Payroll - Resources

General information

• Handbook of Business Procedures (HBP) Part 13: Payroll Services
• My Pay Profile - Information on entering, viewing, and updating personal payroll information including tax withholdings, check distribution, and bank direct deposits
• New Employees - Payroll and related documentation pertaining to new university employees and nonresidents
• Paydays and Payroll Deadlines
• Payroll forms
• Payroll Services contact information
• Tax Forms in Workday
• Understanding Your Payslip: Workday Process Overview

Faculty

• Faculty Salary Spread Program - Eligibility and participation information for faculty interested in spreading their nine-month salary over 12 calendar months, or changing their current election.

  Note: Faculty who wish to participate should submit the Salary Spread Request Form to Payroll Services by August 31 for fall hires, or January 15 for spring hires.

Information for non-U.S. citizens

• Glacier - Nonresident Tax Compliance System - Glacier collects information about immigration status, citizenship, residency, and history of presence in the U.S. to determine an individual's tax residency status and tax exemption eligibility.
• Nonresident Taxes - Information on nonresident alien taxation, including year-end forms and IRS tax returns
• Social Security Numbers (SSNs) for Non-U.S. Citizen Employees - Applying for an SSN, temporary SSN assignments, and updating university employment records once an SSN is received.

Payments and processing

• Awards (Employee) - Guidelines for paying awards to university employees including documentation requirements
• On-Demand Payments - Requesting pay for employees who missed payment on the regular Workday Payroll cycle
• Overpayments - Guidance and instruction about employee overpayments and steps to take when one occurs
• Paydays and Deadlines - Monthly and semi-monthly payroll dates and deadlines
• Replacement Checks - How to request a replacement check if a payroll check has been lost, destroyed, or is expired
• Tuition Benefits - Tuition Remission and Staff Tuition Assistance Program information

Payroll financials

• Cost Transfer Information - How retroactive costing allocation changes are processed in Workday and DEFINE
• Cost Transfer Integration Schedule

Taxes and fringe benefits

• Calculation of Federal Employment Taxes - Formulas for calculations of OASDI (Social Security), Medicare, and federal withholding taxes
• Employment Taxes - How federal, state, and local taxes are calculated on paychecks, including OASDI (Social Security) and Medicare
• Fringe Benefits - Rates and other information for calculating and reporting departmental fringe charges and encumbrances
• Student Employee FICA Exemption - Information on federal student FICA exemption for OASDI (Social Security) and Medicare taxes
• Tax Forms - Employee tax form information including W-2, W-2c, 1042-S, and 1095-C
• Taxable Fringe Benefits - Employee benefits provided outside the payroll system may be taxable to the employee.

Please send suggested additions to this page and notifications about broken links to COE-HR@austin.utexas.edu.

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