Hours: 8:00 am – 5:00 pm, Monday – Friday (CST)
The Payroll department is responsible for all payroll processing including action sheets, MYUWF.
Payroll Processing Procedures
Purpose- Yearly statement of Foreign Person's U.S. Source of Income
1042S reports the amounts paid to foreign persons that are subject to withholding even if no amount is deducted.
1042S statements will be mailed by March 17 for the preceding calendar year.
Employees should verify their address in Banner is correct before year end.
Procedure for Direct Deposit
Purpose - UWF encourages all employees to have their payroll directly deposited into the financial institution of their choice.
A UWF Direct Deposit authorization form should be filled out and forwarded to the Payroll Office in Bldg 20E. This form is part of the new hire essential documents list.
Employees need to provide their bank routing number and account number (copy of void check is preferred, or bank documentation that includes routing and account number.
Please allow up to 3 weeks for direct deposit to take effect.
In order to make a change in direct deposit information, a new authorization form should be filled out and sent to Payroll.
If an employee is not paid for 6 months, Direct Deposit is inactivated. Should the employee return to work, a new authorization form must be completed.
Notes - Direct deposits are effective on payday. It is the employee's responsibility to ensure funds have been properly deposited by his/her financial institution.
Direct Deposit Form (pdf)
Employee Name Change
Purpose – Update Employee Name on Payroll Records
Employees must provide the Human Resources Office with a copy of the new Social Security card in order to update Banner to reflect name changes.
Employees should also update their W-4 and Direct Deposit Authorization forms with Payroll. Both forms can be found on MyUWF, search for Payroll (Payroll Resources).
Purpose – How to get a lost pay check replaced
If an employee loses a paycheck, he/she should complete a stop payment request form and fax or hand deliver it to the payroll office in Bldg 20E.
Payroll will research the status of the check and if the check is outstanding will place a stop payment on the check. Payroll will re-issue the check and notify the employee when the check is available for distribution.
If the check has cleared the University’s bank, payroll will notify the employee and the employee should contact the bank for further action.
Notes – If a check has been damaged, please return the damaged check to Payroll so that it can be reissued
Off Cycle Payroll Payments
Purpose – Payroll is processed bi-weekly, according to the schedule published by the Payroll Department on the Financial Services Website. All other payrolls are considered off-cycle payrolls.
If an employee is not included in the bi-weekly payroll, any amount due the employee will be included on the next scheduled bi-weekly payroll. If the department determines the employee cannot wait until the next payroll, they can request an Off-Cycle Payroll Check Request Form from payroll (474-3051).
Complete the Off-Cycle Payroll Check request form, specifying why this is an extraordinary situation that requires an additional payroll process to be run and what measures are being taken to prevent recurrence.
A completed effort and recap form (requested from Human Resource Office) must be attached to the request form for timesheet employees.
The form must be signed by the Dean or Director of the requesting department.
If payroll approves the request, a check will be processed and the person that initiated the request will be notified when the check is ready for distribution. Please allow 2 days for processing.
To claim the check the employee or an authorized departmental representative should come to Bldg 20E, present picture identification, and sign for the check.
Notes - A payroll check cannot be produced until the employee completes all essential documents and his/her information is input into the payroll system by Human Resources.
Purpose – Direct Deposit to the employee’s financial institution is the recommended method of payroll distribution at UWF. Those who do not have Direct Deposit will receive a paper check.
Those who receive paper checks can pick them up in the Cashier’s Office in Bldg 20E on payday and the following Monday from 8:15 a.m. - 4:45 p.m. A picture ID is required and employees must sign for their checks.
On the Tuesday after payday, checks will be mailed to the W-4 address on file. Departments will not be able to pick up checks.
Note: This procedure was effective 7/2/09.
Payments to Foreign Nationals
Purpose – Foreign Nationals must present documents that will attest to their employability by the University of West Florida.
I-9 validation by the office of Human Resources.
Employee is asked to bring all VISA related documents by Payroll Office to speak with Kristie Peppers (ext 3169).
Payroll will review documents, determine proper set up for taxes, and input data into Banner.
Payroll History Transfers
Purpose – To edit the labor distribution of payroll that has already been processed.
