Resources

This Quick Reference Guide (QRG) is designed to walk Payroll Costing Managers and Payroll Costing Specialists through the task of Assign Costing Allocation. This task is used for assigning initial costing allocations and for managing/editing existing costing allocations. Use this Quick Reference Guide when assigning or editing any of the following types of costing allocation:  

• Worker Position  

• Worker Position Earning 

• Position Restriction 

Medical employees should use this form to submit time corrections and adjustments.

This Quick Reference Guide (QRG) is designed to walk Unit Gift Manager through the steps to create a Gift request in Workday. By the end of this QRG, users will be able to successfully populate and submit the Create Custom Gift form to create a Gift request in Workday.

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.

Where to look in Workday?

• Manager’s view: Use the Time and Absence app
• Non-exempt individuals entering time worked: Use the Time app
• Exempt and non-exempt individuals requesting time off: Use the Absence appTime-related notifications for non-exempt individuals 

Because entering time is required for non-exempt individuals, special notifications will be sent from 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.

UPG 2020 BI-WEEKLY PAYROLL

2019 Biweekly Payroll

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.

You enter leave through Kronos.