Pay Practice Changes
The University of Iowa is simplifying our payroll processes for all non-exempt employees to ensure more frequent payment of overtime and other time record pay adjustments. Please refer to the Timely Pay FAQs for more information.
Beware of Tax-Season Scams
A reminder to all UI employees. Please be vigilant of unexpected or suspicious emails, text messages, or phone calls requesting personal or financial information. Please be especially careful this time of year, when cyber criminals develop income tax scams. Additional information on tax scams.
Yearly Review of W-4
More W-4 information can be found here.
Paycheck Checkup: It’s important to check your income tax withholding now to avoid an unexpected tax bill or penalty with next year’s return. The IRS Tax Withholding Estimator can help! IRS Publication 5303 (pdf) provides more information. Additional information can be found on the IRS website.
University Payroll Services is dedicated to providing reliable, comprehensive payroll-related services to faculty, staff and students. Payroll Services is committed to accurate and timely payroll processing adhering to federal, state and university regulations.
Payroll Services responsibilities include:
- Financial accounting and general ledger integration: Annual financial statement audit, payroll accounting, and retroactive accounting
- Payroll processing and accounting reconciliation: Cancelled checks, direct deposit, independent contractor payment determination, overpayments, payroll deductions, daily off-cycle payment processing, monthly and biweekly payroll processing, settlements, vendor payments
- Payroll tax administration: Foreign national payroll and tax administration, multi-state tax withholding and reporting, tax withholding payments, taxable adjustments, W-2 and 1042 form processing, W-4 withholding
Payroll Services and Workforce Operations
Effective July 1, 2019, Payroll reorganized into separate Payroll Services and Workforce Operations units. Visit Workforce Operations for information about time reporting, vacation and sick leave reporting, the HR Transactions System, and more.
Frequently Asked Payroll Questions
Please review your W-4 withholding periodically. If you have had any life changes, such as marriage or birth of a child, these may have an effect on your tax withholding. If you claim exempt on Form W-4 you must complete a new form by February 15 of every year.
You can enter federal tax information claiming exempt via the Employee Self Service site. To claim exempt status for State tax, you need to complete a paper form and return it to Payroll Services. Paper forms are available on the Payroll Forms page.
State tax withholding is based on the state in which the work is performed. If you are a resident of another state (other than Iowa or Illinois) but working in Iowa, you should complete an Iowa W-4 withholding form.
University of Iowa W-2 forms are available in January of each year. You have the option of either receiving these forms electronically or by mail. By electing the electronic version your social security number is not being sent through the US Mail. You will have access to your W-2 approximately one week before the forms are mailed. The IRS allows for electronic delivery of W-2 forms if permission is given. To do this select "Form Delivery Options" under the Settings section of the My Self Service tab on the Employee Self Service site. If you consented to receive your form electronically for the prior year, the consent will remain in effect unless you change it. You also can access and print off prior year W-2s.
Terminated employees will have 18 months to access their personal information in Self-Service. You will need to reset your password and contact the ITS Help Desk at 319-384-4357 for assistance signing in. Please update your mailing address as needed when terminating your employment.
Contact Accounts Payable at 319-335-0115 to request a reissued check. Banks are not obligated to cash a check that is six months old or greater.
If your check has been lost or damaged, contact Payroll Services to request a reissued check.
Monthly payroll cutoffs are five business days from the end of the month. Please make sure all departmental transaction forms are submitted prior to this time to be effective for the payroll. Direct deposit and W-4 forms need to be completed prior to cutoff—these can be done through Employee Self Service. The monthly payday is the first working day of the month.
Biweekly payroll is run every other Thursday. Please make sure time records are submitted by the Wednesday before. Biweekly payday is every other Tuesday.