Navigate Up
Sign In

Payroll Employee Guide

  
  
  
Previous_Employment_Verification.pdfPrevious_Employment_Verification
Records_Request_Prior_2005.pdfpencilRecords_Request_Prior_2005
Reissue_Payroll_Check.pdfReissue_Payroll_Check
Show all Steps
printerSearch Results
minusTextplus
 magnifying glassDelete Circle
  • Services Available Online

    UC Office of the President operates the At Your Service Online website providing useful human resource information and tools. Employees can securely view and update their personal information, such as:

    • Personal Information: Contact Information, Beneficiaries, Security Preferences
    • Health & Welfare: Current Enrollments, Health & Insurance, Find a doctor, Life/Work Changes
    • Income & Taxes: Tax Withholdings, Earning Statements, W-2, Employment Verification
    • Retirement: Retirement Estimates, Retirement Savings Program, UCRP & CAP Balances

    Refer to AYSO Help for assistance in accessing and using the service.


    Back to Top
  • Setting Up Your Account

    To setup a new AYSO account:

    1. In a Web browser, connect to http://atyourservice.ucop.edu
    2. Click on the Sign In to My Accounts icon
    3. Click the New User link below the Username and Password Boxes
    4. Your login information for AYSO is based on your user type:

    Time of Access
    Login Information
    Within 31 days from hire - within Period of Initial Eligibility (PIE)
    • User Name: Your Social Security Number (no slashes or dashes)
    • Password: Temporary Password is your eight digit date of birth

    Format tips: Both your Social Security Number and your date of birth should be entered as digits only (without slashes or dashes).  For example, if your birth date is June 23, 1974, your temporary password is: 06231974.

    After 31 days from hire - PIE period has ended
    • User Name: Your Social Security Number (no slashes or dashes)
    • Password: Your Temporary Password may have expired.  If you cannot enter your birth date as your temporary password to login in to AYSO, please contact the Payroll Office at 831-459-4204 to set-up an appointment for AYSO help.


    Back to Top
  • Accessing Your Account

    After you have setup your AYSO account, access AYSO by:

    1. In a Web browser, connect to http://atyourservice.ucop.edu
    2. Click on the Sign In to My Accounts icon
    3. Enter your user name and password.
      If you have forgotten your username and/or password, links are provided on this screen for account recovery.
    4. Click Sign In

    Once you have logged on, you see your personal welcome page, with your name displayed after About.


    Back to Top
  • Using Services
    • Changes must be made at least 10 days prior to your next pay date in order to reflect on your next payroll payment. For example, if your next pay date is the first of the month, changes must be made by the 20th of the preceding month.
    • Those without access to a computer with a connection to the Internet may use UCSC's publicly accessible computers located in the following places:
      • McHenry Library
      • Science and Engineering Library
      • Benefits Office, 120 Shaffer Road, by appointment, (for making changes to your benefit information only)
    • All forms for changing your tax withholding and updating your personal information may be obtained on-line.  The Payroll Office is located at 2300 Delaware Ave. The Payroll Office is open 9am to noon on work days.  Some departmental business offices may also stock payroll forms.
    • If you encounter problems accessing, viewing or updating your information on the AYSO website, contact AYSO help.

    Back to Top
  • On-Boarding listing

    Back to Top
  • New Hires/Re-hires Information

    Welcome to UC Santa Cruz (Detailed Information) (AYSO site tour)

    As a University of California employee, you have access to the Human Resources and Benefits website, “At Your Service On-line” (AYSO). With this tool, you will be able to:


    • keep track of your UC Retirement Plan benefits

    • view your health and insurance enrollments

    • find information about your health and insurance benefits

    • use the Total Compensation Calculator

    • read human resources policies

    • keep up to date on the latest labor relations news

    • read news and other information of interest to you as a UC employee

    • link to online actions and personalized information through “At Your Service Online.”

    Whenever you access your personal information through “At Your Service Online”, you will be asked to provide your UC Username and password.

    First Time AYSO Access

    The temporary password for a new employee is your birth date in the format mmddyyyy, with no dashes or slashes; for example, if your date of birth is June 17, 1967, your temporary password is 06171967).

    • Your temporary password expires when your period of initial eligibility (PIE) ends.
    • If you cannot enter your birth date as your temporary password to login in to AYSO, contact the Payroll Office at 831-459-4204 to set-up an appointment for AYSO help.

    Create Your Password and/or Enroll* in Benefits

    1. Go to the home page: (atyourservice.ucop.edu)
    2. Choose the “Sign in to My Accounts” button and select “New User.”

    3. Enter your Social Security number and your temporary password. Then select “Sign In.”
    4. Follow the instructions to create your permanent password. It must contain 6 to 12 alpha- numeric characters. Then agree to the Password Authorization.

    5. Next, follow the instructions to create a User name.
    6. You will also be prompted to create a security word that a Customer Service or Benefits Representative may use to help identify you when you call for information.

    7. After you create a personal E-mail address, answer any 6 of the 12 Challenge Questions. Providing answers to the challenge questions will allow you to access your personal information if you forget your password.

    8. You may enroll* in health and insurance plans now (select “Benefits Enrollment” on the main menu or sign in again later to enroll.

    9. To enroll later, you may select the “Sign in to My Accounts” button, sign in, then select “Benefits Enrollment” or you may select “New Employees” under “Quick Links” on the At Your Service home page (atyourservice.ucop.edu). Then follow the instructions. Be sure to complete all enrollments during your 31-day period of initial eligibility (PIE).

    Note*: Only newly eligible employees may enroll online.


    Back to Top
  • Setting up Direct Deposit for your Paycheck

    Employees enroll in Direct Deposit on the “At Your Service On-Line" (AYSO) website. (Detailed Information)

    1. Go to https://atyourserviceonline.ucop.edu
    2. New Employee: For a new employee, select “New User” or “Don't Have a Username”

      Prior Employee: For a prior UC employee, select either:
 “Enter Username and Password” or
 “Forgot your Username or Password?”

    3. In the “Income and Taxes” Box - Click on the “Direct Deposit” link
    4. View your current Check Disposition
    5. To change how your check is handled, click “Continue”
    6. Select “Direct Deposit” and Click “Continue”

    7. Select either “Checking" or "Savings”

    8. Enter your Transit Routing Number and Account Number as provided to you by your bank.
      Sample Check
    9. Click “Submit”

    10. Check the Authorization Box and Click “Confirm”

    For information on paper checks and dispersement, please refer to Payment Options.


    Back to Top
  • W-2 Wage and Tax Statement

    Use the UC At Your Service (AYSO) website to download a duplicate W-2 Wage and Tax Statement, and to save paper by signing up to receive your W-2 form electronically from the website.

    W-2 Form Box Descriptions
    Box Description
    a Control number: this box contains the nine-digit employee ID number which is unique for each employee.
    b Employer's identification number: UCSC's Federal Tax ID number.
    c Employer's name, address and ZIP code: the address of UCSC Payroll Services.
    d Your social security number
    e Your name
    f Your address in the Employee Database (EDB) at the time the W-2 form was produced.
    1 Wages, tips, other compensation.  Normally, this box contains the total year-todate federal taxable gross pay.  For some employees the box contains the total of the following:
    2 Federal income tax withheld: year-to-date federal tax withheld.
    3 Social Security wages: year-to-date wages subject to OASDI, including imputed income.
    4 Social Security tax withheld: year-to-date employee OASDI deduction.  This amount is 6.2% of Box 3.
    5 Medicare wages and tips: year-to-date wages subject to Medicare, including imputed income.
    6 Medicare tax withheld: year-to-date employee Medicare deduction.  This amount is 1.45% of Box 5.
    9 Advance EIC payment.  For most all employees this box will be blank.  If you have information in this box please consult Payroll Services if you have questions.
    10 Dependent care benefits: year-to-date Depcare deductions.
    12 See Instructions for Box 12 on the back of the W-2 form.  It may display one or more of the following amounts:
    13 Retirement plan.  This box is checked if you are a member of a retirement plan.
    14 Fringes.  This box may display one or more of the following:
    • DCP CAS.  Total year-to-date Safe Harbor Defined Contribution (your employee record is coded H for retirement).
    • DCP REG Total year-to-date Regular Defined Contribution (your employee record is coded U for retirement and you are a member of the University of California Retirement Plan).
    • Other Income Incl Box 1.  Amount of other income(if any).  Other income may include amounts for the following items:
    15 State Code (Usually CA for California).  If you work and live outside of California and the state in which you reside requires withholding, the state code in which you reside and pay income tax will be displayed in this box.
    16 State wages, tips, etc.  Normally, this box contains the total year-to-date State Taxable Gross pay.  The box may contain the total of the following:
    17 State income tax.  year-to-date state income tax withheld.
    18 Local wages, tips, etc.  If applicable, this box contains the total year-to-date Local Taxable Gross Pay.  This box may contain the total of the following:
    19 Local income tax.  Year-to-date local income tax withheld.
    20 Locality name.  If you work and live outside of California and the locality in which you reside requires withholding, the locality in which you reside and pay income tax to will be displayed in this box.

