Information about how to keep your Residing and Campus addresses up to date. Download/View/Print document (pdf)
The Payroll Office is not authorized to give you an advance on your next paycheck unless you weren't paid, were not paid correctly, or have terminated employment with The University of Iowa. (Reference Operations Manual web site)
The University Benefits Office provides comprehensive benefit related services for faculty, staff, students, and retirees. This includes health, dental, life, disability, accidental death and dismemberment, long term care, health and dependent care spending account, retirement plans, leaves of absence, catastrophic leave and donations, workers' compensation, vacation, sick leave, and a web based enrollment system. For information visit the Benefits web site.
Everything you need to know to get in touch with us online, by phone, or in person. Please contact us if you need our assistance!
Your paycheck will be deposited on your pay day unless pay day falls on a weekend day or a holiday. If your pay day is a weekend day or a holiday then your paycheck will be deposited on the first banking day after the weekend or holiday. For instance, if your pay day falls on Saturday then your paycheck would be deposited on Monday, unless Monday is a bank holiday, in which case the deposit would be Tuesday. To set up or change your bank information, go to the Employee Self Service site to complete an interactive direct deposit form that will electronically update your payroll records.
For individuals who receive fellowship payments through The University of Iowa Payroll Office, please visit our Payroll Tax site to review the rules that apply.
Gift certificates of any amount given to an employee may have tax implications and should be reported to the Payroll Office. Download/View/Print gift guidelines (pdf).
Your HR Unit Rep is an excellent resource for questions you may have about your employment. You can find your HR Unit Rep by clicking on "My HR Unit Rep" on the Employee Self Service website. (link to website here) Employee Self Service.
Your University of Iowa Photo ID Card is your official identification card, providing access to facilities and academic services across campus. For information about your ID Card, please visit the Iowa One™ card site.
To make a payment to an independent contractor who is providing a service to the University of Iowa and who is using a social security number or an individual tax identification number (ITIN), create a Services Voucher in the Accounts Payable e-Pro system.
For payments of $5000 or more in a project year, you may need to complete a Professional Services Agreement (PSA). Please see the PSA policy information on the Purchasing Department website.
To make a payment to a business using a Federal Tax Identification # (W9 Form required), create a Non-Services Voucher in the Accounts Payable e-Pro system. For information about Non-Services voucher payments, please visit the Accounts Payable website.
Please review the following resources before any service is provided:
When an Employee receives compensation from the Clerk of Court for jury duty service, he or she must reimburse The University of Iowa for their time away from work. Jurors are paid a daily rate plus mileage. The daily rate amount should be turned over to the University. The Employee should restrictively endorse the check from the Court by writing "Pay to the order of The University of Iowa" and signing their name on the back of the check. The check should be sent to the Payroll Office, 120-30 USB, along with the Employee's name and ID number. If the payment includes mileage, the Employee should cash their jury duty check and then write a personal check to The University of Iowa for the amount of the jury payment, excluding mileage. Send the check to the Payroll Office, 120-30 USB. (ie: for County Court, two days of jury service would be $60. Grand Jury and Federal Court payments may be a different daily amount than County Court).
Students (current and former) with University of Iowa Photo ID Cards should go to the Registrar's Service Center, 17 Calvin Hall (8 a.m. to 4:30 p.m.), to make name changes student name change form. Faculty/Staff (who are not a current or former student) with University of Iowa Faculty/Staff ID Cards should Sign in to the Employee Self Service web site to make name changes.
You must change your name with the Social Security Office before changing your name with The University of Iowa. The Social Security Administration Office is located in the Federal Building at 400 South Clinton Street, Room 206 in Iowa City.
When an active employee is overpaid the amount of the overpayment will be deducted from the employee's next check. If the amount of the overpayment is greater than the next check, a letter will be sent to the employee regarding the remaining overpayment. The balance due will be sent to University Billing and payment(s) will be made through that Office.
If the overpaid employee is no longer working at the University or is on an extended leave, they will receive a letter from the Payroll Office regarding the overpayment. The balance due will be sent to University Billing and payment(s) will be made through that Office.
Once the overpayment is paid in full, all necessary adjustments to the employee's earnings and taxes withheld will be made. If the overpayment is not paid in full in the same calendar year as the overpayment occurred, the W-2 issued in the year the overpayment occurred will not be correct.
If the overpayment is repaid in a different calendar year than when the overpayment occurred, the employee will receive a corrected W-2 for adjustments for Social Security and Medicare taxes if appropriate (the corrected W-2 is for the employee's records only). They will also receive a receipt for the amount repaid and this will need to be attached to their personal income tax return for the year in which the overpayment was repaid.
Please refer to the Best Practices Guide to Prevent Overpayments for additional information.
Your paycheck on the first of each month is for your salary earned the previous calendar month. If you are eligible for overtime, shift pay, etc., these pay adjustments are paid one month in arrears. In other words, on December 1 you are paid for your November salary, and overtime adjustments from October, if you are eligible for these pay adjustments.