Procedures: Payroll History Transfers should be requested by departments via an employee action sheet. Specific instructions may be made in the comments section.
Grant transfers must be approved by Donna Frazee/Brenda Brown (Sponsored Research).
Only transfers for the current fiscal year can be made for E&G funds.
Fund accounts must be “active” in order to process history transfers.
Payroll will email department when history transfer has been completed for them to review.
Purpose – Repayment of Salary Overpayments
Departments should alert Payroll via email as soon as a salary overpayment is discovered.
Payroll will calculate the amount of repayment, contact the employee via email (cc to department) and set up a plan for repayment.
Checks for repayment should be made payable to the University of West Florida and sent to the Cashiers Office.
If funds cannot be immediately collected, the debt will be set up in Accounts Receivable.
Notes – If the employee is a student, a Hold will be placed on his/her account until the debt is paid in full.
Student FICA Tax Exemption
Purpose – Provide guidelines on when a student is exempt from paying FICA taxes.
Reference – Section 3121(b)(10) IRS code.
The IRS provides the University with guidelines that allow qualified students to be exempt from paying FICA taxes.
Student employees (e-classes 70 and 71) can be exempt from FICA taxes if they are enrolled at UWF as follows:
Under-graduates Students 6 credit hrs 5 credit hrs
Graduate Students 6 credit hrs 3 credit hrs
Notes – This provides a tax savings for the university as well.
Students that do not meet the exemption status are covered under the FICA Alternative Plan.
Student employees with 1 FTE are not exempt from FICA and will participate in the FICA Alternative Plan that started on 9/1/10.
Purpose – On an annual basis any outstanding payroll checks that are 2 years old will be remitted to the State of Florida as unclaimed property.
Reference –Florida Statues CH 717.
If an employee should have a check that is stale dated (over 6 months old) he/she may return it to Payroll and have the check reissued.
Financial Services makes every effort to contact those with outstanding checks in a timely manner to minimize the amount sent to state each year.
Review list of outstanding checks to see if any employees were funded with Federal Work Study funds (index 230301) these may not be sent to state per FSA regulations.
After funds have been sent to the State of Florida, the employee can access information on how to obtain his/her funds at www.fltreasurehunt.org.
Notes - Participation in direct deposit reduces these occurrences.
University Debts for Separating Employees
Purpose – Provide for the Repayment of Debts owed to the University by separating employees.
The Separation Clearance form for separating employees will be reviewed by payroll prior to processing any leave payout.
If the employee has an outstanding debt to the university, payroll will contact the employee (if possible) to see if he/she has made plans to pay the debt. If not, any debts owed to the University will be deducted from the employee’s leave payout.
Purpose – To make employees aware of W-2 options.
W-2 Year End Wage and Tax Statements are due to employees by Jan 31 for the preceding calendar year’s wages paid.
Active employees are encouraged to sign up for electronic W-2’s which allows them to obtain their W-2 earlier in January.
Those who do not select the Electronic W-2 will have a printed W-2 mailed to them by Jan 31, they will not have access to online copy.
Employees should verify that their mailing address is correct in Banner.
Notes – Signing up for the Electronic W-2 is easy, provides employee with quicker delivery of W-2 and saves UWF printing and mailing costs.
Sign up is easy; just follow a few simple steps:
- Log into MyUWF
- Go to Employee Self Service
- Under the Employee section you will see Tax Forms; select Electronic W-2 Consent.
- Read the brief consent form, check the box and then click submit.
- Shortly after clicking the submit button you will get an e-mail from firstname.lastname@example.org confirming that you are in the program.
- When W-2s are available, you will receive an email to let you know they are ready for you to print.
If you have questions, call 474-3051.
Purpose – Employee’s Withholding Allowance Certificate provides the employer with correct federal income tax information for processing payroll.
When employees are hired, they are requested to fill out form W-4. Instructions are on the form.
W-4 forms that are not valid will result in setup as Single with zero allowances.
An employee may update the W-4 as needed. W-4 forms can be found at this link http://www.irs.gov/pub/irs-pdf/fw4.pdf and turned in to the Payroll Office in Bldg 20 E.
Payroll Information and Forms
2016 Annual Payroll Calendar (pdf)
FAQs About Electronic W-2 (docx)