Payroll

Purpose- Yearly statement of Foreign Person's U.S. Source of Income
Procedures:
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.

Purpose - UWF encourages all employees to have their payroll directly deposited into the financial institution of their choice.
Procedures:
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.

Purpose – Update Employee Name on Payroll Records
Procedures:
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
Procedures:
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

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 at 850.474.3169.  
Procedures:
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 time sheet 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.

Procedure During Remote Work - While UWF is working remotely, those who receive paper checks will have their paycheck mailed to the address on their W-4.

Procedures:
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.

Purpose: Foreign Nationals must present documents that will attest to their employability by the University of West Florida. 

Procedures: 

• I-9 is validated by the office of Human Resources.
• The employee is asked to fill out the Foreign National Information Form. Bring the form and all VISA documents to Pam Pettinato (ext 3051) in the Payroll Office.
• Payroll will review documents, determine proper set up for taxes, and input data into Banner.

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 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 
Procedures:
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.

Effective January 01, 2022

Purpose – Provide guidelines on when a student employee 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-class 70 and 71) can be exempt from FICA taxes if they are enrolled at UWF as follows:

                                                      Fall/Spring                                     Summer

Undergraduate Students                6 credit hours                              6 credit hours

Graduate Students                         3 credit hours                              3 credit hours

 

Notes – Student employees with a 1 FTE do not qualify for the student FICA exemption.  Students will no longer participate in the FICA Alternative Plan.

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.
Procedures:
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.
The Controller's Office makes every effort to contact those with outstanding checks in a timely manner to minimize the amount sent to the 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 Florida's Treasure Hunt.
Notes - Participation in direct deposit reduces these occurrences.

Purpose – Provide for the Repayment of Debts owed to the University by separating employees.
Procedures:
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.

The University of West Florida does not have the expertise to comply with the complex employment tax laws and regulations in countries other than the United States of America. For this reason, employees must work and reside in the United States in order to receive payment from the University of West Florida.

Purpose – To make employees aware of W-2 options.
Procedures:
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: 

1. Log into MyUWF
2. Go to Employee Self Service
3. Under the Employee section you will see Tax Forms; select Electronic W-2 Consent.
4. Read the brief consent form, check the box and then click submit. 
5. Shortly after clicking the submit button you will get an e-mail from payroll@uwf.edu confirming that you are in the program.
6. 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 850.474.3169. 

 

W-2 Information for Employees

FAQs About Electronic W-2

 

Purpose – Employee’s Withholding Allowance Certificate provides the employer with correct federal income tax information for processing payroll.

Procedures:
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 on the IRS website and turned in to the Payroll Office in Bldg 20 E.

How to Update My W-4

• Log in to MyUWF
• Type "Tax Forms" in the Search Box
• Select the Tax Forms app
• Click on "W-4 Tax Exemptions or Allowances
• Click "Update" in the middle of the page
• Update the boxes needing updates
• Click "Certify Changes" on the bottom left

*NEW* 2020 W-4

The 2020 Form W-4, Employee’s Withholding Certificate, is very different from previous versions. This is due to the federal tax law changes that took place in 2018. The Internal Revenue Service (IRS) is not requiring all employees to complete the revised form and has designed the withholding tables so that they will work with both the new and prior year forms. However, certain employees will be required to use the new form: those hired in 2020 and anyone who makes withholding changes during 2020.

Even though the IRS does not require all employees to complete the revised form and even if your tax situation has not changed, we recommend you perform a “paycheck checkup” to see if you need to make adjustments to your current withholding. To conduct the checkup, you can use the IRS’s Tax Withholding Estimator. To effectively use the estimator, it is helpful to have a copy of your most recent pay stub and tax return. It is likely that the estimator will be updated to account for the 2020 tax tables in early January. Please note: if you do not submit a new form, withholding will continue based on your previously submitted form.

Before completing the 2020 Form W-4, please read the instructions that are included with the form. You must complete Steps 1 and 5. Steps 2, 3, and 4 are optional, but completing them will help ensure that your federal income tax withholding will more accurately match your tax liability. Step 1 is for your personal information; Step 2 is for households with multiple jobs; Step 3 is used to claim tax credits for dependents; Step 4 is for other adjustments (additional income such as interest and dividends, itemized deductions that exceed the standard deduction, and extra tax you want withheld); and Step 5 is where you sign the form. 

The IRS takes your privacy seriously and suggests that, if you are worried about reporting income from multiple jobs in Step 2 or other income in Step 4(a), you check the box in Step 2(c) or enter an additional withholding amount in Step 4(c). To determine the additional withholding amount, you can use the withholding estimator.

The IRS has also published Frequently Asked Questions that you may find helpful as you complete the form.

W-4 Form

Duplicate W-2 Request Form

Deferred Pay Calculator - 2017

Foreign National Information Form

Cancellation Form for Miscellaneous Deductions and Insurances

Honoraria Eligibility Certification

Cell Phone/Data Plan Allowance Form

When do I get paid?  
UWF employees are paid bi-weekly.  Please review the 2024 Annual Payroll Calendar for the current year pay dates.

How do I enroll in, stop, or change my direct deposit? 
The UWF  Direct Deposit Authorization Form‌ can be used for all these events and can be filled out and printed.  Please remember to sign the form.  You can fax it to 850. 474.3053 or bring it by the Payroll Office, Bldg 20E.

If I have Direct Deposit how do I get my pay stub? 
The afternoon before payday you will receive an email from payroll@uwf.edu with a PDF attachment that contains your pay stub.  Please keep a copy of this for your records. 

Where do I pick up my paycheck until Direct Deposit is activated?
Payroll checks are available on payday and the following Monday in the Cashier’s Office in Bldg. 20E, between 8:15 a.m. – 4:45 p.m., you must have picture ID to pick up your check.

How do I change the address on my paycheck?
You may update your address in MyUWF in the Employee Self Services App.

How do I change my tax status (W-4)?
You may fill out a new W-4 Form and bring it to the Payroll Office in the Controller's Office Bldg. 20E.

I am an international employee.  How do I fill out my W-4? 
International employees may meet with Kristie Peppers to determine tax status.  Please call Kristie at 850.474.3169.

I lost or did not receive my W-2 form for last year.  Can I get a copy? 
Please confirm the Payroll Office has your correct mailing address, if the W-2 was returned to us you may come by and pick it up.  You can also print a copy of your W-2 from MyUWF under Tax Forms.  If you are not able to access that you may submit a  Duplicate W-2 Request Form to the Payroll Office for a duplicate copy.

When will W-2s be mailed out? 
W-2s are prepared and mailed to the employees by January 31 for the previous year.  You can get your W-2 sooner by signing up for Electronic W-2 in MyUWF under Tax Forms.  You will receive an email as soon as W-2s are available.

 

2024 Annual Payroll Calendar