    Viewing your W-2 on the AYSO website

    1. Log in to At Your Service Online (AYSO)
    2. Click on W-2 in the Income & Taxes list.
    3. Click View Your W-2 from the list on the left hand side of the page.

    Selecting Electronic Delivery of Your W-2

    1. You must make your selection by December 31 in order for it to become effective for the tax year just ending.
    2. Sign in to the AYSO Web site with your user name and password.
    3. Click on W-2 in the Income & Taxes list.
    4. Click Select Delivery Method from the list on the left hand side of the page. You will see a "Consent to Receive Electronic W-2" screen.
    5. To sign up to receive your W-2 electronically, check the acknowledgement box, and select an e-mail address where you want notification of W-2 availability sent.
      • Your UC e-mail address is selected by default. You may also select your personal e-mail address.
      • Add your Personal Address.

        To add a personal e-mail address:

        1. Click Main Menu from the list at the left of the screen.
        2. On the Main Menu, under the About heading, select My Contact Information.
        3. Select Personal Email from the list at the left of the screen.
        4. Enter your personal e-mail address twice and click Submit.
        5. Follow the instructions in "Selecting Electronic Delivery for Your W-2," above to return to the Consent to Receive Electronic Delivery screen to finalize your election for a web based W-2.
    6. Click on the "Submit" button to confirm your selection.
    7. Review the e-mail address you selected to ensure that you receive an e-mail from UC Customer Service confirming your election to receive W-2s online.  

    Back to Top
  • Tax Withholding - Allowance Certificate (W-4/DE4, W-4NR)

    Tax Withholding Information (Detailed Information)

    The default withholding allowance for all new hires is "Single, 0" which represents that the taxpayer is filing as unmarried with no dependents. A taxpayer may elect this withholding rate for a variety of reasons. One reason may be that the taxpayer has another form of income (i.e. rental income) on which no withholding is occurring.

    
A taxpayer may view his/her default withholding as a form of forced savings. Just be aware that filing as single with no dependents does result in a higher amount of money being withheld from your check for taxes than several of the other choices a person may select. Hence, many employees will want to update to a different withholding status.


    Using At-Your-Service-Online (AYSO)

    Employees must use At Your Service Online (Login Instructions) to make changes to their withholding allowances. It is recommended that updates to withholding allowances be made at least fourteen days prior to your next primary pay date. It is best if AYSO transactions for a specific date are made between 3:00 a.m. and 3:00 p.m.

    IRS Recommendations and Resources

    The IRS recommends filing a new W-4 Form each year and when your personal or financial situation changes.
 
Additional W-4 information is available in the Employee Payroll Guide: Taxes


    Back to Top
  • Foreign National Post-Doctoral Fellowship

    Foreign National Post-Doctoral Fellowship

    If you are a U.S. citizen or a resident Postdoctoral Scholar, who is the recipient of a fellowship (i.e., a PostDoc Fellow or Paid Direct), the following information is intended to provide you with general federal tax rules regarding your award, including your reporting and record keeping responsibilities.

    The following information applies when, according to our records, you are the recipient of a fellowship awarded in connection with your training at the University of California, Santa Cruz. Recipients of such awards include postdoctoral fellows, clinical fellows, and similar recipients. This document provides general information regarding the taxability and treatment of fellowship awards for tax purposes.

    In some cases, the fellowship funds are paid directly to you, while in other cases the funds are provided by a third party on your behalf. For example, an award intended to pay the recipient's expenses may be paid directly to the recipient, or it may be paid by a third party directly to the University and credited to the recipient's University account. In either event, the payment is treated for tax purposes as if it had been made to the fellowship recipient and hence will be subject to the federal tax rules discussed below.

    Applicable Internal Revenue Service (IRS) Basics

    Under Internal Revenue Service (IRS) regulations, a fellowship is not taxable only if the funds are used for required tuition, fees, books, supplies, equipment, or other mandatory fees for classes or enrollment. Any portion of the fellowship used to pay for other expenses (e.g., room and board, travel, health insurance premiums, or other living expenses) must be included in your taxable income for the year. This is the case whether the funds are paid to you directly or to a third party on your behalf. Therefore, be aware that you may have to pay income taxes on the portion of your fellowship used for such expenses.

    Health Benefits Taxability

    Health benefits provided by the University to postdoctoral fellows and their dependents are subject to income tax with respect to the premiums that are paid by the University, less any amounts paid by the recipient. Benefits provided to the domestic partner of a postdoctoral fellow are also taxable whether or not the domestic partner qualifies as a dependent. For more information on the tax treatment of fellowship grants, see IRS Publication 970: Tax Benefits for Education.

    Note: This information is intended only to introduce you to the general tax rules applicable to recipients of fellowships. The University does not provide tax advice. Contact your personal tax advisor with any questions or concerns.


    Back to Top
  • Payment options

    Provided below are ways to receive a payroll payment:

    Direct Deposit Electronic Funds Transfer (EFT)

    • The easiest and most secure way to receive payment.
    • Payment is deposited in your bank account the morning of the published pay date.
    • Your Earnings Statement for each pay period is available online three days prior to the pay date on At Your Service Online. Selecting this option eliminates worries about lost, stolen, or forged payroll checks.

     Paper Check

    • Only for employees who do not have a bank account or are in the process of enrolling in Direct Deposit Electronic Funds Transfer (EFT).
    • Least secure option - replacement of lost or stolen checks takes about two weeks to process.
    • Paper checks are delivered on pay day (in the campus mail) to the mail code (department) specified in the Payroll Personnel System (PPS). Mail codes DO NOT specify box numbers.  Contact Campus Mail Services for questions about addressing.
      • It is the employee's responsibility to find out who disperses checks for his/her department.
      • Checks and earnings statements awaiting distribution must be held in a lock storage area, accessible only to the check custodian, and an alternate, who has been formally assigned responsibility for the checks and statements.
      • Check custodians releasing checks or earning statements to employees shall require presentation of proper identification before releasing the check or statement.
      • When a check or statement is released to someone other than the payee, the custodian shall:
        • require proper identification,
        • require an authorization signed by the payee and
        • obtain a signed receipt which will be retained by the custodian
      • Any employee who distributes payroll checks and earnings statements shall not be authorized to approve payroll documents or to review the Distribution of Payroll Expense.
      • Unclaimed payroll checks and earnings statements delivered to departments for distribution to employees shall be returned promptly to the campus Accounting Office with an explanation detailing the department's inability to distribute the check or statement. 

    Back to Top
  • Direct Deposit Setup

    1. Log into At Your Service Online (AYSO)

    2. Select Direct Deposit for your check disposition.

    Income and Taxes Menu

    • Navigate to the Income & Taxes box, located in the upper right hand corner of your screen, and click Direct Deposit.  On the Current Check Disposition screen, click Continue.
    • One the Change my Check Dispostion screen, select Direct Deposit, then click Continue.

    3. Enter your bank information: enter your account type, bank routing number and bank account number.

    Check Routing and Account Numbers

    4. Authorize, confirm and log off.

    Check Disposition Information

    • Review your information for accuracy.  Click the Authorize box, then click Confirm.
    • To end the session, click Log Off in the upper right hand corner of your screen.

    Note: Direct deposit action will take affect approximately 30 days after you enter your information into the system.  You will continue to receive a papercheck until that time. 


