Resources

Payroll Timecard Form

Use this form to submit time entries or corrections greater than 30 days old (retroactive time) or to submit hours for a dual position that cannot be clocked in Workday. 

For Retroactive Time Corrections

Spend Categories = Federal Tax Withholding (SC0722) 

State & Local Tax Withholding (SC0723) 

Employee FICA Tax Withholding (SC0724) 

Employer FICA Tax Withholding (SC0725) 

 

If the start date that was selected in the Add Job business process is not a Monday (Academic Division/Wise) or Sunday (MC or UPG), the costing allocation may hit default account for days prior to the position start date and need to be adjusted.

What is a Form 1042-S, and when should I receive it? A 1042-S is a year-end federal tax document given to a non-resident alien who received wages exempted from federal and state tax withholding by a tax treaty received a non-qualified taxable scholarship

Hire, Add Job, and Change Job are all Workday HCM (Human Capital Management) processes that trigger inbox actions for Payroll Costing Managers. This Quick Reference Guide (QRG) will walk through what the Payroll Costing Manager will do upon receipt of that inbox notification.

This Quick Reference Guide (QRG) is designed to walk Payroll Costing Specialists and Payroll Costing Managers through the process to find and review the Payroll Costing Allocation details from worker history. This task is used to access the Worker History and view the process and details related to the various Payroll Costing Allocation events.

This Quick Reference Guide (QRG) is designed to walk Payroll Costing Managers through the task of reviewing and approving a Period Activity Pay (PAP), including entering Costing Overrides. Period Activity Pay is one of the Workday HCM (Human Capital Management) processes that trigger inbox actions for Payroll Costing Managers. This QRG will walk through what the Payroll Costing Manager will do upon receipt of that inbox notification.

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.

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.

If an employee has been overpaid by the University, it is considered a legal debt and must be repaid in full.

Payroll provides an explanation of each Box within an employee's W-2 form:

Payroll Services does not handle Form 1099. Please contact Procurement Services at 434.924.4212.

If this online W-2 FAQ section does not help, please contact the HR Solution Center at AskHR@virginia.edu or 434.243.3344.

  • You may come in person to the payroll office and pick up a copy (photo ID required) · Contact AskHR@virginia.edu or 434-243-3344
  • Security reasons prevent UVA from emailing W-2 forms.

You can download an identical W-2 reprint from the Employee Self Service website. We don’t provide reprints. (Link to instructions)

You should ensure that your pre-tax deductions (health insurance, retirement, etc.) have not changed drastically from one year to the next. Check to see if you received any type of bonus in the prior year that would have increased your total gross pay. If you did not receive a bonus in the current year as well, that would make it appear that you earned less in the current year despite having a higher base salary

For tax reporting purposes, wages are reported when they are paid, rather than when they are earned. Any December days worked and not actually paid in that month are considered earnings in the new year.

No, address changes do not require a corrected W-2 form.