Payroll Help

Common questions and Knowledge Base links to help interpret and understand the content of your earnings statements. For additional help, please contact HR, Payroll and Benefits.


How do I access my Earnings Statement?

Your Earnings Statement is accessed through your MyUW portal. See Access your Earning Statement for more information.

What if I have difficulty viewing my Earnings Statement?

If you experience an issue viewing your Earnings Statement, it is likely due to a pop-up blocker in your browser. See help with pop-up blockers.

Where can I find help understanding my Earnings Statement?

Who should I contact if I have a question regarding my Earnings Statement?

If you have a question about the contents or existence of an Earnings Statement, please contact your payroll office. If your question is regarding access to My UW System, contact the DoIT help desk at (608) 264-4357 or help@doit.wisc.edu.

How long will my Earnings Statements be available for current employees?

Individual Earnings Statements will be available for at least 18 months.

Who has access to view their Earnings Statements?

Access to these documents after employment depends on your authorization to My UW System.

How secure is the information?

The Earnings Statement data is not accessible from Internet applications outside My UW System. Access to My UW System is secured according to the best practices for web security - the user ID and password are conveyed using Secure Socket Layer (SSL) technology and the password is encrypted before transmission over the Internet. After typing your user ID and your password (which is encrypted on the login page and shows up only as dots or asterisks) at the login page of My UW System and clicking 'login,' the user is automatically directed to a secure web page. The user ID and password are not stored on the login page of My UW System but are passed through to the secure page and authentication is checked to ensure the user ID and password are valid. Additional information about My UW System, including its security, can be found by clicking the 'About My UW System' link on the login page. The largest potential threat to the security of the data comes from users voluntarily sharing their user ID and password with others.

Does the Freedom of Information Act apply to this information?

Data associated with your individual employee record is accessible only by you. The same standards for the Freedom of Information Act that apply to data printed on paper also apply to data in My UW System.

Will corrections or adjustments to my Earnings Statement be published?

No. Earnings Statements represent a snapshot in time immediately following the calculation of a scheduled payroll.

When is my Earnings Statement published?

Your Earnings Statement is posted two days before the scheduled pay date. Refer to the current Payroll Calendar for an annual list of pay dates.

How can I request an alternate format of my Earnings Statements?

Earning Statements are available in an alternate format for individuals with disabilities. Contact your payroll/benefits office for assistance.

How to access, view and print your tax statements. General information and links to help you interpret and understand the content of your tax statements.

View and Print Tax Statements

The W-2 Form (Wage and Tax Statement) is typically available online in the MyUW portal in mid-January.


The 1095-C Form is typically available online in the MyUW portal by mid-February each year. The 1095-C Form is provided to all employees who were full-time, as defined by the Affordable Care Act (ACA), for all or some months of the previous year. Employees should retain Form 1095-C with their tax records. Dependents are not listed on the 1095-C. A Form 1095-B, listing dependents, can be requested directly from your health insurance carrier.

More information regarding Form 1095-C and the ACA is available on the Affordable Care Act web page .


The 1042-S Form is typically available online in the MyUW portal in March each year. Employees who have chosen electronic delivery through the Glacier System may have access to their forms earlier; others will have them mailed to their home address.

This form includes a foreign person’s income from a U.S. source which is subject to tax withholding.


The Fellowship Letter is typically available online in the MyUW portal in February. This letter shows amounts paid through the University payroll as a Fellowship/Scholarship, which are not considered to be wages by the Internal Revenue Service (IRS) and are not subject to Social Security or Medicare withholding.


What Information is Included on my Tax Statements?

Your tax statements include information which has been reported to the Internal Revenue Service (IRS). For a detailed explanation of the information on these statements, click on the following links:


How Does an Earnings Statement Relate to the W-2 Form?

An employee's year-to-date earnings will most likely not match the amounts reported in Box 1 and 16 on the Form W-2. Taxable wages are a result of all pre-tax and taxable deductions taken from or added to earnings. Please review the Comparison of the Year-end Earnings Statement to Form W2 for further explanation.

If you have questions regarding the information on your tax statements, contact your payroll office.


Duplicate Tax Statement Request

To request duplicate tax statements (Form W-2, 1095-C, 1042-S*, etc.) complete the Duplicate Tax Statement Request Form.