    Back to Top
  • Earnings statements

    Your Statement of Earnings will be available for viewing on the AYSO website as early as three calendar days before, and up to 18 months after payday.

    Access Your Statement on the Web

    1. Log into At Your Service Online (AYSO)
    2. Under the Income & Taxes section, select Earnings Statement. A list of paydates appears.
    3. Select the paydate that you want to review and your earnings statement appears.
    4. Follow instructions on the AYSO site to print or save your statement on your local computer.

     

     


    Back to Top
  • W-2 Wage and Tax Statement

    Use the UC At Your Service (AYSO) website to download a duplicate W-2 Wage and Tax Statement, and to save paper by signing up to receive your W-2 form electronically from the website.

    W-2 Form Box Descriptions
    Box Description
    a Control number: this box contains the nine-digit employee ID number which is unique for each employee.
    b Employer's identification number: UCSC's Federal Tax ID number.
    c Employer's name, address and ZIP code: the address of UCSC Payroll Services.
    d Your social security number
    e Your name
    f Your address in the Employee Database (EDB) at the time the W-2 form was produced.
    1 Wages, tips, other compensation.  Normally, this box contains the total year-todate federal taxable gross pay.  For some employees the box contains the total of the following:
    2 Federal income tax withheld: year-to-date federal tax withheld.
    3 Social Security wages: year-to-date wages subject to OASDI, including imputed income.
    4 Social Security tax withheld: year-to-date employee OASDI deduction.  This amount is 6.2% of Box 3.
    5 Medicare wages and tips: year-to-date wages subject to Medicare, including imputed income.
    6 Medicare tax withheld: year-to-date employee Medicare deduction.  This amount is 1.45% of Box 5.
    9 Advance EIC payment.  For most all employees this box will be blank.  If you have information in this box please consult Payroll Services if you have questions.
    10 Dependent care benefits: year-to-date Depcare deductions.
    12 See Instructions for Box 12 on the back of the W-2 form.  It may display one or more of the following amounts:
    13 Retirement plan.  This box is checked if you are a member of a retirement plan.
    14 Fringes.  This box may display one or more of the following:
    • DCP CAS.  Total year-to-date Safe Harbor Defined Contribution (your employee record is coded H for retirement).
    • DCP REG Total year-to-date Regular Defined Contribution (your employee record is coded U for retirement and you are a member of the University of California Retirement Plan).
    • Other Income Incl Box 1.  Amount of other income(if any).  Other income may include amounts for the following items:
    15 State Code (Usually CA for California).  If you work and live outside of California and the state in which you reside requires withholding, the state code in which you reside and pay income tax will be displayed in this box.
    16 State wages, tips, etc.  Normally, this box contains the total year-to-date State Taxable Gross pay.  The box may contain the total of the following:
    17 State income tax.  year-to-date state income tax withheld.
    18 Local wages, tips, etc.  If applicable, this box contains the total year-to-date Local Taxable Gross Pay.  This box may contain the total of the following:
    19 Local income tax.  Year-to-date local income tax withheld.
    20 Locality name.  If you work and live outside of California and the locality in which you reside requires withholding, the locality in which you reside and pay income tax to will be displayed in this box.

    Viewing your W-2 on the AYSO website

    1. Log in to At Your Service Online (AYSO)
    2. Click on W-2 in the Income & Taxes list.
    3. Click View Your W-2 from the list on the left hand side of the page.

    Selecting Electronic Delivery of Your W-2

    1. You must make your selection by December 31 in order for it to become effective for the tax year just ending.
    2. Sign in to the AYSO Web site with your user name and password.
    3. Click on W-2 in the Income & Taxes list.
    4. Click Select Delivery Method from the list on the left hand side of the page. You will see a "Consent to Receive Electronic W-2" screen.
    5. To sign up to receive your W-2 electronically, check the acknowledgement box, and select an e-mail address where you want notification of W-2 availability sent.
      • Your UC e-mail address is selected by default. You may also select your personal e-mail address.
      • Add your Personal Address.

        To add a personal e-mail address:

        1. Click Main Menu from the list at the left of the screen.
        2. On the Main Menu, under the About heading, select My Contact Information.
        3. Select Personal Email from the list at the left of the screen.
        4. Enter your personal e-mail address twice and click Submit.
        5. Follow the instructions in "Selecting Electronic Delivery for Your W-2," above to return to the Consent to Receive Electronic Delivery screen to finalize your election for a web based W-2.
    6. Click on the "Submit" button to confirm your selection.
    7. Review the e-mail address you selected to ensure that you receive an e-mail from UC Customer Service confirming your election to receive W-2s online.  

    Requesting a Paper W-2

    • You can quickly download and print a duplicate W-2 using the AYSO website - just log on and print from any computer connected to the Internet. 
    • The Payroll Office does not provide paper W-2s.  All duplicate W-2s must be obtained from the AYSO website. 
    • W2s for the preceding tax year become available to all employees on the At Your Service Online website beginning February 15th.

    Back to Top
  • W-4 and Tax Withholdings

    Default withholding allowance

    The default withholding allowance for all new hires is "Single, 0" which represents that the taxpayer is filing as unmarried with no dependents. A taxpayer may elect this withholding rate for a variety of reasons. One reason may be that the taxpayer has another form of income (i.e. rental income) on which no withholding is occurring.

    A taxpayer may view his/her default withholding as a form of forced savings. Just be aware that filing as single with no dependents does result in a higher amount of money being withheld from your check for taxes than several of the other choices a person may select. Hence, many employees will want to update to a different withholding status.

    Tax exemption from withholding W-4 / DE-4

    • To claim exemption from Federal and State withholding tax, file a W-4 form at the beginning of each year.
    • Tax will be withheld at the maximum rate if the employee fails to file a new W-4 timely.

    IRS Rules for claiming exemption from withholding

    All of the following IRS requirements must be met in order to claim exemption from withholding:

    • You had no income tax liability last year and expect none this year
    • You cannot claim exemption from withholding if:
      • Your income exceeds $950 and includes more than $300 of unearned income (for example, interest and dividends) and another person can claim you as a dependent on their tax return.

    Updating your W-4 Tax Withholdings

    You can usually begin using the AYSO to update or renew your exempt status on January 5th. Updates and renewals must be completed by January 14th.

    If you claim exempt status and your wages are expected to exceed $200 per week, the Internal Revenue Service may request submission of your record of W-4 status.

    1. Log in to At Your Service Online (AYSO)
    2. Click on Tax Withholdings in the Income & Taxes list.
    3. Click Change Withholdings from the list on the left hand side of the page.

    Back to Top
  • Foreign Nationals

    When to File

    • Non-resident alien employees are required to file a new W-4NR/DE-4 Form with their payroll office annually in January.
    • Non-resident alien employees must also inform the University in writing of any change in status during the calendar year and complete a new UCW-4NR/DE4 Form.

    How to File

    • Submit the new UCW-4NR/DE4 Form directly to your unit, or send your completed form to the Payroll Office.

    Annual Verification

    Foreign National employee's should log into the GLACIER Non-resident Alien Tax Compliance System annually to verfiy and/or update residency status.

    • GLACIER will generate the appropriate documentation, which should be forwarded directly to the Unit GLACIER Administrator.
    • See Payroll Coordinator Guide: Foreign Nationals for further information regarding the GLACIER process.

    The Unit GLACIER Administrator will review documentation for change in status, and forward appropriate documentation to the Payroll Office. If there has been no change in status, no further action is required.


    Back to Top
  • Post-Doctoral Fellowship

    General Information

    The following is general federal tax information regarding Postdoctoral Awards, including the recipient's reporting and recordkeeping responsibilities for a U.S. citizen or a resident Postdoctoral Scholar.  These requirements apply to all recipients of a fellowship (i.e., a PostDoc Fellow or Paid Direct).

    A recipient of a fellowship awarded in connection with a person's training at the UCSC campus include postdoctoral fellows, clinical fellows, and similar recipients.  The following is general information regarding the treatment of the award for tax purposes.

    In some cases, the fellowship funds are paid directly to you, while in other cases the funds are provided by a third party on your behalf. 

    • For example, an award intended to pay the recipient’s expenses may be paid directly to the recipient, or it may be paid by a third party directly to the University and credited to the recipient’s University account.

