-End Deadlines - Posted August 2015

Wednesday, Aug. 19
All monthly assignments for the 2014-15 fiscal year must be routed to HRS no later than Wednesday, Aug. 19 for the Sept. 1 payday.

Thursday, Aug. 27
Monthly assignment documents and all retroactive assignment changes, including account changes and salary transfers, must be routed to HRS no later than 5 p.m. on Thursday, Aug. 27. Unfunded monthly assignments (on Default Accounts) must have appropriate funding identified and routed to HRS by 5 p.m. for charges to be included in the 2014-15 fiscal year accounting records.

Wednesday, Sept. 2
All electronic payroll documents (OV1, OV2, OV5, OV6, and OV7) must be final approved by 3 p.m., and paper documentation for OV7 documents must be received in Payroll Services by noon.

Salary Spread Program
Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2015-16 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. Salary Spread inquiries and cancellation requests can also be made via email to Payroll Services.

2015 Summer Insurance - Posted May 2015

Summer Insurance premiums for eligible faculty members and graduate student employees who are paid on a nine-month basis will be deducted on the June 1 paycheck. The university will contribute the employer portion of premium sharing towards eligible employees' summer insurance so that the monthly cost for coverage will not change. Human Resource Services (HRS) sent Summer Insurance Notices by email on April 24th that provided more detailed information. Please contact the Human Resource Service Center at 512-471-4772 if you have any questions about your summer insurance coverage.

1042-S Forms for Tax Year 2014 - Posted Feb. 2015

Nonresident employees who earned wages that were exempt from federal withholding taxes due to a 2014 tax treaty will receive a 1042-S form from Payroll Services. Many nonresidents receive both a 1042-S and W-2 form when wages earned are above the tax treaty limit. Additionally, the Office of Accounting provides 1042-S forms, reporting scholarships, fellowships, royalties and cash prizes paid to nonresidents during the tax year. 1042-S forms were mailed Feb. 11 to either the individual's campus or home mailing address. For information about filing nonresident alien tax return forms with the IRS, please see the International Office website.

2014 W-2 Forms Now Available! - Posted Jan. 2015

The 2014 W-2 Forms are available online via UT Direct as of Jan. 9, 2015. Log in using your upgraded UT EID and password to claim yours today!

2015 Tax Rates - Posted Dec. 2014

The IRS has issued new federal tax rates for the 2015 tax year. In addition to the withholding tax changes, the Social Security wage base limit increased from $117,000 to $118,500. For individuals under the wage base limit, total Social Security and Medicare tax is 7.65% (6.2% plus 1.45%). Additional Medicare of 0.9% remains in effect for wages above $200,000.

Student Employee Compensation - Posted Jan. 2015

Under Executive Order 13658, work performed on certain federal contracts solicited or awarded on or after January 1, 2015 require payment of a minimum wage rate of at least $10.10 per hour. This requirement does not apply to work performed on federal grants. Employers of students who are performing work on a federal contract in an FLSA non-exempt job may contact the Office of Sponsored Projects at osp@austin.utexas.edu if more information is needed.

Fringe Benefit Table - Posted Dec. 2014

The 2014-15 Fringe Benefit table has been updated to reflect the 2015 Social Security wage base limit ($118,500).

Happy Holidays! - Posted Dec. 2014

Payroll Services would like to wish you all a very happy holiday season and a healthy, prosperous new year!

Winter Break - Posted Dec. 2014

The university and our office will be closed for the winter break beginning Monday, Dec. 22, 2014 and will reopen Friday, Jan. 2, 2015.

Monthly Payday is Friday, Jan. 2 - Posted Dec. 2014

Due to the bank holiday on Thursday, Jan. 1, 2015, the regular monthly payday for the December pay period is Friday, Jan. 2, 2015.

TRS Member Contribution Rate Change Effective Sept. 1st - Posted Oct. 2014

Effective September 1, 2014, active Teacher Retirement System (TRS) members will experience an increase in the deductions from their paycheck from the current 6.4% to 6.7% of eligible compensation. The required increase was approved in the 83rd Texas Legislature. Additional information can be found on the TRS website.