Where can I Find Additional Tax Information?

Tax Resources for UW Employees

US Internal Revenue Service https://www.irs.gov/
Forms, Instructions & Publications https://www.irs.gov/forms-instructions
Assistance for Individuals 1-800-829-1040
Wisconsin Department of Revenue https://www.revenue.wi.gov/
Forms and Publications https://www.revenue.wi.gov/Pages/HTML/formpub.aspx
Assistance for Individuals (608) 266-2772

Employee Self-Service Tax Update

Change Update Federal and/or State W4 (Tipsheet) (Video)

Federal Tax Forms Required for New Employees

This includes federal Form W-4 and Self-identification forms

State Tax Forms Required for New Employees

Tax Resources for UW Employees
The tax forms found on this page can be used at any time to update an employee's tax status.

Resources

Tax Resources for UW Employees
About Form W-4
IRS Tax Withholding Estimator

Employee Self-Service Direct Deposit

These resources get right to the point to help you add, edit/delete a direct deposit account via Employee Self-Service (ESS) direct deposit.

Employee Self-Service Direct Deposit Instructions/FAQ

These detailed instructions and Frequently Asked Questions are especially helpful for new employees or employees who need detailed information. These instructions are also ncluded nline with the ESS Direct Deposit form.

Direct Deposit Instructions / FAQ

Direct Deposit Form

Where to submit documents and who to contact for help:

Resources

3/18/20 update
Glacier account-related materials can be either mailed or delivered to the location listed on the left. The location will appear when you select your institution from the dropdown list.

Troubleshooting

Why do I need to complete the Glacier entry?

All foreign nationals being paid through UW payroll need a Glacier account so we may determine the correct way to report and tax the income we pay you. Nonresident aliens and resident aliens need to keep their Glacier accounts up-to-date and must have delivered their Glacier Tax Summary Report and copies of the forms and documents listed on it to their institution. Permanent U.S. residents should only need to enter their information into Glacier and deliver their materials once. If you need to deliver materials, see the 'Where to submit documents' link on the left side of this page.

I didn't get a Glacier account, but I think I should have, how do I get one?

Check your spam filter for emails from UWSystemHR@uwss.wisconsin.edu and/or support@online-tax.net. These emails will provide your login and password if a Glacier account has been opened for you. If you do not have either, contact the resource identified in the 'Who to contact for help' link on the left side of this page.

I can't log into my Glacier account, or I don't remember my login or password.

Visit online-tax.net and select 'login now'. From the next screen, select 'forgot login'. On the following screen, enter the email address associated with your Glacier account and select 'submit'. This should generate an email to that address so you can log in and change your password. If you no longer have access to the email address associated with your Glacier account, contact the resource identified in the 'Who to contact for help' link on the left side of this page.

What is the deadline for completing my Glacier account entry and delivering my materials?

Complete your Glacier entry and deliver your materials within 48 hours. If the deadline falls on the weekend, deliver your materials on the next business day. If your paycheck is being calculated by UW payroll during this week, complete your Glacier data entry and deliver your materials within 24 hours. If your paycheck is NOT being calculated this week, complete your Glacier entry and deliver your materials within two business days. If your appointment has not started yet, we recommend you wait until you have arrived on campus to complete the Glacier entry and deliver all materials.

After my initial Glacier data entry, when do I need to update my Glacier account?

You must update Glacier as often as your information changes. This could include changes to your:

  • Immigration Status
  • Date Permission to Stay in the U.S. Expires (current immigration status expiration date)
  • Days of U.S. presence during each calendar year
  • Date of Final Departure – (date you will leave and not return to the U.S. for at least 365 days)
  • Payment relationships – list all that apply throughout your UW affiliation. Do not indicate 'no payments' in Glacier even if all your positions have ended.
  • Taxpayer ID number - add your Social Security Number (SSN) when you receive it (or your Individual Taxpayer Identification Number, if not eligible for an SSN).
  • You may also need to renew annual tax treaty withholding exemption forms.

I have a tax treaty, why was income tax withheld?

