Integrated Service Center

How to Read Your Payslip

Last updated Monday, February 5, 2018

Introduction

Workday allows you to access your payslips from one central location. Jump around to different parts of your payslip using the Table of Contents menu.

Note your payslip may differ from the screenshot below depending on your earnings, deductions, paid time balance, and other factors.

picture of payslip, with each major table from top to bottom and routing left numbered 1-11.

1. Company Information

This identifies the University of Washington as your employer.


2. Payslip Information

This is a summary section which includes your name, Employee ID, the pay period dates, check date and check number, and if you receive a paper check.


3. Current and YTD Totals

This section details Gross Pay, Deductions and Net Pay for the current pay period and Year to Date (YTD).


4. Earnings

The earnings section details out every type of earning you have received during this pay period, and your YTD totals.

Viewing tip: If viewing in Workday, use the scroll bars on the side and at the bottom of the section to scroll through the list if you have a large number of earning types for the pay period. If viewing in PDF or on paper, this section may be abbreviated for printability, but fully continued on later pages.

  1. Description/Pay Component: Details the specific earning type for the pay period and any earning codes recalculated from previous pay periods.
  2. Dates: Shows the dates the earning code is being calculated for. You will see dates corresponding to earnings for the current pay period. Dates from previous pay periods will show here if you have retroactive payment calculations.
  3. Hours/Units Value: Displays the number of hours for the earning code within the dates specified. Any retro pay calculations will also include the number of hours that were recalculated.
  4. Rate: Displays the rate of pay for the earning types for the dates worked. The rate is determined according to your position and compensation details.
  5. Amount: The total amount earned for this earning type during the dates specified in the Dates column.
  6. YTD: The Year to Date total for each applicable earning code.

Want more info about descriptions, rates, overtime, shift premiums, or retro pay? See the appendix at the bottom of this page!


5. Employee Taxes

This section details how much was withheld from your paycheck for employment 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

This section details your pre-tax deductions. This will list voluntary deductions and involuntary deductions.

Voluntary Deductions are deductions you have elected and agreed to have withheld from your earnings; if any. Voluntary deductions may include Transportation (Parking, UPass, etc.) and more.  Retirement Plans, for many, are mandatory.

Involuntary Deductions are deductions mandated by Federal or State government or the Courts to be withheld from your paycheck.

You can view more information on deductions in the Understanding Deductions section.


7. Post Tax Deductions

This section details your post-tax deductions which may include Combined Fund Drive contributions, union dues, optional insurance selections, and overpayment repayments, if applicable.

You can view more information on deductions in the Understanding Deductions section.


8. Taxable Wages

This displays 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 and/or limits to determine if wages are taxable or not.

9. Withholding

This displays 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 (Form W4).  Based on the timing of your update, the change may not reflect until the next pay period.


10. Paid Time Balance

This will display a static snapshot of available time off balance at the time payroll was processed and time off accrued and used during the pay period.

Time Off balances that appear here include:

  • Compensatory Time Off
  • Holiday Credit Time Off
  • Personal Holiday Time Off
  • Sick Time Off
  • Vacation Time Off

You will also see the following, however, these are not time off balances:

Months of Service refers to the number of state service months worked continuously without a break in service. Prior Service Credit applies where you have had prior employment with UW or other state agency.

Months of Service along with Prior Service Credit determines the Vacation Time Off accrual rates.

As time off usage is dynamic, for more information on available balance you can view the Balance As Of section on the Absence Calendar.

Any unapproved time off or future-dated time off request is not included.


11. Payment Information

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.

If you currently receive a paper check, Payment Elections can be updated to Direct Deposit in Workday at any time. Updates will be applied to your paychecks going forward.  New elections should be made a minimum of 5 days prior to payday.

You can also update existing payment elections and your mailing address via your Worker profile in Workday.


Appendix on Earnings

More Information on Description/Pay Component

There are over 200 different kinds of earning types at UW, and based on date ranges, each type may have more than one line item in your Earnings section.

We strongly recommend that if you have a long and/or complicated earning section, to sort the column headers in this section by either Description or Dates, depending on what order you want to review your earnings. You can do this by clicking on the column header and choosing ascending/descending order. If you are looking at the pdf/printed version, it should be sorted first by Pay Component, then by Dates.

We have outlined a few of the major types below:

  • Regular Earnings
  • Types of Time Off (e.g. Sick Time Off, Vacation Time Off, etc.)
  • Types of Overtime (e.g. FLSA OT-Premium, FLSA OT-Straight Time, Contractual Overtime, etc.)
  • Shift Premium
  • Allowances
  • Temporary Supplements
  • Stipends

A note about retroactive pay: You may also see earning types from previous pay periods. This occurs where your earnings for a previous period have been recalculated and result in a different amount due to a retroactive change impacting your pay. Retro adjustments may appear as negative (amounts paid in a previous pay period) and positive (new amount or correction to pay).


More Information on Rate

Regular Earnings:

  • For salaried workers:
    • The rate of pay is based on the full-time monthly base salary divided by two.
    • Salary earnings are prorated if your FTE < 100%. For example, if your monthly salary is $5000, and your FTE is 80%, then the prorated salary would be $5000 divided by 2, $2500, and at 80% FTE would be prorated at $2000.
    • Hours and rate do not display for salaried earnings as hours vary based on the number of days in the pay period (i.e. 72, 80, 88, or 96).
  • For hourly workers, the rate of pay is rate per hour worked.