New 2014-15 Fiscal Year Calendars Available! - Posted Aug. 2014

The new Monthly and Semi-Monthly payroll calendars have been posted for fiscal year 2014-15. Automatically update your Microsoft Outlook Calendar with the payroll paydays and departmental deadlines by clicking Download Payroll Dates to Outlook.

2014-15 Fringe Benefit Rates - Posted Aug. 2014

The Fringe Benefits Web page has been updated to include the new 2014-15 fiscal year rates.

2013-14 Fiscal Year-End Deadlines - Posted Sep. 2014

Tuesday, Aug. 19
All monthly assignments for the 2013-14 fiscal year must be routed to HRS no later than Tuesday, Aug. 19 for the Sept. 2 payday.

Wednesday, Aug. 27
Monthly assignment documents and all retroactive assignment changes, including account changes and salary transfers, must be routed to HRS no later than 5 p.m. on Wednesday, Aug. 27. Unfunded monthly assignments (on Default Accounts) must have appropriate funding identified and routed to HRS by 5 p.m. for charges to be included in the 2013-14 fiscal year accounting records.

Tuesday, Sept. 2
All electronic payroll documents (OV1, OV2, OV5, OV6, and OV7) must be final approved by 3 p.m., and paper documentation for OV7 documents must be received in Payroll Services by 3 p.m. Note: Departments have only ONE business day to process their payroll documents instead of the typical two days.

Salary Spread Program
Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2014-15 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. Salary Spread inquiries and cancellation requests can also be made via email to Payroll Services.

Coming Soon! Toopher Security Enhancements - Posted July 2014

Early July 2014, The University of Texas at Austin will be implementing Toopher, a two-factor authentication tool, as a way to provide a second layer of security to certain pages in UT Direct.

As part of this security enhancement, My W-2 and My Paycheck Distribution/Bank Info-Payroll will soon require the use of Toopher, in order to protect employees’ sensitive payroll data. To log in to these two pages, users will enter their UT EID and password, and need to have access to a mobile phone with text messaging/SMS capability, or a smartphone or tablet using the Toopher App to authenticate their identity.

Information about two-factor authentication is available on the ITS website, and the ITS Help Desk can be contacted with questions related to this. For employees who cannot use Toopher, alternate processes will continue to be available:

Hourly Timekeeping in Production! - Posted Mar. 2014

The new Time Report and Hourly Payroll Systems are now in production and available for campus-wide use in UT Direct! These two systems have been used in Beta by departmental groups since the Jan. 16-31 pay period.

HRS Timekeeping – As of Monday, March 3, departmental timekeepers can begin setting up their new timesheet routing in DEFINE EG1. This will allow employees and supervisors to start using electronic timesheets. For assistance with timesheet group setup, please see the HRS timesheet webpage or contact HRS.

Payroll – After hourly employees are set up in timesheet groups and have completed timesheets for a pay period, departmental OV1 processors can manage the hourly payroll and create OV1 documents in the new Hourly Payroll System. Please see our Web page or the "Help" links in the new system for more information.

As with the development of any new technology, unforeseen issues may occur and areas of improvement may be identified. We value user feedback and welcome your questions and comments.

Time Report System email hrsc-records@utlists.utexas.edu
Hourly Payroll System email payroll@austin.utexas.edu

Thank you for your continued support as we implement the new Hourly Timekeeping project on campus!

Important message about the March 4 payroll voucher deadline - Posted Mar. 2014

Although the university had a delayed opening this morning, Tuesday March 4, the payroll deadline will remain in effect for today. However, we have extended the OV7 deadline to 3PM (instead of noon) and have extended the deadline for other OVM documents as well. All OVM documents final approved by 6PM today will be included on the payroll for the March 7 payday.

1042-S Forms for Tax Year 2013 - Posted Feb. 2014

Nonresident employees who earned wages that were exempt from federal withholding taxes due to a 2013 tax treaty will receive 1042-S forms from Payroll Services. Many nonresidents receive both a 1042-S and W-2 form, when wages earned are above the tax treaty limit. Additionally, the Office of Accounting provides 1042-S forms, reporting scholarships, fellowships, royalties and cash prizes paid to nonresidents during the tax year. 1042-S forms were mailed Feb. 28 to either the individual's campus or home mailing address. For information about filing nonresident alien tax return forms with the IRS, please see the International Office website.