Certain deductions are made on employees' checks. Some University Offices initiate the deductions or adjustments. For specific information about:
For all other type of adjustments or deductions, please contact the Payroll Office.
Employees may access their earnings statements on the Employee Self Service website. Choose View Payment History from the Payroll options.
Salaried employees are paid monthly on the first of each month. When payday falls on a weekend or holiday, paychecks are issued on the first business day after the first of the month.
Your paycheck on the first of each month is for your salary earned in the previous calendar month. If you are eligible for overtime, shift pay, etc., these pay adjustments are paid one month in arrears. In other words, on December 1 you are paid for your November salary and, if you are eligible for these, pay adjustments from October.
Academic year appointments are paid in twelve installments—August 1 through July 1. New faculty are paid for two-twelfths of their pay on September 1 (for the months of July and August.) Semester appointments are paid in five installments. First semester is paid on September 1 through January 1, and second semester is paid February 1 through June 1.
Hourly employees are paid biweekly on every other Tuesday.
There are four kinds of taxes we must withhold from your paycheck. Social Security tax is 6.2 percent of your salary to a maximum salary of $113,700 for 2013. Medicare tax is 1.45 percent of salary up to $200,000 and 2.35 percent for wages in excess of $200,000 paid in the calendar year. Federal and state income tax withholding are calculated based upon what you claim on your federal and state W-4 Withholding Allowance Certificates. On these certificates the more allowances that you claim the less tax that is withheld. If you claim zero allowances we withhold the maximum tax. Additional information is available at the Payroll Tax Information web site.
All staff members are required to participate in the Iowa Public Employees Retirement System (IPERS), or in a University-funded retirement plan with Teachers Insurance and Annuity Association College Retirement Equities Fund (TIAA/CREF). Temporary staff with appointments of six months or more and staff members whose annual salary is less than $7,800 are required to participate in the IPERS program. Staff members with ongoing appointments and annual budgeted salaries of more than $7,800 may elect to participate in the TIAA/CREF program in lieu of IPERS. Review Pension Plans in the Staff Handbook for the annual contribution rates.
Units are encouraged to celebrate staff efforts in ways that are meaningful to staff locally and and at a time that is convenient for your unit. For information visit the Rewards and Recognition at The University of Iowa web site.
The University of Iowa is participating in TreasuryDirect which is a program for purchasing electronic U.S. Treasury products, including savings bonds. In order to participate in payroll deductions for savings bonds, participants will need to open a TreasuryDirect account at www.treasurydirect.gov. Once your account is established you can then use the UI Employee Self Service site to establish your monthly payroll deduction in any amount you choose. Additional information is available on the Benefits Office web site.
Check with your supervisor to find out your comp time balances and what is included in "Adjustments to Pay" on your paycheck earnings statement. Each UIHC department is provided with a detailed listing of all pay adjustments for the pay period.
Problems with your password can be easily corrected. Visit the UI Hawk-ID Guide for assistance.
Graduate students may be exempt from FICA tax if their department completes a Short Hours Form and files that form with the Registrar's Office. To obtain the Short Hours Form, departments should call the Verification Department at the Registrar's Office, 335-0229. For more information about Student FICA tax exemption, please view the Payroll Tax Information website.
The Student Employment Office is located in room 213 of Calvin Hall. Office hours are 8 a.m. to 12 noon and 1 to 4:30 p.m., Monday through Friday.
Graduate students may be exempt from FICA if they are registered for 0-2 credit hours or more and if their department completes a Short Hours Form indicating that the student is engaged in research in fulfillment of a degree requirement, writing a dissertation or thesis, or preparing a prospectus. This form must be registered with the University Registar's Office. Find more information about Student FICA tax exemption at the Payroll Tax Information website.
Salary earned in your final pay period will be paid on the normal pay date. For example - if you terminate in November, your November salary will be paid on the December 1st paycheck. Payout of your accrued unpaid vacation, qualifying sick time, compensation and overtime hours are generally disbursed as a separate payment typically on the pay date immediately following your regular pay period. For example – if you terminate in November, your payout for unused vacation hours as well as November time record adjustments will be paid on the January 1st paycheck. These final payments will be deposited into your active direct deposit account or if no active direct deposit account, your paper check will be mailed to the most recent home address we have onfile for you. Your department will revoke your access to computer networks, systems, email, and passwords upon your termination. The self-service site will remain available for 18 months, provided your password is kept current. If access is denied, follow the Help Desk instructions on the Self Service site. Please remember to go to the Self Service site to make the necessary changes to your address so your W-2 tax form can be mailed to the appropriate place. Your final W-2 will be mailed to you prior to January 31st of the calendar year following your final paycheck. For example, if you terminate in November 2013, you will receive your vacation payout in January 2014 and you will receive your final W-2 from the University of Iowa in January 2015.
Those at the University who accrue vacation and sick leave do so on a monthly basis depending on percent of time employed, pay basis, whether in a professional or merit status and, in the case of merit and SEIU employees, seniority date. Find more details about accrual and usage policies at the Benefits web site.