Payroll Services
Frequently Asked Questions
How does an international employee claim tax exemption?
My check was lost. How do I get a replacement check?
What do I need to send to Payroll Services in order for an OV7 to be processed?
Can I fax OV7 documentation to Payroll Services?
An employee has been overpaid. What should I do?
Does Payroll Services need to be notified of an employee's death?
You may choose to download an official copy of your W-2 form from UT Direct using your high-assurance UT EID and password. If you have not elected to receive it via the web, your W-2 will be mailed by the end of January. The W-2 is sent to the address the University has on file for the employee, or if the appointment continues through January 15, to the employee's campus mail address.
Paychecks are distributed according to the instructions provided by the employee on My Paycheck Profile. Certain situations will cause a paycheck to be placed on hold. This means that the normal distribution is overridden and the check is held in Payroll Services. The employee may pick up the check upon fulfilling the applicable requirements. Examples include missing information on Paycheck Profile or GLACIER forms.
The fastest and most efficient method of updating your check distribution is to simply do so online via Paycheck Profile using your high-assurance UT EID and password. If you do not have access to Paycheck Profile you may complete the Payroll Services Employee Information Form*.
* NOTE: Best viewed with Adobe Acrobat Reader 6.0 or later. Earlier versions may result in incomplete rendering of information. A free update of Adobe Acrobat Reader may be obtained from Adobe.
It's the first of the month and my Direct Deposit has not shown up in my account balance.
The Direct Deposit is added to your account balance on payday. The time of deposit varies according to your bank's
practices. It may be early or late in the day. Also, the balance given to you on the telephone or at an ATM may not
be the most current information.
If payday falls on a weekend or holiday, the credit to your account may be made on the next working day. Call your bank for details.
It's at least one working day after payday and my Direct Deposit has not been credited to my account.
Call Payroll at 512-471-5271. We will ascertain whether or not there was a problem depositing funds to your account.
If our records show the deposit was made to your correct account, you will be asked to contact your bank for further
assistance.
How does an international employee claim tax exemption?
Eligibility for a tax treaty exemption is based on visa status, country of residence, and other criteria such as history of presence in the U.S.. Payroll Services relies on GLACIER, a nonresident tax compliance system to assist with determining eligibility based on the unique requirements for each treaty. All nonresidents who have completed a GLACIER record who are eligible to claim a tax treaty, will be provided IRS Form 8233 that must be submitted to Payroll Services (along with other GLACIER forms). A new Form 8233 must be submitted each year to renew the tax treaty exemption.
My check was lost. How do I get a replacement check?
Duplicate checks can be requested on the third working day after payday. If the signed request is submitted to our office by 9:30 am, and the original check has not cleared our bank, the duplicate check will be ready in two days for pick-up in Main 134. We strongly urge employees to use direct deposit to ensure receiving payments on time.
The term "fringe benefits" means those employee expenses which are paid by the employer. It includes premium sharing, employer matching OASI, Unemployment Insurance, Workers' Compensation Insurance, TRS/ORP matching, etc. These charges are posted to the departmental accounts once per month on about the 5th working day of the month. There is one amount posted per type of fringe, per account. Detailed information by employee can be viewed via the OCF command of *DEFINE.
This stands for Old Age and Survivor's Insurance. OASI is also known as Social Security. All employees are subject to withholding for OASI unless exempt by visa status and length of presence in the U.S., or by the student OASI rules. The amount deducted is 5.65 percent of eligible wages up to the Social Security wage limit and 1.45 percent of wages over that amount. The Social Security wage limit is updated annually and posted on the Internal Revenue Service Web site.
If you have a final-approved voucher payment that is incorrect (e.g., wrong amount or wrong employee) but has not yet paid, please contact the Payment Team at pr.pmt@austin.utexas.edu immediately. An authorized signer on the account should send an email that explains the error and includes the document ID number as well as the name(s) and UT EID(s) of the employee(s) affected. The Payment Team will respond if additional departmental action is necessary to make the correction, and you will receive confirmation of the correction.
What do I need to send to Payroll Services in order for an OV7 to be processed?
For payment to process, a copy of the OV7 document, an approved Authorization of Individual Services (PBS or APS) form, and an Employee/Independent Contractor Classification Checklist must be received in Payroll Services, MAI 134 (mail code G0200), no later than noon on the semi-monthly deadline. See http://www.utexas.edu/payroll/deadlines for deadlines and check release dates.
To facilitate accurate delivery of your documents, please note that Payroll Services is located in MAI 134, which is a separate office from the Office of Accounting in MAI 132.
Can I fax OV7 documentation to Payroll Services?
OV7 documentation should not be faxed to Payroll Services unless there are extenuating circumstances or you work in an office that is located off campus. Documentation should be hand-delivered or campus-mailed to our office. If you have further questions, please call us at 512-471-5271.
An employee has been overpaid. What should I do?
Notify Payroll Services immediately. It is not necessary to wait for assignment changes, timesheets, etc. to be final approved as action to resolve the overpayment should be taken as soon as possible. Please send an email to the Payment Team at pr.pmt@austin.utexas.edu that includes the employee’s name, UT EID, date(s), and a brief explanation of the overpayment. We will then evaluate the situation and respond with the best course of action so you can notify the employee.
Does Payroll Services need to be notified of an employee’s death?
Yes, notify Payroll Services at 512-471-5271 or pr.prpostman@austin.utexas.edu when an employee has died. Please provide the deceased’s UT EID and date of death so required updates can be made to the employee’s payroll records. There are specific laws governing pay checks issued after an employee has passed away. Timely notification will help prevent delays in issuing final checks and processing of required legal documentation.