Eligible workers may have other earning types such as FLSA Overtime, Shift Premiums and Time Off if these have been earned in the pay period. The rate for these will be based on factors such as regular rate of pay, number of hours eligible, and dates worked.


Example: FLSA Overtime

This example will only display for workers who are eligible for these earning codes. If you have eligible overtime hours worked during the pay period, you may see FLSA Overtime (OT) Pay (FLSA OT-Straight Time and FLSA OT-Premium) in your Earnings section, like in the screenshot below:

A screenshot of an earnings table where two OT items each read seven hours. These should be read as 7 total hours of overtime, not added together as 14.

In the example above, the FLSA OT earnings are based on seven hours of eligible overtime hours worked for the week. The earnings section shows a separate calculation of seven hours at the FLSA-OT Straight Time rate and seven hours at the FLSA-OT Premium rate. Although the hours appear as separate line items, the total eligible hours for the week and used in the calculation of FLSA OT is seven hours, not 14 hours.

As FLSA OT is calculated weekly and based on hours worked in the week, additional eligible overtime hours worked in other weeks during the pay period or in other pay periods may be calculated at a different rate.

How is it calculated?

FLSA OT pay is determined by multiplying all eligible overtime hours worked by the straight time rate of pay plus half of the regular rate of pay. Overtime includes paid leave hours that count towards the 40-hour threshold (hour over 40 in a consecutive seven day period) in the UW FLSA work week (Monday 12:00 am to Sunday 11:59 pm.)

FLSA OT rate of pay is calculated dynamically on a weekly basis based on the eligible overtime hours worked for the week. The dates column will display the week in which the eligible overtime hours were worked and the Hours column will display the number of eligible overtime hours for that week.

How does it appear on the payslip?

FLSA OT earnings appear on the payslip as two distinct but mutually inclusive earning types:

  • FLSA OT-Straight Time: Calculated using the eligible overtime hours multiplied by the annualized rate based on your prorated base salary.
  • FLSA OT-Premium:
    • Calculated using the eligible overtime hours multiplied by half of the employee’s FLSA rate or regular rate of pay.
    • This rate also takes into account eligible productive work earnings and hours.
    • Non-productive work earnings may be included based on an employee’s union contracts such as VAC, S/L, HOL.

Eligible overtime hours worked during the week appear as separate line items on the payslip with different amounts corresponding to the separate FLSA earning codes listed above. The total overtime amount received for the pay period is calculated by adding the FLSA OT-Straight Time and FLSA OT-Premium amounts.

Why do the hours look excessive?

As FLSA OT earnings appear as separate line items on the payslip, the number of hours displayed is the overall total eligible overtime hours worked during the dates indicated. These hours are used to calculate the FLSA OT Straight Time and FLSA OT Premium earnings. The number of hours listed are not added together and should be the same value for the corresponding week where OT is earned.


Example: Shift Premium

This example will only display for workers who are eligible for these earning codes. If you have eligible shift premium hours worked during the pay period, you may see Shift Premium hours in your Earnings section, like in the screenshot below:

A screenshot of the earning section on the payslip, where two line items read shift premium, one is the shift premium time they made for their regular earnings, and the other is for the premium time they made for their overtime earnings.

In the example above, all hours worked during the pay period qualified for shift premium so the worker received a shift premium for those hours.

How is it calculated?

Shift differentials are calculated based on the number of hours eligible employees work within a specific timeframe. The time frame an eligible employee qualifies for shift differential varies according to the bargaining unit and labor contract. The employee’s work shift will also drive shift differential calculations for eligible workers.

If the majority of hours worked in a day or week qualify for shift differential for eligible employees, then all hours worked in the day or week will receive shift pay premium.

How does it appear on the payslip?

Shift differentials will display on the payslip as earning code of Shift Premium. These earning codes will appear for employees who are eligible to receive shift differential pay.

The earnings section on your payslip will display the number of eligible hours for shift premium, the dates the shift premium hours were earned, the shift premium rate of pay, and the total shift premium amount.


Example: Retro Pay

The Earnings section of your payslip will display retroactively calculated earnings for employees where a retroactive change impacting your pay has taken place, like in the screenshot below:

This screenshot shows an earnings table with many lines of negative and positive values, representing each time Workday withdrew what it paid incorrectly in a previous pay period, and paid out the correct amount in the current period.

In the example above, the worker has received a retro dated compensation increase so all prior earning codes are recalculated based on the new amount. We can see the original amount as a negative and the newly calculated amount as a positive.

How is it calculated?

Earnings amounts will recalculate for all of the sub-periods within the previous pay periods impacted by the retroactive adjustment. A retroactive adjustment resulting in retro pay may include retroactive compensation changes, retroactive time entries and changes to work shift.

How does it appear on the payslip?

The payslip will display a separate line item for each sub-period earning amount showing the original amount paid which will appear as a negative value and a corresponding corrected amount that has been recalculated during retro processing.

To sort through the earning codes, click on the Dates column and use the Sort Ascending or Sort Descending options to reorder the earning type line items by date or click on the Description column and sort by earning types.