Payroll documents, leave statements and benefits information 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.

Pay Schedules

Employees are paid on different payroll schedules based on their employment category.

  • Monthly Payroll Schedule - All employees except University Staff employees are paid on the first of the month for the previous month. If the 1st of month is on a weekend then employees are paid the previous Friday, except June earnings paid on June 30 and December earnings paid on first working day in January.
  • Biweekly Payroll Schedule - All University Staff and student hourly employees are paid every other Thursday for the prior two week period.

See the Employee Payroll Schedule pdf for pay period dates and payment dates.

The University deducts the required federal and state taxes from an employee’s earnings:

All employees should complete a W-4 tax withholding election. For tax filing information (including international), refer to UW-Shared Services, Service Operations Tax Filing Resource 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 PlanPre-Tax for State &
Federal Taxes
Pre-Tax for Social
Security & Medicare Taxes
State Group Health Insurance, Uniform Dental Insurance (Delta Dental), Supplemental Dental Insurance (Delta Dental) and Vision Insurance (VSP)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)

Individual & Family Life Insurance, UW Employees, Inc. Life Insurance, University Insurance Association Life Insurance, Accidental Death & Dismemberment Insurance, Accident Insurance, Income Continuation Insurance

Flexible Spending Accounts (FSA), Health Savings Account (HSA)YesYes
Wisconsin Retirement System (WRS) Employee ContributionsYesNo
Tax-Sheltered Annuity (TSA) 403(b) Program and Wisconsin Deferred Compensation (WDC) Program (note: Roth contributions deducted post-tax)YesNo
  • University Staff-Temporary employees may not have State Group Health Insurance, Uniform Dental (Delta Dental), Supplement Dental Insurance (Delta Dental), Vision Insurance (VSP) or State Group Life Insurance deductions taken on a pre-tax basis.

Monthly Payroll 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.

Biweekly Payroll Deduction Schedule

  • Most insurance plan premiums are deducted from the “A” paycheck* and are for coverage for the upcoming month.
  • State Group Life Insurance premiums are deducted from the “B” paycheck*.
  • Flexible Spending Account (FSA) and Health Savings Account (HSA) deductions are taken from every "A" and "B" paycheck.
  • The following benefit plan deductions are taken from every paycheck-- "A", "B" and "C" paychecks:
    • Wisconsin Retirement System (WRS) contributions
    • Tax-Sheltered Annuity (TSA) 403(b) Program contributions
    • Wisconsin Deferred Compensation (WDC) 457 Program contributions

*Refer to the Employee Payroll Schedule pdf to determine A, B and C paychecks.

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.