The resources available throughout this site will support faculty, staff, students and department administrators regarding all aspects of the payroll processes for employees, payments to nonemployees for professional services, and payments to international persons.
Payroll Services procedures are written for two categories of individuals receiving payments from UT Arlington: employees and nonemployees.
Payments to Employees
Payroll Services processes two semi-monthly and one monthly payroll each month. Pay Dates and Deadlines are outlined in Payroll Processing - Pay Dates and Deadlines (Procedure 1-1).
There are two ways to receive your paycheck: Direct Deposit (recommended) or pick up in person at the Payroll Services office. Distribution of Payments (Procedure 1-2) provides information on the distribution of paychecks. State law prohibits issuing paychecks prior to the scheduled payday. See Payroll Advance Policy (Procedure 1-4).
What you should do if your paycheck is stolen or lost. Lost or Stolen Payroll Checks (Procedure 1-5).
When your paycheck is unclaimed. Undeliverable Checks (Procedure 1-6).
Emergency Checks are available only in limited situations. See Emergency Checks (Procedure 1-7).
Time records are required for all nonexempt employees. For general time card information see Time Reports (Procedure 3-7) and Time Cards in Overtime (Procedure 3-64). Blank time records are available online.
Departmental Payroll Vouchers must be prepared to pay hourly employees. See Departmental Payroll Vouchers (Procedure 1-12) for information and form.
Nonexempt employees earn overtime for any week in which the employee actually works in excess of 40 hours. Departments have the option of paying for overtime hours or requiring the employee to take time off at one and one-half times the number of hours worked. See Overtime Requests and Payments to Employees (Procedure 1-15) for information on the overtime payment process.
Processes and forms for payments of Accrued Vacation, Sick Leave, and Compensatory Time are found inAccrued Vacation, Sick Leave and Death Benefits (Procedure 1-16).
Employees with a nine-month basis appointment may be eligible to elect salary spread so that payments are received in the summer. To learn more see Salary Spread Election (Procedure 1-17).
Payments to Nonemployees
See Payments for Professional Services (Procedure 1-19) for information on how to pay individuals performing professional services without a purchase order or contract/agreement from the University as well as other uses of Authorization for Professional Services (Form 1-8A) and instructions.
Payments to Nonresident Aliens
Special rules apply to employees who are not U.S. citizens. Information about Social Security numbers, GLACIER software, work authorizations and taxes is provided in Payments to Nonresident Alien Employees (Procedure 1-21).
Information about Taxable Scholarship Amounts, GLACIER and U.S. Tax Returns for Nonresident Alien Students is available in Scholarships Awarded to Nonresident Alien Students (Procedure 1-22).
Payments to Nonresident Alien Independent Contractors, Guest Speakers and Performers (Procedure 1-23) provides information for departments planning to pay an international guest who is not a U.S. citizen.
Taxes, Exemptions, and other Deductions
The University is required to deduct Federal income taxes based the employee’s Form W-4, Employee’s Withholding Allowance Certificate. You may change your filing status and/or allowances through UT Direct or by completing a new form in Payroll Services. For additional information, see Federal Income Withholding Tax (Procedure 1-9).
FICA Tax is comprised of two parts, Social Security (OASI) and Medicare. All U. S. citizens, legal residents and nonresident aliens classified as residents for tax purposes are required to participate in the FICA system. FICA (Federal Insurance Contributions Act) Deductions and Exemptions (Procedure 1-9). You may be exempt from paying FICA Tax if you are a Nonresident Alien, see Payments to Nonresident Alien Employees (Procedure 1-21).
Payroll Services processes Child Support Orders, Tax Levies, and various Payroll Deduction programs. Contact the Parking Office for questions about payroll deductions for parking permits. Contact Campus Recreation for information about payroll deductions for the Maverick Activities Center.
Online Personal Profile Information Resources
Many Human Resource and Payroll actions are based on data that is contained in your employee record. It is in your best interest to keep it current. You can do that and more through the UT Direct web application. For more information on using your UT EID, view the UT Direct brochure.
Using your UT EID and password, you can:
- Home Address
- Phone numbers
- Email address
- Emergency Contacts
- Education level
- Banking information and check distribution for payroll checks and employee reimbursements
In addition, you can:
- Review your leave balances
- Review your earnings statement
- Review/update your Tax Withholding (W-4)
- Obtain your W-2
- Obtain a verification of employment
- Review your training history
- Restrict or permit the release of your home address, home phone number and family information to the public