    In either event, the payment is treated for tax purposes as if it had been made to the fellowship recipient and hence will be subject to the federal tax rules discussed below.

    Applicable Internal Revenue Service (IRS) Basics

    • Under Internal Revenue Service (IRS) regulations, a fellowship is taxable unless the funds are used for required tuition, fees, books, supplies, equipment, or other mandatory fees for classes or enrollment.
    • Any portion of the fellowship used to pay for other expenses (e.g., room and board, travel, health insurance premiums, and other living expenses) must be included in your taxable income for the year. This is the case whether the funds were paid to you directly or to a third party on your behalf. Therefore, you may be required to pay income taxes on the portion of your fellowship used for such expenses.

    Health benefits taxability

    • Health benefits provided by the University to postdoctoral fellows and their dependents are subject to income tax with respect to the premiums that are paid by the University, less any amounts paid by the recipient.
    • Benefits provided to the domestic partner of a postdoctoral fellow are also taxable whether or not the domestic partner qualifies as a dependent. For more information on the tax treatment of fellowship grants, see IRS Publication 970, Tax Benefits for Education.

    University Not Permitted to Withhold

    IRS regulations do not permit the University to withhold income taxes on the taxable portion of fellowship payments.

    • Therefore, depending upon the taxable amount of your award, you may need to make estimated income tax payments prior to the filing of your tax return. For more information on the rules pertaining to estimated tax payments, see IRS Publication 505, Tax Withholding and Estimated Taxes.

    Note:  This information is only intended to introduce you to general tax rules applicable to recipients of fellowships. The University does not provide tax advice. Contact your personal tax advisor with any questions or concerns.


    Back to Top
  • Postdoctoral Scholar - Fellow Payments

    The University is not required to withhold or report Fellowship/Scholarship income for Postdoctoral Scholars that are U.S. citizens or U.S. resident aliens.

    Fellowship and Scholarship payments made to non-resident foreign nationals must be reported on 1042-S form; this form is available in Glacier in mid-February.

    Following is a list of Visa types and applicable Federal withholding:

    Title Code
    Alien Type
    Visa Type
    Federal w/h %
    3253
    Nonresident
    J1
    14%
    3253
    Nonresident
    F1
    14%
    3253
    Nonresident
    all others
    30%
    3253
    Nonresident
    blank
    30%

    Note: Health benefits provided by the University are subject to U.S. income tax with respect to premiums that are paid by the University.  Taxes are collected monthly by the Payroll Office and the amounts are reported on 1042-S forms.  U.S. citizens, permanent residents and residents for tax purposes are not subject to withholding or reporting. However, they are expected to report imputed income on their annual tax returns.


    Back to Top
  • Postdoctoral Scholar - Employee Payments

    Federal tax elections on W4 forms is restricted to "single" marital status with one exemption, plus an additional flat amount that is added for calculating tax.

    • Residents of Japan, Korea, Canada and Mexico can claim any withholding allowance, but are also restricted to "single" marital status.
    • The W2 from reports the federal and state taxable income and is available on At Your Service Online in mid-January.

    Back to Top
  • Retirees

    Retiree payment and reporting is adminstered by the UC Retirement System (UCRS) Office located at the Office of the President.

    • The Santa Cruz campus Payroll Office does not administer retirees' payroll
    • Click here for UCRS tax forms
      • Submit these forms to the UCRS Office at UCOP, not the Campus Payroll Office
    • Questions related to retiree payment and reporting should be directed to UCRS Customer Service: 800-888-8267

    Back to Top
  • Records Request

    Any request for employee earnings information prior to 2005 is considered a Records Request.  

    • Please complete and submit the Records Request form
    • Turnaround time on Records Requests varies, depending on the request.

    Note: Contact the Information Practices unit for any records request involving a subpoena.


    Back to Top
  • Request Types and Definitions

    Current Employment Verification:

    • This type of request provides current employment information for employees who are active, on leave of absence or separated within the last two years.
    • The two types of Current Employment Verification are written requests and phone requests.

    Past Employment Verification:

    • This type of request verifies employment from 2005 through two years prior to the current date.

    Records Request:

    • This type of request provides information on former employees prior to 2005.
    • The information supplied varies, and is based upon the need of the request.

    Back to Top
  • Current Employment Verification

    Current Employment Verification can be fulfilled either by written or phone requests.

    Written: Requests may be made online through At Your Service Online or via fax.

    • At Your Service Online (AYSO)
      This is the fastest way to obtain an employment verification, and is the official UC method for employment verification. For information on how to access AYSO, please refer to the Payroll Employee Guide: Accessing Your Account. Turnaround time on the At Your Service Online method is immediate.
    • Fax Request
      If the agency desiring the employment verification will not accept the At Your Service Online verification form, please fax the company’s request to 831-459-3702. A Payroll staff member will generate an employment verification report and provide official signature. Turnaround time on a Payroll Office generated report is one week from receipt of request.
    • The following information is supplied from a written request
      • Active status
      • Hire date
      • Separation date (if applicable)
      • Title
      • Percentage of time appointed
      • Begin and end dates of appointments
      • Annual or hourly rate of pay
      • Year to date gross earnings
      • Two years historical gross earnings

    Phone:

    • Requests may be called in at 831-459-4522. Please note that phone requests provide less information than written requests. If more information is needed, please submit a written request. Turnaround time for abbreviated phone verifications is immediate.
    • The following information is supplied from a phone request
      • Active status
      • Hire date
      • Separation date (if applicable)
      • Title

    Back to Top
  • Past Employment Verification
    • Complete the Past Employment Verification Form
    • Turnaround time for the basic Past Employment Verification is two weeks from receipt of the form.
    • The following information is supplied from a past employment verification
      • Hire date
      • Separation date
      • Title
      • Historical gross earnings available upon special request

    Note: If historical gross earnings from 2005 through two years prior to current date is needed, indicate what years on the form.  Turnaround time for Past Employment Verification with historical gross earnings request is three weeks from receipt of form.


    Back to Top
  • Salary Advance: Not Available

    Due to reductions in staff and budetary resources, the University does not currently offer salary advances.

    Please contact Student Business Services to inquire about qualifying for an Employee Emergency Loan.


    Back to Top
  • Biweekly FAQs
    Q) How are deductions taken from my pay if I am biweekly?
     
    A) Two types of deductions are taken from paychecks:
    • Flat dollar amount deductions are set dollar amounts that do not vary from paycheck to paycheck (e.g. $25).
      • Examples: health and welfare benefits, transit and parking deductions, credit union deductions, loan payments, etc.
    • Percent deductions are proportionate to your earnings (e.g. 2% of your gross pay. Gross pay may vary if you work overtime or work a variable schedule.)
      • Examples: state and federal taxes, UCRP, Medicare, OASDI, etc.

    For biweekly paid employees, payroll deductions are split across the biweekly paychecks.

    • Flat dollar amount deductions are divided and deducted twice each month.
    • Percentage based deductions are deducted from every check.

    Payroll deductions are taken in this way to provide biweekly paid employees with a more predictable "take home" or "net" pay.

    Q) What about months with three biweekly paychecks? How will my deductions be calculated?

    A) When there are three biweekly pay periods in a month, the flat dollar amount deductions are not taken from the paycheck that represents the third pay period. The paydays when flat dollar amount benefits are not deducted are referred to as benefits "holidays." This typically occurs twice each year.

    It may be helpful to take a look at the payroll calendar. Note that the months of March and August 2013 each have three pay period end dates. The April 10 and September 11 paychecks are for time worked during the third pay period of the preceding month, and that is why they are benefit holidays.

    An Exception for Garnishments

    All garnishments, whether flat dollar amounts or percentages, are deducted from every paycheck.

    Flat dollar garnishments are calculated as follows: Monthly amount times 12 divided by 26.