2013 W-2 Forms - Posted Feb. 2014

The 2013 W-2 Forms are available online to those employees who claimed their W-2 before Jan. 29. For those who did not claim online, 2013 W-2 forms were printed and mailed on Jan. 30 to the employee's campus mail address (current employees only) or home address (former employees).

2014 Tax Rates - Posted Jan. 2014

The IRS has issued new federal tax rates for the 2014 tax year. In addition to the withholding tax changes, the Social Security wage base limit increased from $113,700 to $117,000. For individuals under the wage base limit, total Social Security and Medicare tax is 7.65% (6.2% plus 1.45%). Additional Medicare of 0.9% remains in effect for wages above $200,000.

The 2013-14 Fringe Benefit tables have also been updated to reflect the 2014 Social Security wage base limit ($117,000).

2013 W-2 Forms Now Available! - Posted Jan. 2014

The 2013 W-2 Forms are available online via UT Direct as of Jan. 9, 2014. Log in using your upgraded UT EID and password to claim yours today!

Monthly Payday is Thursday, Jan. 2 - Posted Dec. 2013

Due to the bank holiday on Wednesday, Jan. 1, 2014, the regular monthly payday for the December pay period is Thursday, Jan. 2, 2014.

Winter Break - Posted Dec. 2013

The university and our office will be closed for the winter break beginning Monday, Dec. 23, 2013 and will reopen Thursday, Jan. 2, 2014.

Entry of Hours to be Required on OV2 and OV7 Documents - Posted Oct. 2013

To comply with the Affordable Care Act, UT Austin must be able to track all hours worked for employees, including flat rate workers (paid on OV2) and casual employees (paid on OV7). Beginning with the 11/1/2013 – 11/15/2013 pay period, all OV2 and OV7 documents will require entry of hours worked. Additionally, revised Authorization of Individual Services (AIS) and Authorization of Professional Services (APS) forms will provide a field for employees to report hours worked when signing the forms certifying services were performed.

OV1 Changes in relation to Hourly Electronic Timekeeping - Posted Oct. 2013

In conjunction with the university’s electronic timekeeping system for hourly employees, Payroll Services is developing a web interface that will allow departments to create OV1 documents from the hourly timekeeping system. The OV1 documents would include employee timesheet hours that were final approved for the pay period. Stay tuned for more details as we progress.

2013-14 Fringe Benefit Rates - Posted Sept. 2013

The Fringe Benefits Web page has been updated to include the new 2013-14 fiscal year rates.

New 2013-14 Fiscal Year Calendars Available! - Posted Aug. 2013

The Monthly or Semi-Monthly payroll calendars have been posted for fiscal year 2013-14.

Automatically Download Next FY Payroll Dates to Outlook - Posted Aug. 2013

Automatically update your Microsoft Outlook Calendar with the payroll paydays and departmental deadlines. Click here to Download Payroll Dates to Outlook or visit our Monthly or Semi-Monthly webpages.

2012-13 Fiscal Year-End Deadlines – Posted Aug. 2013

Tuesday, Aug. 20
All monthly assignments for the 2012-13 fiscal year must be routed to HRS no later than Tuesday, Aug. 20 for the Sept. 3 payday.

Wednesday, Aug. 28
Monthly assignment documents and all retroactive assignment changes, including account changes and salary transfers, must be routed to HRS no later than 5 p.m. on Wednesday, Aug. 28. Unfunded monthly assignments (on Default Accounts) must have appropriate funding identified and routed to HRS by 5 p.m. for charges to be included in the 2012-13 fiscal year accounting records.

Tuesday, Sept. 3
All electronic payroll documents (OV1, OV2, OV5, OV6, and OV7) must be final approved by 3 p.m. Paper documentation for OV7 documents must also be received in Payroll Services by 3 p.m. Note: Departments have only ONE business day to process their payroll documents instead of the typical two days.

Salary Spread Program
Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2013-14 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. Salary Spread inquiries and cancellation requests can also be made via email to Payroll Services.

New Payroll Voucher Web Pages - Posted July 2013

Visit our seven new Web pages regarding electronic OVM documents and Manual Payroll Vouchers for informational processing guidelines and discover helpful hints!

