Integrated Service Center

Paycheck Information

Paydays

Payday is the 10th and 25th of each month with these exceptions:

  • If payday is on Saturday, you get paid on the Friday before.
  • If payday is on Sunday, you get paid on the Monday following.
  • If payday is on a holiday falling on a Monday, you get paid on the Friday before.

Hours worked from the 1st of the month to the 15th of the month are paid on the 25th.
Hours worked from the 16th of the month to the end of the month are paid on the 10th of the following month.

2018 Paydays

January
Wednesday 10
Thursday 25
February
Friday 9
Monday 26
March
Friday 9
Monday 26
April
Tuesday 10
Wednesday 25
May
Thursday 10
Friday 25
June
Monday 11
Monday 25
July
Tuesday 10
Wednesday 25
August
Friday 10
Friday 24
September
Monday 10
Tuesday 25
October
Wednesday 10
Thursday 25
November
Friday 9
Monday 26
December
Monday 10
Monday 24

The schedule of paydays is based on WAC 82-50-021. Unless exempted otherwise under the provisions of WAC 82-50-031, the salaries of all state officers and employees are paid on a lagged, semimonthly basis for the official twice-a-month pay periods established in RCW 42.16.010(1).

To be paid on each of the semimonthly paydays, your Time Worked and Time Off must be entered, submitted, and approved by your Time Approver prior to the Payroll Deadline.

If time submitted is approved in Workday after the Payroll Deadline, your pay for that time will be processed for the following payday.

Note: Medical Centers employees enter and submit Time Worked in Kronos on a weekly basis.

If you do not yet have direct deposit set up, your check will be mailed on the day before payday to your primary home address listed in Workday.

The Campus Payroll and HCM Calendar is also available.

Direct Deposit

Setting Up or Changing Your Direct Deposit

You can have your paycheck electronically deposited to your checking or savings account. The University of Washington encourages all employees to use Direct Deposit.

For step-by-step guidance for setting up Direct Deposit in Workday, refer to the following resources:

Benefits of Payroll Direct Deposit include:

  • Prompt Payment Deposits are credited on payday.
  • Convenience – No special trips to deposit checks.
  • Freedom – Payments are automatically deposited to your account, even if you are out of town or ill.
  • Peace of Mind – No worries about mail delays and lost or stolen checks.
  • Savings – No check cashing fees. Many banks offer free checking and other incentives for UW employees using Direct Deposit.
  • Sustainable – Save trees with less paper being used for printed paychecks and mailing envelopes.

Important considerations:

  • Direct Deposit can be set up with any financial institution in the United States.
  • Direct Deposit can be split among up to three different bank accounts.
  • You can enroll in Direct Deposit any time. Note, however, that it may take up to two pay periods for your direct deposit enrollment to be processed. In the meantime, you will be issued a paper check which will be mailed to your primary address.

Updating Direct Deposit Payment Elections

If you are changing your bank account information as a result of closing an account, be sure your direct deposit payment election has been updated in Workday by the deadline to avoid having your funds deposited into a closed/invalid account.

If the stop/change was not made in time, a paper check will be generated only after the funds are redirected back to the University by your financial institution. There are no exceptions. This process normally takes 3-4 business days.

Understanding Your Payslip in Workday

A typical payslip in Workday is pictured below and described in the table that follows. Your payslip may differ in some sections, depending on your earnings types, deductions, paid time balances, and other factors.

Understanding Your Payslip in Workday FAQ

Quick Guide on viewing your Payslip

If you are paid by paper check (rather than by direct deposit), your payslip will contain a summary of the information below. For full detail, view your payslip in Workday.

Contact the ISC with questions.

Medical Centers employees should email questions to AskKronos.


(click image to enlarge)

Payslip Section Description
1 – Company Information Identifies University of Washington as your employer
2 – Payslip Information Your name, employee ID, pay period, and check dates
3 – Current and YTD Totals Details your Gross Pay, Deductions, and Net Pay for the current pay period and Year to Date (YTD).
4 – Earnings Details your Earning Types including:
  • Regular (Salary or Hourly)
  • Overtime (if applicable)
  • Time Off (Vacation, Sick, etc.)

If you feel that these amounts are not correct, double check that all Time Worked and Time Off were entered, submitted, and approved prior to the payroll deadline.

5 – Employee Taxes Details how much was withheld from your paycheck for taxes. The following Tax Types may be listed:
  • Federal Withholding
  • OASDI (Social Security)
  • Medicare
  • Washington State Taxes (Previously grouped as one deduction, called “Medical Aid/Workers Comp”, but now presented as three deductions):
    • WA MAF – WAMAF (Washington State Medical Aid Fund)
    • WASAW – WASAW (Unemployment)
    • WA Supp Pen Fund – WASPF (Washington State Supplemental Pension Tax)
  • Other State and Local Taxes (Non-Washington state)
    • Based on work and home address employees are taxed for state and local
6 – Pre-Tax Deductions Details your pre-tax deductions. See Understanding Deductions section below for more information.
7 – Post-Tax Deductions Details your post-tax deductions. See Understanding Deductions section below for more information.
8 – Taxable Wages Shows how much of your wages were taxable for OASDI, Medicare, and Federal Tax Withholding. These amounts may be the same or may be different. Each tax has different qualifications to determine if wages are taxable or not.
9 – Withholding Shows your Federal Tax Withholding at the time payroll was processed. Your Federal Tax Withholding Elections can be updated at any time in Workday. Updates will be applied to your paychecks going forward.
10 – Paid Time Balance Shows your Time Off accruals at the time payroll was processed.