  1. Determine whether your treaty has a dollar limit and whether you have met it. If it has a limit, it will be listed on the Glacier Tax Summary Report. Determine the amount of treaty you've received for the calendar year by reviewing the 'Fed 1042' and 'WI 1042' amounts in the taxes section of your earnings statements. Note that these amounts combine wage and non-service scholarship/fellowship treaty. If you received both types of treaty, you will need to subtract the scholarship or fellowship portion to determine the wage portion. You may need to review multiple paychecks to calculate this amount. Note that income and treaty totals are based on when the money is paid, not when earned. Dollar limits are per calendar year.
    Note: The UW will not apply treaty for individuals in non-student immigration status if they are from one of the following countries and are authorized or expected to be in the US. for more than two years: Egypt, Hungary, Iceland, Israel, Jamaica, Republic of Korea, Norway, Philippines, Poland, Romania.
  2. Review your Glacier account and update the following values, if needed:
    • Date of Final Departure – date you will leave and not return to the U.S. for at least 365 days.
    • Date Permission to Stay in the U.S. Expires – your current immigration status expiration date.
    • Social Security Number (SSN), if you are earning wages, OR Individual Taxpayer Identification Number (ITIN) if you are only receiving scholarship/fellowship income and do not have an SSN.
      • If you applied for an ITIN, but haven't received it yet, we will not apply treaty unless you applied for the ITIN through the University and submitted Form W-7 signed by Jose Carus at UW Madison.
    • Note the treaty expiration date. You will not receive treaty on checks dated after that.
  3. Make sure you have printed, signed, and delivered your Glacier Tax Summary Report and copies of the forms and documents listed on it to the Glacier contact at your institution.
  4. If you need to resubmit your materials, or have made any changes to your Glacier account information, print a new Tax Summary Report and deliver it with copies of the materials and forms listed on it to the location identified in the 'Where to submit documents' link on the left side of this page.
  5. If there are no changes to the immigration documents or Form W-4 previously submitted, you do not need to resubmit them.

If you are eligible for treaty and meet the above requirements before your paycheck was calculated, contact the resource identified in the 'Who to contact for help' link on the left side of this page.

Why did I receive treaty on my federal wages but not my state wages?

Monthly employees being paid BOTH scholarship/fellowship income AND wages on the same check, will only have treaty applied to their federal income unless they are eligible for treaty on both types of income. If applicable, treaty may be applied to state wages on a future paycheck when scholarship/fellowship income is not paying. Individuals will be able to claim full value of the treaty exemption when they file their annual state income tax returns, if applicable.

I am treaty eligible and all my information is up to date, why am I not receiving it?

If you are in non-student immigration status, and are from one of the following countries, you will not get treaty through UW Payroll if you are authorized, or expected, to be in the U.S. for more than two years: Egypt, Hungary, Iceland, Israel, Jamaica, Republic of Korea, Norway, Philippines, Poland, Romania.

Why did I have OASDI/EE and Med/EE (FICA) tax withheld from my check? I am exempt.

Review that the following information is accurate in Glacier:

  • Date of Final Departure – date you will leave and not return to the U.S. for at least 365 days.
  • Date Permission to Stay in the U.S. Expires (current immigration status expiration date)
  • Following your last Glacier update, you must also have submitted a signed Glacier Tax Summary Report and copies of the forms and documents listed on it to the location in the 'Where to submit documents' link on the left side of this page.

If your Glacier information is correct and you previously provided your institution with a signed Glacier Tax Summary Report and copies of the forms and documents listed on it, but your tax withholding is still not correct, contact the resource identified in the 'Who to contact for help' link on the left side of this page.

I am a nonresident alien for tax filing purposes and my withholding/marital status looks incorrect.

  • If you are in nonresident alien tax filing status, your taxes must be withheld at the single level, per IRS regulations.
  • In addition, most nonresident aliens are limited to a maximum of one withholding allowance on the W-4 (as of 2019). If you listed more allowances, but were not entitled to, your allowances would have automatically been set to zero.
  • If you are eligible for one withholding allowance but your taxes are being withheld at the zero allowances level, print a new W-4 printed from Glacier, do not change any values on it, and deliver it to the Glacier administrator for your instituion found in the 'Where to submit documents' link on the left side of this page.