2013 Summer Insurance - Posted May 2013

Summer Insurance premiums for eligible faculty members and graduate student employees who are paid on a nine-month basis will be deducted on the June 3 paycheck. The university will contribute the employer portion of premium sharing towards eligible employees' summer insurance so that the monthly cost for coverage will not change. Human Resource Services (HRS) sent Summer Insurance Notices by email in mid-April that provided more detailed information. Please contact the Human Resource Service Center at 512-471-4772 if you have any questions about your summer insurance coverage.

Taxable Gift Cards from Living Well Health Platform – Posted April 2013

UT Select Medical plan members who met the requirements to receive a $25 gift card from The Office of Employee Benefits’ partnership with Provant Health Solutions will see a “Misc Taxable” line item on their earnings statement shortly after receiving the gift card. This accounts for the taxability of the card as an employment fringe benefit and will only appear on the earnings statement once.

Changes to Voluntary Term Life Insurance Premiums - Posted Feb. 2013

Effective Feb. 1, 2013, voluntary group term life insurance will no longer be included in premium redirection based on a recent determination by the University of Texas System, Office of Employee Benefits. This means that all premiums for voluntary life insurance will be deducted from your payroll earnings on a post-tax basis. In addition, premiums for voluntary life insurance are no longer eligible to be paid for using premium sharing. This change will be in place for paychecks issued on or after Feb. 22, 2013 and will be reflected on the My Benefits Cost page at that time.

1042-S Forms for Tax Year 2012 - Posted Feb. 2013

Nonresident employees who earned wages that were exempt from federal withholding taxes due to a 2012 tax treaty will receive 1042-S forms from Payroll Services. Many nonresidents receive both a 1042-S and W-2 form, when wages earned are above the tax treaty limit. Additionally, the Office of Accounting provides 1042-S forms, reporting scholarships, fellowships, royalties and cash prizes paid to nonresidents during the tax year. 1042-S forms were mailed Feb. 20 to either the individual’s campus or home mailing address. For information about filing nonresident alien tax return forms with the IRS, please see the International Office website.

Updates for 2013 Payroll Taxes - Posted Jan. 2013

The 2013 Tax Rates have been updated with the new payroll tax information effective Jan. 1, 2013. We have also posted new info on our website for Social Security, Medicare, and federal withholding employment taxes.

Updates for 2013 Fringe Benefit Rates - Posted Jan. 2013

The Fringe Benefit Rates for 2012-13 have been updated with 2013 calendar year Social Security and Medicare rates. Please use this most recent information when estimating 2013 departmental fringe charges.

2012 W-2 Forms Now Available! - Posted Jan. 2013

The 2012 W-2 Forms are available online via UT Direct as of Jan. 9, 2013. Log in using your upgraded UT EID and password to claim yours today!

2013 Federal Withholding and Social Security Tax Rates - Posted Jan. 2013

The American Taxpayer Relief Act of 2013 was signed into law on Jan. 2, implementing the 2013 federal withholding tax rates. The rates are similar to the 2012 rates, but were adjusted slightly for inflation. Also, a new higher tax bracket (39.6 percent) was added for those with annual income over $400,000. The new legislation did not extend the 2 percent payroll tax holiday, so the Social Security rate officially changed from 4.2 to 6.2 percent effective Jan. 1 on payments up to the wage base of $113,700.

Health Insurance Amounts Reported on 2012 W-2 - Posted Dec. 2012

As part of the Patient Protection and Affordable Care Act, employees who had health care coverage during the year will see those associated costs reported on their 2012 Form W-2 in Box 12 (code DD). The amount is informational only, and is not considered taxable income.

Monthly Payday is Wednesday, Jan. 2 - Posted Dec. 2012

Due to the bank holiday on Tuesday, Jan. 1, 2013, the regular monthly payday for the December pay period is Wednesday, Jan. 2, 2013.

Happy Holidays! - Posted Dec. 2012

Payroll Services would like to wish you all a very happy holiday season and a healthy, prosperous new year!

2013 Medicare Tax Rates - Posted Dec. 2012

The 1.45 percent Medicare rate remains intact on all wages. However, in addition to the regular Medicare rate, employers must also deduct an additional 0.9 percent for Medicare wages above $200,000. An employee’s actual liability for additional Medicare is determined at year-end when filing his or her tax return. Additional information can be found on the IRS webpage: Questions and Answers for the Additional Medicare Tax.