    • Example: $500.00 per month equals $6,000.00 per year, divided by 26 equals $230.77 biweekly deductions.
    Percentage Based Deductions (Withheld from every paycheck, 26/year) Flat Dollar Amount Deductions (Withheld from first two paychecks of each month, 24/year - except garnishments)
    Insurance Health Life and Dependent Accidental Death and Dismemberment Health Care/Dependent Care
    Retirement UCRP DCP 403b and 457b contributions - employee must elect this option 403b and 457b contributions - employee must elect this option
    Tax Federal State OASDI Medicare
    Other Union Dues/ FairShare Garnishments (order informed) FlexSpending Legal Insurance California Casualty ScholarShare Loans Parking and Transit

    Q) How is my retirement contribution calculated?

    A) All eligible employees contribute a percentage of their base salary to UCRP. The percentage rate applied to an employee's gross wages subject to retirement coverage is based on the year-to-date UCRP covered wage base. In the compute process, PPS calculates the percentage of an employee's gross wages subject to retirement coverage and subtracts the applicable monthly retirement reduction amount of $19. The remainder is the amount the employee contributes to UCRP. As the $19 figure is applied to the earnings within a calendar month, most biweekly employees will meet the $19 threshold in the first biweekly pay period, so no reduction will be applied to the second (or third when applicable) biweekly period.

    • Monthly Example:
      • Retirement Eligible Earnings: $2000.00
      • Retirement is applied as 5% of 2000 minus 19, so the retirement deducted from pay for the month is $81. Total for the one pay period that ends in the calendar month is $81.
    • Biweekly Example (remember, two biweekly periods do not equal one calendar month so the gross will reflect the hourly rate X 80 hours, not half the monthly rate):
      • Retirement Eligible Earnings for first Biweekly period: $920.00
      • Retirement is applied as 5% of 920 minus 19, so the retirement deducted from pay for the biweekly period is $27.
      • Retirement Eligible Earnings for second Biweekly period: $920.00. Retirement is applied as 5% of 920 but the 19 reduction threshold has already been met in the first biweekly period, so the retirement deducted from pay for the biweekly is $46.
      • Total for the two biweekly periods that end in the calendar month is $73.

    Q) Is biweekly the same thing as “semi-monthly”?

    A) No, they are not the same. There is often confusion between the definition of biweekly and semi-monthly pay cycles. Semi-monthly means “half-monthly” and is not the same as biweekly, which means “every other week.” Two biweekly cycles do not equal one month.


    Back to Top
  • Direct Deposit FAQs

    Q) Why do I need Direct Deposit?

    A) Direct Deposit is convenient and eliminates the risk of some paycheck problems on payday. Money is quickly and accurately transferred electronically to your bank account, and your payroll information is kept strictly confidential.

    Q) How does Direct Deposit work?

    A) Before payday, UCSC provides your account and deposit information to our bank, which then transmits the deposit to the bank where you have your account. On payday morning, your money is available for use, eliminating the need to travel to the bank and wait in line to deposit a paper check.

    Q) Is Direct Deposit safe?

    A) Direct Deposit greatly minimizes the chances of problems since there are no checks to be misplaced, lost, or stolen, and there is no delay --- even when an employee is out of town.

    Q) Does my bank participate in this system?

    A) Your bank does not have to be in California to be a participating member. Participating institutions don’t even have to have a “brick and mortar” existence to be a member (so even your “internet bank” is likely a member). Direct Deposit is available across the United States with most financial institutions, including many credit unions, who participate in this service. Many banks offer special benefits, like reduced service fees, for accounts that receive Direct Deposits.

    Q) How are my payroll deductions handled?

    A) Only your net pay is sent to your financial institution to be deposited. Your gross pay and all your deductions appear on your earnings statement, which is available to you on AYSO three days prior and 18 months after the pay date.

    Q) What if my bank is experiencing financial trouble?  Should I cancel my direct deposit agreement?

    A) Deciding whether or not to move your Direct Deposit Agreement from one institution to another is up to you.  You should be aware however, that FDIC insured institutions protect your deposits up to $250,000.00.    The FDIC provides separate insurance coverage for deposits held in different ownership categories such as single accounts, joint accounts, Individual Retirement Accounts (IRAs) and trust accounts.  Basic FDIC Deposit Insurance coverage limits are:

    • Single Accounts (owned by one person) -- up to $250,000.00
    • Joint Accounts (owned by two or more people) -- $250,000.00 per co-owner
    • IRA and certain other retirement accounts $250,000.00 per owner
    • Trust Accounts -- $100,000.00 per beneficiary, subject to specific limitations and requirements

    Q) How long will it take for my direct deposit authorization to become effective?

    A) After completing the authorization for direct deposit, please allow 30 days for the direct deposit to become “live”. It is possible that your direct deposit will be active prior to the 30-day window, but do not write checks against your account until you see that a deposit has been received in your account. If you should have pay generated during the enrollment (or “pre-note”) period, you will receive a paper check.

    Q) I changed my account number, but not my bank. Do I still need to change my direct deposit information?

    A) If you change accounts within your bank you will need to change your direct deposit information online, and you may receive a paper check until your account is verified. If your information is not updated in a timely manner, your deposit may be rejected by the bank and we cannot refund your funds until the bank rejects the deposit and returns the funds to the University. If possible, it is best to keep your old account open until you have verified deposit into your new account. Do not write checks against your new account until you see that a deposit has been received in your account.

    Q) I closed my active account and opened a new account at a new bank. What do I need to do?

    A) If you close your current account, please provide active account information, or change your check disposition to “paper check” online. If your account information is not updated in a timely manner, the bank will reject your deposit and we cannot refund your funds until the bank rejects the deposit and returns the funds to the University. If possible, it is best to keep your old account open until you have verified deposit into your new account. Do not write checks against your new account until you see the deposit has been received in your account.

    Q) When is the best time to make changes to my account on AYSO to assure that my funds will go to my new account?

    A) We recommend making these changes as early in the calendar month as possible. If you need to make changes after the 15th of the month, it is best to keep your old account open until you can verify deposit to your new account. Do not write checks against your new account until you see the deposit has been received in your account.


    Back to Top
  • Earning Statements FAQs

    Q) How do I access my earnings statement?

    A) Refer to Payroll Employee Guide: Earning Statements

    Q) I can’t access ASYO. How can I review my earnings statement?

    A) If you experience any difficulties logging on to AYSO, call UCOP Customer Service at 1-800-888-8267 for assistance.

     


    Back to Top
  • General Paycheck FAQs

    Q) When are wages paid?

    A) Pay Period: Exempt UC Santa Cruz employees are paid on a monthly basis. The monthly pay period begins on the first calendar day of the month and ends on the last calendar day of the month. 

    Non-exempt UC Santa Cruz employees are paid on a biweekly basis.  The biweekly pay period takes place at two week intervals, begin at 12:01am Sunday morning, and ending at midnight on Saturday of the following week.

    Pay Schedules: You can find current payroll calendars on the main Payroll page. Pay schedules follow these rules:

    • Monthly rated employees are paid on the first working day following the close of the pay period. If the 1st of the month falls on a non-working day, payment is made on the last working day of the pay period. December earnings are always paid on the first working day of January.
    • Biweekly payment is scheduled for the second Wednesday following the close of the pay period.  If the second Wednesday is a holiday, then the payday is the first working day prior to that holiday, except for the New Years holiday, for which the pay date will always be the first banking day of January.
      • A minimum of twenty-six and a maximum of twenty-seven biweekly pay dates occure within a calendar year.
    • Official UC pay dates are maintained in the UC Accounting Manual.

    Q) I was not paid for all the hours that I worked.

    A) Contact your supervisor, who should then contact your department’s HR/Payroll Associate.

    Q) I recently got married; how will this affect my taxes?

    A) The IRS allows marriage to be claimed as an exception and you can update your W4 accordingly using At Your Service Online

    Q) My same-sex partner and I are not married; how does that affect my taxes?

    A) Refer to the Franchise Tax Board for information on tax implications of same-sex marriage

    Q) What are the mandatory deductions that are taken from my wages?

    A) There are four mandatory taxations:

    • Federal income tax
    • State income tax
    • OASDI
    • Medicare

    Contributions to one of two retirement plans is also mandatory.  Those plans are:

    • DCP (see exceptions below)
    • UCRP

    If you are represented by a union, agency fees are mandatory if not enrolled to contribute dues.