I am a resident alien for tax filing purposes and my marital status looks incorrect.

Review that the following information is accurate in Glacier:

  • Date of Final Departure – date you will leave and not return to the U.S. for at least 365 days.
  • Date Permission to Stay in the U.S. Expires – your current immigration status expiration date.

You must also have submitted a signed Glacier Tax Summary Report with copies of the forms and documents listed on it following your last Glacier update.

If you make changes to your Glacier account, or need to resubmit your materials, print a new Tax Summary Report and deliver it with copies of the materials and the forms listed on it to the location listed in the 'Where to submit documents' link on the left side of this page.

  • If there are no changes to the immigration documents or Form W-4 previously submitted, you do not need to resubmit them.

Note: If tax treaty is being applied to your check, your earnings statement will list single withholding status regardless of your actual marital status. Once your treaty has ended, you may wish to submit a new W-4 listing the withholding status and number of allowances desired.

If your Glacier information is correct and you previously provided your institution with a signed Glacier Tax Summary Report and copies of the forms and documents listed on it, but your tax withholding is still not correct, contact the resource identified in the 'Who to contact for help' link on the left side of this page.

Why are my withholding allowances different from my submitted W-4?

If you are in nonresident alien tax filing status, in most cases, you cannot list more than one withholding allowance on Form W-4. If you listed more allowances, but were not entitled to, your allowances would have automatically been set to zero. The same is true for individuals in resident alien tax filing status who are claiming a tax treaty through UW payroll.

If you are a nonresident alien, print a new W-4 from Glacier, do not change any values on it, and deliver it to your institution.

If you are a resident alien, you may wish to submit a W-4 listing the Single withholding level and a maximum of one allowance, then submit a new W-4 listing your desired values once your treaty period has ended.

To determine where to deliver your W-4, review 'Where to submit documents' link on the left side of this page.

If your Glacier information is correct and you previously provided your institution with a signed Glacier Tax Summary Report and copies of the forms and documents listed on it, but your tax withholding is still not correct, contact the resource identified in the 'Who to contact for help' link on the left side of this page.

Why did my taxes go up on this check?

If you saw a significant increase in the taxes withheld from your paycheck, review the above questions to determine the possible causes and action you could take to reduce withholding from future paychecks.

The increased withholding may have resulted from a number of factors, including:

  1. You reached the annual dollar limit of your treaty, or your eligibility period has ended.
  2. If in resident alien status, you claimed wage treaty on a payroll where you also received scholarship/fellowship income.
  3. Your Glacier account is out of compliance. Review and update your date of final U.S. departure and immigration expiration date, if needed.
  4. You did not provide the appropriate treaty form for your current tax residency status or payment year.
  5. You received additional income

If your Glacier information is correct and you previously provided your institution with a signed Glacier Tax Summary Report and copies of the forms and documents listed on it, but your tax withholding is not correct, contact the resource identified in the 'Who to contact for help' link on the left side of this page.

If you make changes to your Glacier account, you must print out a new Tax Summary Report and copies of materials and forms listed on it, and deliver them to the institution location identified in the 'Where to Submit Documents' link on the left side of this page.

  • If there are no changes to the immigration documents or Form W-4 previously submitted, you do not need to resubmit them.

What should I do when my UW affiliation ends?

If you will not be employed by, receive income from, or be enrolled at any University of Wisconsin institution during the remainder of the current and following calendar years, you should follow these steps:

  • Update the email and mailing addresses in your Glacier account
  • Update your permanent mailing address through Personal Information on your MyUW portal.
  • Update your home email address through your department.
  • Make sure the immigration information in your Glacier account reflects the status and expiration date which applied WHILE YOU WERE receiving income through UW payroll. Do NOT include any status pertaining to U.S. presence after you left the UW.
  • Update your final U.S. DEPARTURE date to reflect when you have/will depart and remain outside the U.S. for 365 days or more.
  • If you will not be enrolled at or paid by any UW institution during the remainder of the current and next calendar year, inform the contact for your institution.  Select your employing institution at the top left of this page and review the 'Who to contact for help' information listed below it.
  • Provide them with a summary of all dates you will be in the U.S. during the current calendar year. Include presence for travel, attendance at another school, work for another employer, etc.