News and Spotlights
Deadline Changes for 8/16/25 - 8/31/25 Semi-Monthly Payroll Period
In order to meet processing deadlines for the FY 24-25 year end closeout, changes have been made to the deadlines for the 8/16/25 - 8/31/25 semi-monthly payroll period. Please see the Semi-Monthly Payroll Calendar for updated information.
2024 W-2 Forms Now Available
The 2024 W-2 Forms are now available electronically in Workday. For employees who 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.
24/25 Payroll Dates and Deadlines Now Available - posted 8/20/2024
Paydays and Deadlines for fiscal year 24/25 are posted. See paydays and departmental deadlines for Monthly calendar, Semi-Monthly calendar, Off-Cycles, and Cost Transfers. Remember, you can download paydays and deadlines for Outlook or Mac as well.
Payroll Customer Service is moving! - posted 11/14/2023
Beginning Wednesday, November 15th, the Payroll Customer Service team will be located at the front counter of Student Accounts Receivable in room 4 of the Main building. Our hours will remain Monday - Friday from 9am - 4pm.
TRS Member Contribution Changes - posted 6/21/2023
The TRS member contribution rate will increase from 8.0% to 8.25% for all eligible employees beginning with the September 1, 2023 pay check, as required by the 2019 Texas Legislative Session. For more information, please visit the TRS website.
Pick Up in Payroll Enabled for Paper Checks - posted 3/1/2023
If you receive your pay by paper check, a new option for Paper Check - Pick Up in Payroll has been enabled. This is also the default for new employees who have not completed a payment election in Workday. If you currently receive your pay by Paper Check - U.S. Mail, that will continue unchanged.
Changing your payment election to Paper Check - Pick Up In Payroll will mean that your paychecks will be available for pick up on applicable paydays in Payroll Services from 9 am to 4 pm - Monday through Friday. Our office is in room 4 of the Main Building. You can find Semi-Monthly paydays here, and Monthly paydays here.
2023 W-2 Forms Now Available - posted 1/23/2024
The 2023 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.
FY 23/24 Encumbrance Differences - posted 09/12/23
The daily Payroll Commitment Adjustment process for FY 23/24 will now create prior period commitments for retro activity. Encumbrances are normally not created for completed pay periods when retroactive changes are made, such as compensation changes, or FTE changes, but due to an unanticipated consequence of moving up the start date of the academic calendar, Workday will create commitments for retro activity for FY 23/24.
Note this will only occur where retroactive changes are made, and there is no change to the process of encumbering future pay periods. The prior period encumbrances will liquidate on the next on-cycle monthly payroll. An adjustment to Fiscal Year End processing will be made to ensure this does not happen when creating future fiscal year initial encumbrances.
Please reach out to the pr.financials@austin.utexas.edu if you have questions.
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.
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.
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.
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.
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.
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.