    See below for more detail:

    Federal and state income tax: At the beginning of each calendar year employees may have changes in Federal and State income tax withholdings to comply with tax laws. In addition, withholding will vary depending upon the number of exemptions claimed, marital status, and participation in employee benefit plans (UCRP tax-deferred, Depcare, etc.). Federal income tax and State Income Tax are calculated from tables published by Internal Revenue Service.

    • Calculation in part based on information from employee's W-4 form, for example:
      • marital status
      • number of exemptions claimed for dependents
      • allowable itemized deductions
        • If an employee anticipates they will not earn enough by the taxable year-end to be included in the minimum tax bracket, the employee may claim 'exemption' from withholding so no income taxes will be withheld from earnings.
    • some University employees that perform services in other states are exempt from California income tax, but subject to state withholding tax for the state in which they work.

    FICA: OASDI + Medicare taxes are often identified as FICA or Social Security tax.

    OASDI tax is withheld only from employees in 'career' status, that is:

    • the employee must be participating in the UC Retirement Plan and accruing service credit.
    • the OASDI tax rate is 6.2% of an annual limit set each year by the IRS.
    • Nonresident alien employees in 'career' status, who hold an F-1 or J-1 visa, are exempt.

    Medicare tax is withheld from most employees’ pay.*

    • The Medicare tax rate of 1.45% of all earnings (no annual limit)
    • *Exempt from Medicare:
      • Employed students enrolled in the qualifying number of academic units per quarter.
      • Nonresident alien employees holding an F-1 or J-1 visa.

    Defined Contribution Plan

    • DCP (Defined Contribution Plan) is not a tax but a mandatory contribution to a self-directed investment account.
    • This is administered by UC Retirement Plan or Fidelity Investments.
    • (DCP) is withheld from employees who are participating in the Safe Harbor plan. DCP rates are as follows:
      • DCP at 3% rate is deducted from nonresident alien employees in 'career' status holding an F-1 or J-1 visa.
      • DCP at 7.5% rate is deducted from employees in 'limited' status, generally defined as part-time (non-career status) employees. However, 'limited' status non-resident alien employees who hold a F-1 or J-1 visa are exempt from this deduction.
    • Exempt from DCP:
      • Employed students enrolled in the qualifying number of academic units per quarter.

    University of California Retirement Plan (UCRP) contributions withheld from Employees participating in UCRP .UCRP rates are as follows:

    • UCRP at 5% rate is deducted from most employees in 'career' status (described above). This rate also applies to employees in 'career' status who voted in 1976 not to participate in the Social Security program.
    • The contribution is reduced by $19 per monthly period.
    • Retirement is applied the same for biweekly as it is for monthly; that is, qualified employees are subject to a certain percent less the $19 reduction for a given calendar month.
    • The difference you see in the retirement deductions from the first biweekly to the second is due to the fact that the $19 reduction threshold is generally met on the first biweekly period, so no reduction is applied to the second biweekly period. That would also be the case when there is a third biweekly pay period that ends in a calendar month (ie: no reduction will be applied against that retirement deduction if the $19 threshold has already been met for the month in a previous biweekly cycle).

    Agency Fees are assessed against wages of represented employees who are not enrolled in union dues.

    Notice: University policies, procedures and applicable collective bargaining agreements shall supersede information in this document or elsewhere on this site.


    Back to Top
  • GLACIER FAQs

    Q) What is GLACIER?

    A) GLACIER is a secure, on-line tax compliance software system that collects tax related information from foreign individuals receiving funds from the University of California at Santa Cruz.

    Q) Do I need a GLACIER record?

    A) All foreign individuals receiving funds from the University must have a GLACIER record whether they are paid through Payroll or Accounts Payable. GLACIER determines residency status and tax treaty eligibility for the foreign individual.

    Q) How do I access GLACIER?

    A) After the Access Form has been submitted to the System Administrator, Admin 2‘s & 3’s receive email from Glacier with User ID and Password. Foreign individuals will receive an email from support@online-tax.net with instructions on how to access GLACIER.

    Q) Where and when can I access GLACIER?

    A) GLACIER can be accessed 24 hours a day, 7 days a week from any computer that has internet access.

    Q) What should I do if I forget my user name and password?

    A) Go to www.online-tax.net and select “login now”. On the logon page select “forgot login information?” Enter your email address and an email will be sent to you with your login information.

    Q) Who can I contact if I need help with my GLACIER Tax Record?

    A) Each GLACIER screen has an online help button. If you need additional assistance you can contact GLACIER User Support by email at support@online-tax.net. If your problem is still not resolved, contact the Payroll Office GLACIER Administrator.

    Q) Can I complete my GLACIER record before I arrive in the United States?

    A) You can access GLACIER 30 days before arriving in the U.S. but you will need to submit the forms along with U.S. entry documentation to the address provided after your arrival.

    Q) How long does it take to complete my GLACIER Tax Record?

    A) It will take approximately 30 minutes to 1 hour to complete the GLACIER process. Once you have started the process you must complete it or start over. There is no option to save a partially completed record.

    Q) If I make an error what can I do?

    A) You can log back into GLACIER and correct your mistake. You must reprint all of your affected documents and resubmit them to the address provided.

    Q) Who does not need to complete a GLACIER Tax Record?

    A) U.S. citizens and permanent residents do not need to create a GLACIER tax record.

    Q) A foreign national has applied for an ITIN/SSN, but has not yet received it.  Can the visitor fill out a GLACIER record?

    A) Yes, the foreign national can select the following option in GLACIER "The individual has applied for an ITIN/SSN, and has not yet received the number" and continue completing their record. UCSC will not pay the indiviual until the ITIN number is received. Therefore, once the individual gets the ITIN/SSN they will need to update their GLACIER record and submit the required documents.

    Q) If a Foreign National disagrees with GLACIER’s Tax Summary Report determination, what should they do?

    A) Contact your unit representative to review your information. Unit representative contacts the Payroll Office if they require assistance.

    Q) How will I receive my 1042S (Foreign Person’s U.S. Source Income Subject to Withholding) tax form at year end?

    A) Your tax documents will be available on-line in GLACIER.

    Q) Will Cintax (year end tax software) link with GLACIER to help me produce my year end taxes?

    A) GLACIER and Cintax work together as an interactive, comprehensive on-line tax compliance system. However, at this time International Students and Scholars Services office is not offering this service.

     


    Back to Top
  • Paper Check FAQs

    Q) My department doesn’t have my check, how do I get it?

    A) If your department does not have your check on pay day, contact the Payroll Office at 459-2488 to determine if pay was issued for you on the expected pay date, or if your check was delivered somewhere else.
    Departments are required to return checks that are not picked up within five business days. (BFBIA-101). Contact the Payroll Office at 459-4204 to see if your check has been returned.

    Q) My check has been lost (destroyed or stolen).

    A) Contact the Payroll Office Payroll Check Assistant at 459-4204 for assistance in completing a stop payment authorization.  You will need to know your employee ID number (9 digits starting with a 7) and the date of the check in question.  Your employee ID number can be found on the upper left side of your Earnings Statement. The Payroll Office Check Assistant will then give you the data you need to complete the form. Fax the completed form to the Payroll Office at 459-3702 or send it in campus mail to Payroll Office. Allow two weeks for re-issue.

    Q) I think someone forged the endorsement on my check

    A) Contact the Payroll Office immediately. We will contact our bank to obtain a copy of your check (front and back) and send it to you for examination. If upon review, you believe that the endorsement is a forgery, we will send you an Affidavit of Check Fraud form that you must complete and have notarized. The Payroll Office will then send the Affidavit and a copy of the original check to our bank, who will investigate the matter. Once they have determined that a forgery occurred, they will contact the bank which cashed the check and issue the University a credit. Once the Payroll Office receives the credit, we will issue you a replacement check. This process may take as long as 90 days to complete. Enroll in Direct Deposit!


    Back to Top
  • Separation FAQs

    Q) If an employee has two appointments and only one appointment ends, does the law apply to the terminating employment?

    A) No.  When an employee holds two appointments at the same location and only one appointment ends, then the employee has not separated from the University.

    Q) Can a department extend an employee's appointment in order to obtain additional time to submit final hours worked?

    A) No.  A department should not change an appointment end date as a method of obtaining additional time to pay the employee.

    Q) Does California Assembly Bill 2410 apply to Inter-location Transfers?

