Resources

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.

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.

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.

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.

The employee may not have clocked in and out appropriately, or the Time and Labor supervisor did not correct the error.

See shift differential in Policy #401 (Pay Administration)

Yes. The employee clocks out when they leave the department and clocks back in upon their return. The supervisor enters WCP for the time they were gone.