2013 Social Security Tax Rate - Posted Dec. 2012

As of the December monthly payroll processing date, Congress did not extend the payroll tax cut beyond tax year 2012. As a result, the rate for Social Security increases from 4.2 to 6.2 percent effective Jan. 1 on payments up to the wage base of $113,700. This change means most employees will notice a decrease in their net pay beginning Jan. 2013.

2013 Federal Withholding Tax Rates - Posted Dec. 2012

As of the December monthly payroll processing date, Congress did not come to an agreement regarding the 2013 federal withholding tax rates. Therefore, the current 2012 tax rates remained in place for Jan. 2, 2013 paychecks. When new rates are determined (hopefully soon), they will not result in retroactive adjustments on employee paychecks. It is important to remember that amounts withheld on an employee’s paycheck are only estimates of the required taxes based on his or her Form W-4. Employees should evaluate their personal tax situation to determine if changes are needed to their Form W-4, available in My Paycheck Profile. Further updates about the tax rates will be communicated via email and this website as soon as they are available.

Winter Break - Posted Dec. 2012

The university and our office will be closed for the winter break beginning Monday, Dec. 24, 2012 and will reopen Wednesday, Jan. 2, 2013.

Automatically Download Payroll Dates to Outlook - Posted Sep. 2012

Automatically update your Microsoft Outlook Calendar with the payroll paydays and departmental deadlines. Click here to Download Payroll Dates to Outlook or visit our Monthly or Semi-Monthly webpages.

2011 Fiscal Year End Deadlines - Posted Aug. 2012

Tuesday, Aug. 21
All monthly assignments for the 2011-12 fiscal year must be routed to HRS no later than Tuesday, Aug. 21 for the Sept. 4 payday.

Wednesday, Aug. 29
Monthly assignment documents and all retroactive assignment changes, including account changes and salary transfers, must be routed to HRS no later than 5 p.m. on Wednesday, Aug. 29. Unfunded monthly assignments (on Default Accounts) must have appropriate funding identified and routed to HRS by 5 p.m. for charges to be included in the 2011-12 fiscal year accounting records.

Tuesday, Sept. 4
All electronic payroll documents (OV1, OV2, OV5, OV6, and OV7) must be final approved by 3 p.m., and paper documentation for OV7 documents must be received in Payroll Services by noon. Note: Departments have only ONE business day to process their payroll documents instead of the typical two days. Documents approved after Sept. 4 will not be included in the 2011-12 accounting records; no late documents can be accepted.

Salary Spread Program
Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2012-13 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 Friday, Aug. 31. Please see our Faculty Salary Spread page for more information. Salary Spread inquiries and cancellation requests can also be made via email to Jackie McKay.

New Email Address - Posted July 2012

Payroll Services has a new email address. Contact us at payroll@austin.utexas.edu with any questions you may have.

Website Updated - Posted July 2012

The Payroll Services website has been updated and we hope you like the look and feel of our new pages! If you have any feedback you would like to share, please let us know by using the "Send Comments" link at the bottom of this page.

Update to the Electronic Earnings Statement - Posted July 2012

The online Payroll Earnings Statement has been updated to display Social Security and Medicare taxes as separate line items. Previously, these two amounts were displayed together with the title “Social Security”. Currently, the Social Security tax is 4.2% of wages up to the wage limit of $110,100 and Medicare tax is 1.45% of all wages.

Upgrades to Departmental Fringe and Salary Web Tools - Posted June 2012

Payroll Services has new departmental Fringe Download and Salary Download tools which expand the Fringes by Account and Salary by Account systems. Users can now download records at the account or unit code level with multiple unit code options available. Additionally, users can now retrieve records for multiple months with one submission.

Reduced Social Security Tax Rate Extended through 2012 - Posted Feb. 2012

On Feb. 17, Congress passed the Tax Relief Act of 2012, extending the 2% Social Security tax cut for employees through the end of the year. The combined Social Security (4.2%) and Medicare (1.45%) rate will remain 5.65% for wages up to the Social Security wage limit of $110,100. Prior to passage of this act, many employees were impacted by the late two-month temporary extension of the reduced Social Security rate just before the university closed for the winter holidays. As a result, most employees received a refund of the over-withheld Social Security taxes on their next paycheck, either later in January or February. Due to these rate changes, the March 1 paycheck will be the first of 2012 for many monthly-paid employees with a Social Security deduction totaling 5.65%.