    A) No.  Employee Inter-location Transfers are not considered separations from University Service.

    Q) Does California Assembly Bill 2410 apply to distributions of retirement funds?

    A) No.  California Assembly Bill 2410 only applies to wages, not to retirement funds.

    Q) Should an employee be asked to sign a release after receiving the final check?

    A) No.  However, it is good practice to have the employee sign for the final paycheck as part of the check dispersement procedure.

    Q) How does the law related to retroactive wages resulting from a collective bargaining agreement?

    A) Determination is made on a case by case basis.  Contact the Payroll Office when an employee is discharged or quits during a time when retroactive wages are to be paid.

    Q) Is the University obligated to comply with the provisions of California Assembly Bill 2410 when a separating employee does not provide his/her timesheet or does not respond to requests for information necessary to disperse his/her final paycheck?

    A) Yes.  When an employee quits without notice the Department must make every effort to pay an employee all wages that are known to be due within 72 hours (business days).

    Q) How is the 72-hour rule measured for dispersement of the final check?

    A) The 72-hour is rule is measured in continuous, actual hours from the date and time of separation and includes holidays and weekends.  For example, when an employee resigns without notice at 5pm on Friday, the University must make every effort to pay the employee all wages that are known to be due by 5pm the following Monday.  The University may dispurse the final pay by 5pm on Tuesday when Monday is a holiday.

    Q) Do the daily penalties include weekends and holidays?

    A) Yes.  The daily penalties include weekends and holidays up to a maximum of 30 days of pay.

    Q) Are penalty payments considered taxable wages?

    A) Yes.  Penalty payments are considered tax reportable income but they are not subject to the usual employment taxes (federal, state, etc).

    Q) Are penalty payments considered covered compensation for UCRP?

    A) Penalty payments must be processed through Accounts Payable and are tax reported on Form 1099.

    Q) How is tax calculated on final pay?

    A) Final pay is caluclated per normal graduated rates according to the employee's UC W-4/DE 4 personal income tax withholding status.  Terminal vacation pay is subject to the flat tax rate.

    Q) Are employees that work out-of-state covered by California Assembly Bill 2410?

    A) Yes.  All University employees working out-of-state, including employees of the Los Alamos National Laboratory, are subject to the provisions of the Bill.

    Q) How should the Department handle delivery of the final check when an employee is dismissed at the end of an investigatory leave?

    A) The letter of dismissal should explain that an appointment can be made to pick-up the final check on the date of dismissal or request that the check be mailed.

    Q) Can the final check be attached to the dismissal letter and mailed to the employee?

    A) Yes.  The check should be sent certified mail delivery and the proof of mailing filed with the dismissal paperwork.

    Q) What if an employee is dismissed with no notification (i.e. misconduct) and a check needs to be generated the same day?

    A) The majority of separations are planned events.  It is the responsibility of supervisors to communicate to the HR personnel, and the HR personnel to communicate to the Payroll Office, in a timely manner to allow ample opportunity to generate the final check in the most efficient manner so that the check may be presented to the employee on their final day. We recognize however, that sometimes a dismissal could be due to something that occurred that very day and in those circumstances, getting the Separation AB2410 paperwork to the Payroll Office in time to generate the check on a regularly scheduled vendor checkwrite is unavoidable.

    Q) Can an employee elect to have deductions to investment account plans (salary deferrals) from final pay?

    A) If a final payment is issued to the individual no later than his or her last day of employment, salary deferrals are permitted.  These regulations apply to the University's Tax Deferred 403(b) and 457(b) plans.

    Q) Can an employee elect to have deductions to investment account plans (salary deferrals) from terminal vacation pay?

    A) Deferrals cannot be taken from payments of terminal vacation, accumulated sick time or back pay.

    Q) What if an employee increases his/her investment account deductions on Fidelity Retirement Services' website but the adjusted gross deduction is not reflected in the final payout?

    A) All Payroll Processing Deadlines still apply, as well as other Plan rules.  See Payroll Deadline Schedule or consult the Campus Benefits Office.  Also, please note that if a check is paid through the payroll system on an off-cycle (different from the employee's normal primary pay cycle), only percentage (%) deductions will be recognized.  Flat dollar deductions cannot be processed for off-cycle checks.

    Note: Severance Payment Salary Deferrals March 18, 2009 BR Memo, Kathie Fujisaka, Retirement Programs Policy

     


    Back to Top
  • Termination FAQs

    Q) What about TRM pay?

    A) GASB #47 does not affect the payment of terminal vacation hours (TRM).  Units should continue to process TRM hours on Separation Payment AB2410 as usual.

    Q) Where can I get more information?

    A) Refer to: Termination Benefits Guide

    Q) How will these benefits show on the Distribution of Payroll Expense (DOPE)?

    A) Two object codes are assigned for salaries, wages and payouts related to Voluntary and Involuntary Termination Benefits

    • Voluntary Termination Benefits -- 1610
    • Involuntary Termination Benefits -- 1620.

    Note:  When an employee receives termination benefits, the DOPE and General Ledger must record the cash-out payments separately from other salaries and wages and their associated fringe benefits.  Fringe benefits include Retirement, OASDI, Medicare, health insurance (medical, dental, vision and disability), Workers Compensation and Unemployment Insurance.

    Q) Can an employee elect to have deductions to investment account plans (salary deferrals) from severance pay?

    A) If a severance payment is issued to an individual no later than his or her last day of employment, salary deferral contributions are permitted.  These regulations apply to the University's Tax Deferred 403(b) and 457(b) plans.

    Q) What if an employee increases their investment account deductions on Fidelity Retirement Services website, but the adjusted deduction is not reflected in the final payout?

    A) All payroll and processing deadlines, as well as other Plan rules, still apply.  See Payroll Deadline Schedules or consult the Campus Benefits Office.  Also, please note that if a check is paid through the payroll system on an off-cycle check- write (different from the employee's normal primary pay cycle), only percentage (%) deductions will be recognized.  Flat dollar deductions cannot be processed on off-cycle checks. 

    Q) I am not sure which DOS code is the appropriate code to use for the payment I want to make.

    A) Contact the Labor Relations Office for guidance.

    Note: Severance Payment Salary Deferrals March 18, 2009 BR Memo, Kathie Fujisaka, Retirement Programs Policy.


    Back to Top
  • W-2 FAQs

    Answers to most W-2 questions and other payroll issues are available on the AYSO website.

    Q) How do I sign up to receive my W-2 electronically?

    A) It can be easily done through the AYSO website.

    Q) When will I get my W-2?

    A) Employees who elected to obtain their W-2 on-line will be able to access it beginning in mid January. Those receiving paper W-2's should expect them to be mailed by January 31.

    Q) Where will my W-2 be sent?

    A) Employees electing to obtain their W-2 on-line will be notified via e-mail of their availability from the AYSO website. The W-2 may be downloaded as often as needed.

    Employees who did not elect to obtain their W2 on-line will be mailed their W2.  W2s will be mailed to the home address on record in the Payroll system.

    Q) I have lost, or did not receive my W-2.

    A) Use the AYSO website to obtain a duplicate copy.

    Q) How do I change my address in the Payroll System?

    A) If you want to change your permanent address in the Payroll System, you may log onto the At Your Service Online (AYSO) website and click on My Contact Information to change your address or, complete the Personal Data Form and fax or mail it to the Payroll Office.

    Q) My W-2 was sent to an old address. I have moved and don’t live there any longer. Can I get another one?

    A) Wait a few days to see if the U.S. Post Office forwards it to you. If you do not receive it, contact the Payroll Office to determine if it has been returned. The quickest way to get your W-2 is to visit AYSO and obtain it online.
    Also, update your permanent address by either accessing the AYSO website and click on My Contact Information or complete the Personal Data Form and fax or mail to the Payroll Office.

    Q) Can you fax me a copy of my W-2?

    A) No.  Privacy laws prohibit the faxing of confidential employee financial information like W-2's. W-2 copies are mailed to the address designated by the employee on the request form. You can access your W-2 at AYSO.

    Q) My social security number is incorrect on my W-2.