Any Unapproved Time Off or future dated Time Off Requests are not included.

If the amount does not appear to be correct, first check your real time accruals in Workday in the Absence worklet. If you have any questions, contact the ISC.

Medical Centers employees should look in Kronos for Time Off accrual information.

11 – Payment Information Details the Net Pay amount and method (check or direct deposit) of the payment.

If you were paid via a paper check, the check would have been sent to your mailing address the day before payday.

Payment Elections can be updated to Direct Deposit in Workday at any time. Updates will be applied to your paychecks going forward.

Your Pre-Workday Payslips

You can find your payslips for paydays prior to June 27, 2017 in Legacy ESS.

Access to Legacy ESS requires UW NetID credentials and enrollment in Duo, UW’s two-factor authentication (2FA) solution.

Legacy ESS Access for Former UW Employees

Former employees are eligible to enroll in Duo through the remainder of the year in which they left the University, and for the three years following their year of departure. (For example, an employee who left the UW in November of 2017 will be eligible for Duo through the remainder of 2017, all of 2018, all of 2019, and all of 2020; after 2020, they are no longer eligible.)

Understanding Your Deductions

Deduction Types

Two types of deductions can be made from your paycheck:

  1. Voluntary Deductions are deductions you have elected and agreed to have withheld from your paycheck.
  2. Involuntary Deductions are deductions mandated by federal or state government or the courts to be withheld from your paycheck.

Retirement

To learn more about your retirement plan options:

Insurance

To learn more about your insurance plan options:

Other Voluntary Deductions

The Voluntary Deductions summarized below are handled by various UW departments and initiated in Workday by the department itself.

For questions involving these Voluntary Deductions, contact the department listed.

Deduction Category Department Contact Information
Transportation
Campus U-Pass & Parking Transportation Services 206-685-1543; parking@uw.edu
HMC U-Pass & Parking HMC Parking Office 206-744-3254; hmcpark@uw.edu
Bothell Campus Parking Bothell Parking 425-352-3246; uwb-trans@uw.edu
Tacoma Campus Parking Tacoma Parking Office 253-692-5926; uwtpark@uw.edu
Unions
Union Dues Unions Contact your Union Representative directly if you have questions.
Other Deductions
Husky Card Husky Card Office 206-543-9537; huskycrd@uw.edu
UW Gift Account UW Gift Account Office 206-685-9248; payrgift@uw.edu
UW Club Dues UW Club 206-543-0437; uwclub@u.washington.edu
PSO (Professional Staff Org.) PSO 206-616-7318; psoboard@uw.edu
AAUP AAUP 206-543-4793; uwaap@u.washington.edu
IMA Recreational Sports Program IMA Office 206-616-1142; ima@uw.edu
Sports Tickets UW Tickets Office 206-543-2200; tickets@uw.edu
CFD (Combined Fund Drive Office) UW CFD Office 206-616-3678; uwcfd@uw.edu

Withholding Orders

Upon receipt of formal documentation, the University is required by law to deduct funds as directed by the government agency or court.

The types of deductions which may be mandated include:

  • Garnishments
  • Child Support
  • Employment Security
  • Educational Loans
  • Chapter 13
  • Labor and Industry
  • Office of Finance Recovery
  • Internal Revenue Service

If you have questions regarding a Withholding Order, contact the agency responsible for the deduction or refer to the legal document you received.

If you did not receive a legal document, contact the agency to make sure that they have your correct address on file. Any Withholding Order documentation that the UW is required to send to an employee must be sent to the address provided by the agency, not to the employee’s address which is on file with the UW.

Changes to amounts deducted must come by notification from the agency or court. If, after contacting the agency or upon inspection of the legal document, you believe that the deduction is incorrect, contact the ISC for further review.

Adjustments and Corrections

If Your Paycheck is Incorrect

If you think you’ve been either overpaid or underpaid, review your Payslip and Worker History in Workday.

Confirm that you submitted your time prior to the Payroll deadline (if you are hourly), and make sure you haven’t had any recent changes to your salary. Contact your department’s administrator with questions.

In the event of an underpayment or other conditions, an Off-Cycle Check may be issued. For more information, see Underpayments and On-Demand (Emergency) Checks.

Medical Center Employees

Medical Centers employees need to review Kronos and the Exception Schedule if you feel your Payslip is incorrect.

If you need help, contact your Payroll Specialist in the Medical Center’s Payroll Services. Replacement checks must be requested through Medical Centers Payroll Services, which also distributes replacement checks.

If You Need a Replacement Check

Replacement Checks can be issued when a paycheck is lost or stolen, damaged, or dated more than six months ago.

If the payday was recently and you receive a paper check, your paycheck may still be in the mail. Confirm your mailing address in Workday.

To request a Replacement Check, contact the ISC with the subject line “Cancel/Reissue” and include the following information:

  • Your name
  • Contact information
  • Payday date (can be found in Workday, select Payslip)
  • Net amount of check (can be found in Workday, select Payslip)
  • Reason Replacement Check is needed