Payroll Changes

Effective July 2021

In July 2021 employees paid monthly transitioned to the biweekly payroll schedule. Review the Single Payroll web page for more information.

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.

Pay Schedules

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.

 
Benefit Plan

Pre-Tax for
State & Federal
Taxes

Pre-Tax for
Social Security & Medicare Taxes
  • State Group Health Insurance
  • Uniform Dental Insurance
  • Supplemental Dental Insurance
  • Vision Insurance
YesYes
  • State Group Life Insurance
    (premium for first $50,000 of coverage)
YesYes
  • State Group Life Insurance
    (premium for coverage in excess of $50,000 – portion of this coverage may be taxable)
NoNo
  • Individual & Family Life Insurance
  • UW Employees, Inc. Life Insurance
  • University Insurance Association Life Insurance
  • Accidental Death & Dismemberment Insurance
  • Accident Insurance
  • Income Continuation Insurance
NoNo
  • Flexible Spending Accounts (FSA)
  • Health Savings Account (HSA)
YesYes
  • Wisconsin Retirement System (WRS) Employee Contributions
YesNo
  • UW 403(b) Supplemental Retirement Program (SRP)
  • Wisconsin Deferred Compensation (WDC) 457 Program
          (note: Roth contributions deducted post-tax)
YesNo

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.

Monthly Payroll Benefit Deduction Schedule

All benefit plan premiums are deducted once per month out of the monthly paycheck. Insurance premiums are for coverage for the upcoming month.

Effective in July 2021 employees paid on a monthly basis transitioned to the biweekly payroll schedule with most benefit deductions split evenly over the first two paychecks of the month. See the Biweekly Payroll Schedule section below for details on when benefit deductions are taken.

For more information review the 2021 Pay Schedules.

Biweekly Payroll Benefit Deduction Schedule

Most benefit deductions are divided evenly over the first two biweekly paychecks of the 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 2021 Pay Schedules.

 

Prior to April 22, 2021 benefit deductions for the biweekly payroll were as follows:

  • Most benefit plan premiums (health, dental, vision, life insurances) were deducted from the first biweekly paycheck of the month. Coverage was for the upcoming month.
  • State Group Life Insurance premiums were deducted from the second biweekly paycheck of the month.
  • Flexible Spending Account (FSA) and Health Savings Account (HSA) contributions were deducted from the first two biweekly paychecks of the month.
  • The following benefit plan contributions were 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 2021 Pay Schedules.

Essential Forms

Below are forms commonly required of new employees working for the UW System. Complete these forms and submit them to the human resources office at your institution.

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.

Updated: 08/16/2021