Payroll Services FAQs

What are our Current Initiatives?

• Payroll Forms: Payroll Services is currently working with UFIT to improve their electronic forms.  The updated forms will be processed through On Base and include some auto-populated features to improve the ease of completing the forms.  The emergency check form has already been updated and more will be coming in the future!  
• Need Assistance? Effective 8/1/19 Payroll Services has gone live with Salesforce! Salesforce is a ticketing system that will us to provide increase quality customer service. Please visit our Contact page to submit a ticket.

Direct Deposit

How many accounts can I have?

You can have one Balance account and up to two Amount accounts.

What is a Balance Account?

This is your primary/default account where your funds are deposited. There must always be a Balance account and, although it can be changed, it can never be deleted. If Amount accounts are created, these amounts are sequentially taken out in order of priority i.e. 1 then 2 and the remainder (if any) of your deposit then goes to your Balance account.

What is an Amount Account?

Additional bank account(s) to have specific amount deposited. Amount must be entered in the system. Amount Account may be deleted.

When I update my account information, when will my edit be effective?

Please allow 1-2 pay cycles for your change to become effective.

Paychecks

I no longer work at UF so I do not have access to View Paycheck in My Self Service. However, I need some of my previous earnings statements. How do I obtain these?

Contact the departmental administrator in the department in which you were employed.  The departmental administrator will be able to print the earnings statements for you using the navigation UF Departmental Administration > UF Earnings Statement Print.

How do I replace a lost check?

Complete the Affidavit for Duplicate Check, and send the form to University Payroll Services, PO Box 113201, Gainesville, FL 32611.  University Payroll Services will process the form and issue a replacement check.

Who do I contact for vacation and sick leave cashouts?

Contact UF HR for information about leave cashouts.  Information is found here.

Payroll Distributions

How do you split the charges for additional pay (Apay)?

Enter the earnings code of the additional payment in the Department Budget table for all the earning dates of the pay period in which the Apay is paid. Enter as many lines with the earnings code as combo codes to be charged. Please note that the earnings code entered in the Department Budget Table must match what is on the paycheck for the system to pick up the correct chartfields.

A new employee from our department is on the missing list; how do I create a distribution?

On the Department Budget Table USA tab (Main Menu/Human Resources/Set Up HCM/Product Related/Commitment Accounting/Budget Information/Department Budget Table USA) choose the Add a New Value tab. Please verify the data to add from Job data.

Why am I seeing an employee on the missing distribution list that I know already has an existing distribution?

Be sure to check the department ID (home department) and the employee record # (ER#) that is shown for the employee’s job data. This must be exact with what is being used in the Department Budget Table (DBT). It is possible that you may have an existing DBT for this employee that shows a different home department ID than the one that is needed for your current job data.

Can I retro additional pay?

Yes, additional pay (Apay) can be corrected in the Department Budget Table. You would enter the Apay earnings code in a sequence that includes all the earnings dates that the Apay paid out in. There will be a blank line with a combo code that is for the regular earnings in the sequence. There is a simulation of how to do this at UF Toolkits.

Payroll Tax

Why is there no federal withholding tax deducted on my paycheck?

If you are claiming an exemption from tax withholding on your Form W-4, this tax will not be deducted from your paychecks. 

If you are not claiming an exemption from tax withholding on your Form W-4, your bi-weekly taxable earnings on the paycheck (after taking into account your W-4 tax status and other W-4 elections) are not high enough to result in any tax withholding.  The IRS Tax Withholding Estimator tool can be used to help determine your desired Form W-4 elections.  Our office is not permitted to advise you regarding what to claim on your Form W-4.

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