Payroll documents, leave statements and benefits enrollments can be accessed through the MyUW portal.
In the tabs below payroll information including the payroll schedule, taxes and deduction schedule can be accessed.
Earnings, Tax, Leave, and Benefit Statements
All employees have access to their earnings, tax, leave, and benefits statements through the MyUW portal. Earnings statements are available on the pay date and will remain on the portal for 24 months. For help with accessing your earnings statements in the MyUW Portal review Earnings Statement Help web page.
Effective July 2021 all UW System employees are paid every other Thursday for prior two week period. Review the 2021 Pay Schedules link below for the transition dates.
Prior to July 2021 employees were paid on different payroll schedules based on their employment category.
- Monthly Payroll Schedule - Faculty, Academic Staff, and Limited Appointees were paid on the first of the month for the previous month. If the 1st of month was on a weekend then employees were paid the previous Friday, except June earnings paid on June 30 and December earnings paid on first working day in January.
- Biweekly Payroll Schedule - University Staff, Academic Staff Non-Exempt, and Student Help employees are paid every other Thursday for the prior two week period.
The pay schedules can be accessed at the links below.
The University deducts the required federal and state taxes from an employee’s earnings:
All employees must complete a W-4 tax withholding election.
For tax resources and information on how to request a duplicate tax statement, review the Tax Statement web page.
Employees Exempt from Taxes:
- Advanced Opportunity Fellows, Fellows, Grad Interns/Trainees, Post-Doc Fellows, and Scholars/Trainees are exempt from Social Security and Medicare taxes. These employees are not exempt from federal and state income tax but the University will not withhold federal or state income tax from their earnings. Employees may be responsible for paying taxes on income when they file their tax return if they work in one of these positions. See IRS Publications 505 and IRS Publication 970 for more information.
- UW System student employees are exempt from Social Security and Medicare taxes if enrolled and attending classes as a graduate or undergraduate student at the University of Wisconsin on at least a half-time basis. Half-time status is defined by each institution and is determined at the end of the add/drop period each semester. See UW System Administrative Policy 206 (formerly G18A), Student FICA Exemptions for specific rules.
Employees are eligible to have certain benefit deductions taken on a pre-tax basis. Having benefits taken on a pre-tax basis reduces taxable income so less is paid in taxes. The chart below describes how each benefit is deducted.
|Pre-Tax for |
Social Security & Medicare Taxes
University Staff-Temporary employees may not have State Group Health Insurance, Uniform Dental, Supplement Dental Insurance, Vision Insurance or State Group Life Insurance deductions taken on a pre-tax basis.
Employees may elect to have pre-tax deductions taken on an a post-tax basis. Complete Section 125 Cafeteria Plan Automatic Premium Conversion Waiver/Revocation of Waiver Form (ET-2340) and submit to firstname.lastname@example.org.
Biweekly Payroll Benefit Deduction Schedule
Most benefit deductions are divided evenly over the first two pay periods of each month.
- Health insurance, dental insurance, vision insurance, and most life insurances are deducted from the first two biweekly paychecks of the month. Coverage is for the upcoming month.
- Flexible Spending Account (FSA) and Health Savings Account (HSA) contributions are deducted from the first two biweekly paychecks of the month.
- The following benefit plan contributions are deducted from every paycheck:
- Wisconsin Retirement System (WRS) contributions
- UW 403(b) Supplemental Retirement Program (SRP) contributions
- Wisconsin Deferred Compensation (WDC) 457 Program contributions
For more information review the 2022 Pay Schedule.
Below are common payroll forms. Complete these forms through the MyUW portal or via paper. If completed via paper submit them to your human resources office at your institution.
- Direct Deposit
- Employee Self-Identification and W-4 Withholding Forms
- New Employees (paper forms):
- Current employees (use the MyUW portal):
Every effort has been made to ensure this information is current and correct. Information on this page does not guarantee enrollment, benefits and/or the ability to make changes to your benefits.