2011 W-2s Available Online - Posted Jan. 2012

The 2011 W-2 forms are available online. Log in using your upgraded UT EID and password to claim yours today.

Social Security Tax Rate Temporarily Extended in 2012 - Posted Jan. 2011

On Dec. 23, Congress passed the Temporary Payroll Tax Cut Continuation Act of 2011, which extended the two percentage point Social Security tax cut for employees, continuing the reduction from 6.2% to 4.2% through Feb. 29, 2012. As a result, the combined Social Security (4.2%) and Medicare (1.45%) rate is 5.65% for wages up to the Social Security wage limit of $110,100. Since the university’s Jan. 3 paychecks were processed prior to passage of the act, the rate in effect on that payroll was a combined rate of 7.65%. Employees who were over-withheld Social Security on the Jan. 3 paycheck will be refunded when their next payroll payment is processed. For most employees, this will occur on the Feb. 1 monthly payday. For employees who do not receive another payroll payment by Feb. 1, their difference will be refunded separately.

Monthly Payday is Tuesday, Jan 3 - Posted Dec. 2011

Due to the bank holiday on Monday, Jan. 2, 2012, the regular monthly payday for the December pay period is Tuesday, Jan. 3, 2012.

Winter Break - Posted Dec. 2011

Payroll Services will be closed Friday, Dec. 23 through Monday, Jan. 2 in accordance with the university’s winter break holiday schedule.

Social Security Tax Rate Increase for 2012 - Posted Dec. 2011

As of the university’s monthly payroll processing date, Dec. 21, the US Congress failed to extend the 2% payroll tax cut to 2012. As a result, the rate will increase from 4.2% to 6.2% effective Jan. 1. Employees who are subject to this tax will have their Jan. 3 paycheck taxed at the higher rate. If Congress extends the 2% tax cut at a later date, our office will process appropriate adjustments for any impacted paychecks. Additional information will be posted in January.

Employee/Independent Contractor Classification Checklist - Posted Aug. 2011

The Employee/Independent Contractor Classification Checklist (EICCC) has been updated. The new EICCC has some minor changes that help clarify the classification process. Check out the new version.

2010 Fiscal Year End Deadlines - Posted Aug. 2011

Thursday, Aug. 18
All monthly assignments for the 2010-11 fiscal year must be routed to HRS no later than Thursday, Aug. 18 for the Sept. 1 payday.

Tuesday, Aug. 23
Preferred deadline for monthly assignment documents and all retroactive assignment changes, including account changes and salary transfers, to be final approved is 5 p.m. Tuesday, Aug 23. Unfunded monthly assignments (on Default Accounts) must have appropriate funding identified for charges to be included in the 2010-11 fiscal year accounting records.

Monday, Aug. 29
Monthly assignment documents and all retroactive assignment changes, including account changes and salary transfers, must be routed to HRS no later than 5 p.m. on Monday, Aug. 29. Unfunded monthly assignments (on Default Accounts) must have appropriate funding identified and routed to HRS by 5 p.m. for charges to be included in the 2010-11 fiscal year accounting records.

Thursday, Sept. 1
All electronic payroll documents (OV1, OV2, OV5, OV6, and OV7) for 2010-11 must be final approved by 3 p.m. Paper documentation for OV7 documents must be received in Payroll Services by 12 p.m. Documents approved after Sept. 1 will not be included in the 2010-11 accounting records; no late documents can be accepted.

Salary Spread Program - Posted Aug. 2011

Faculty interested in participating in the Salary Spread program or interested in canceling participation beginning with the 2011-12 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 Wednesday, Aug 31. Please see our Web site for more information. Salary Spread inquiries and cancellation requests can also be made via email to Jackie McKay, jmckay@austin.utexas.edu.

Fringe and Salary Tools Available Online - Posted Feb. 2011

Data from *DEFINE commands OCA and OCF is now available online to assist with account management. The Salary By Account and Fringe Benefits By Account tools provide expenditure data in either an online display or spreadsheet download.

2010 W-2s Available Online - Posted Jan. 2011

The 2010 W-2 forms are available online. Log in using your upgraded UT EID and password to claim yours today.