April 8, 2025, 4:45 pm: The T&E Card Change Request form is failing intermittently. We are working with ITS to address the issue. In the meantime, please send us an email with the information the form requests to askfinance@virginia.edu
Resources
This form is used for reporting an overpayment. Provide as much detail as possible related to this overpayment scenario in order for efficient processing of this notice.
Refer to the BEN-Meal Card Deductions job aid on the Workday training site.
Kronos Timekeeper Responsibility Agreement form is maintained on the Medical Center Websites. Please find the directions and form access on the Medical Center website
Kronos Security Request form is maintained on the Medical Center Websites. Please find the directions and form access on the Medical Center website
PTO donation forms for Academic and Medical employees can be found on the Human Resource website.
We've prepared a breakdown of the categories and figures you see on every payslip.
Workday_Payslip_Guide_vF_0.pdf108.98 KB
New employees must indicate both state and federal tax exemptions in Workday. If you make no selection, UVA must withhold taxes at the default rate of single with zero exemptions.
All employees may change their current tax withholding rate at any time. Elections remain in effect until a change is made.
You can change your elections in Workday. Use the "Show Me How" feature if you need assistance.
Timekeeping Tools
Your guide to managing time and absence in Workday.
This page provides a clear overview of where to go, what to do, and how to handle special scenarios like holidays and emergency events.
Actions in Workday
FICA IRS STUDENT GUIDELINES AND RULES
Students generally do not have to pay FICA taxes. The University follows IRS rules in determining a student's exemption from FICA withholding. FICA (Federal Insurance Contributions Act) refers to taxes for Social Security (OASDI) and Medicare. When eligible, OASDI is withheld at 6.2% and Medicare at 1.45%, for a total tax of 7.65%.
THE IRS HAS REVISED FORM W-4 EFFECTIVE JANUARY 1, 2020
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.
NOTE: THE FORM W-4 FOR 2020 HAS SUBSTANTIAL CHANGES. READ MORE ABOUT THEM HERE.
2019 Biweekly Payroll
| Frequency | Pay Period Number | Pay Period Begin Date | Pay Period End Date | Data Entry & Approval Deadline | Time Entry Deadline | Check Date | Fiscal Year |
|---|---|---|---|---|---|---|---|
| BW | 1 | 12/16/18 | 12/29/18 | 12/29/18 | 12/31/18 | 01/04/19 | 2019 |
| BW |
Note: The deadlines on the payroll calendars indicate the last day that any hires, compensation changes, terminations, and any other transactions must be completed (not initiated) in order to ensure that they are included for the pay date for that period. Any transactions that are initiated or completed after the Data Entry & Approval Deadline are not guaranteed to be included in the pay date for that period. All payroll inputs and manual adjustments for the period are also due by the deadlines.
If an employee has been overpaid by the University, it is considered a legal debt and must be repaid in full.
Paper Check Distribution
If you have not set up direct deposit, your paper check will be mailed to your address on file on payday. Check pickup will no longer take place at Carruthers Hall. If you do not receive your check in the mail, you will need to wait 10 business days before a request is made to re-issue the check. However, if you enroll in direct deposit, we can void the check and re-issue as a deposit.
One of the universal entries on just about everyone's earnings statement is the deduction labeled "OASDI". That's the abbreviation used to identify the Social Security Tax deduction. The OASDI is an abbreviation for Old Age Survivor Disability Insurance. Another universal code is "HI", the abbreviation for the Medicare deduction portion of Social Security. It actually stands for Hospital Insurance.
Your paycheck and compensation history is available in Workday.