    A) You may still file your taxes with the W-2 you received.  Correct copies B, C and 2 to reflect the correct social security number, and file your taxes as usual.  Send the Payroll Office a copy of your incorrect W-2 with a copy of your Social Security card. Include a memo that states:

    "My social security number is incorrect on my W-2.  I have corrected copies B, C and 2.  I am requesting that the Payroll Office correct my record on the Payroll System and file a W2-C with the Social Security Administration."

    Upon receipt, the Payroll Office will make the correction in the Payroll System, and will file a W2-C with the Social Security Administration.  You will also be issued a corrected Form W2-C.

    Q) Are Work-Study earnings included on the W-2? 

    A) Yes

    Q) I don't understand what all the items are on my W-2.

    A) See "Notice to Employee" on the reverse of Copy B, and "Instructions" on the reverse of copy C.

    You can also consult the W-2 Form Box Descriptions
    Box Description
    a Control number: this box contains the nine-digit employee ID number which is unique for each employee.
    b Employer's identification number: UCSC's Federal Tax ID number.
    c Employer's name, address and ZIP code: the address of UCSC Payroll Services.
    d Your social security number
    e Your name
    f Your address in the Employee Database (EDB) at the time the W-2 form was produced.
    1 Wages, tips, other compensation.  Normally, this box contains the total year-todate federal taxable gross pay.  For some employees the box contains the total of the following:
    2 Federal income tax withheld: year-to-date federal tax withheld.
    3 Social Security wages: year-to-date wages subject to OASDI, including imputed income.
    4 Social Security tax withheld: year-to-date employee OASDI deduction.  This amount is 6.2% of Box 3.
    5 Medicare wages and tips: year-to-date wages subject to Medicare, including imputed income.
    6 Medicare tax withheld: year-to-date employee Medicare deduction.  This amount is 1.45% of Box 5.
    9 Advance EIC payment.  For most all employees this box will be blank.  If you have information in this box please consult Payroll Services if you have questions.
    10 Dependent care benefits: year-to-date Depcare deductions.
    12 See Instructions for Box 12 on the back of the W-2 form.  It may display one or more of the following amounts:
    13 Retirement plan.  This box is checked if you are a member of a retirement plan.
    14 Fringes.  This box may display one or more of the following:
    • DCP CAS.  Total year-to-date Safe Harbor Defined Contribution (your employee record is coded H for retirement).
    • DCP REG Total year-to-date Regular Defined Contribution (your employee record is coded U for retirement and you are a member of the University of California Retirement Plan).
    • Other Income Incl Box 1.  Amount of other income(if any).  Other income may include amounts for the following items:
    15 State Code (Usually CA for California).  If you work and live outside of California and the state in which you reside requires withholding, the state code in which you reside and pay income tax will be displayed in this box.
    16 State wages, tips, etc.  Normally, this box contains the total year-to-date State Taxable Gross pay.  The box may contain the total of the following:
    17 State income tax.  year-to-date state income tax withheld.
    18 Local wages, tips, etc.  If applicable, this box contains the total year-to-date Local Taxable Gross Pay.  This box may contain the total of the following:
    19 Local income tax.  Year-to-date local income tax withheld.
    20 Locality name.  If you work and live outside of California and the locality in which you reside requires withholding, the locality in which you reside and pay income tax to will be displayed in this box.

    Q) Why doesn't Box 1 Agree with my annual salary?

    A) Box 1 reflects your taxable gross.  Taxable gross is your total gross less any tax-deferred deductions, such as:

    • DCP - Mandatory Defined Contribution Plan
    • 403(b) and 457(b) - Voluntary contributions to tax deferred investment programs
    • DepCare - Dependent Care deductions
    • HCRA - Health Care reimbursement Account contributions
    • Pre-Tax parking deductions
    • Employee paid Health Insurance deductions - the employee paid portion of your health plan

    Q) Why are boxes 3 and 5 (Social Security wages and Medicare wages) higher than Box 1?

    A) Box 1 reflects your taxable gross.  Some deductions (such as DCP and investment account deductions) reduce taxable gross but DO NOT reduce Social Security and Medicare gross.

    Q) What period of earnings does my W-2 reflect?

    A) Wages earned in December are always paid in January (the next calendar year); therefore, W-2's will reflect all employee wages paid from the December monthly (paid on January 1) through the November arrears (paid on the 6 th working day in December).

    Q) What does DCP-CAS and DCP-REG mean?

    A) DCP-CAS is the Defined contribution Plan for CASual, or limited employees.  It is also referred to as the "Safe Harbor" plan.  DCP-REG is the Defined Contribution Plan for REGular, or career employees.

    Q) I am not a career employee, why is Box 13 - Retirement Plan, checked?

    A) If you had DCP deductions at any time during the year (DCP-CAS, DCP-REG or both) Box 13 will be checked.  Participation in DCP is not optional. 

    Q) What is Other Income in Box 14?

    A) Other income could include:

    • Tax-reportable vendor payments
    • Imputed Income on personal use of a University vehicle

    Q) What is an example of Fringe Benefits in Box 14?

    A) Examples of Fringe Benefits:

    • Non-cash fringe benefits
    • Domestic Partner imputed income on health insurance

    Q) I am a retiree and have not received my W-2.

    A) If you retired from UCSC and did not receive any wage payments from UCSC the previous tax year, you will not receive a W-2 from the campus. Your retirement benefit income is processed by UCOP.  If you retired during the previous tax year, you will receive a W-2 from the campus for earnings paid in the previous tax year (prior to retirement), including any accrued vacation, and a separate tax reporting form from UCOP for the retirement benefits paid to you in the previous tax year.  For more information, please contact UC Customer Service.

    Q) Does the Payroll Office have tax forms?

    A) No.  Contact the IRS at www.irs.gov or 1-800-829-1040, or the Franchise Tax Board at www.ftb.ca.gov or 1-800-852-5711 or a public library.


    Back to Top
  • ¿Tiene preguntas acerca del formulario W-2?

    P) ¿Tiene preguntas acerca del formulario W-2?

    R) Las respuestas a la mayoría de las preguntas sobre el formulario W-2 y otras inquietudes acerca de la nómina están disponibles en el sitio Web de AYSO.

    P) ¿Cuándo recibiré el formulario W-2?

    R) Los empleados que optaron por recibir el formulario electrónico podrán obtener acceso a mediados de enero. Para aquellos que van a recibir formularios impresos, se enviarán por correo a más tardar el 31 de enero.

    P) ¿Adónde se enviarán los formularios W-2?

    R) Los empleados que hayan elegido no suscribirse a la distribución electrónica de los formularios y deseen obtenerlos de forma impresa, los recibirán de una de las siguientes formas:

    • Los empleados con cargos activos al momento de la presentación del formulario W-2: los formularios se enviarán a la dirección del campus del empleado el 31/01/YY.
    • Los empleados con licencia sin goce de sueldo, licencias de otros tipos o empleados que ya no trabajen con nosotros al momento de la presentación del formulario W-2: recibirán los formularios por correo postal en sus domicilios particulares, según consten en el sistema de nóminas, el 31/01/YY.

    Los formularios W-2 estarán disponibles para todos los empleados a través del vínculo At Your Service del sitio Web, a partir del 15 de febrero de 20YY.

    P) ¿Cómo puedo registrarme para recibir el formulario electrónico?

    R) Puede hacerlo fácilmente a través del sitio Web de AYSO.

    P) He perdido o no recibí el formulario W-2.

    R) Use el sitio Web de AYSO si desea obtener un duplicado.

    P) ¿Puedo recibir por fax una copia de mi formulario W-2?

    R) No. Las leyes sobre privacidad prohíben el envío por fax de la información financiera confidencial de los empleados, como los formularios W-2. Las copias de los formularios se enviarán por correo postal a la dirección estipulada por el empleado en el formulario de solicitud. Puede obtener acceso a su formulario W-2 a través de AYSO.


    Back to Top
  • Where to get help

    For Payroll-related assistance, refer to the following areas:

    At Your Service Online (AYSO) - Customer Service

    Payroll Office - Contacts by Area.


    Back to Top
There are no results.
University of California Santa Cruz, 1156 High Street, Santa Cruz, Ca 95064
© 2014 Regents of the University of California. All Rights Reserved.

Site Feedback
finaff-tech@ucsc.edu