News and Announcements
01/20/16: 2015 W-2 ready for download
UTSA Payroll Management Services is pleased to announce the online 2015 W-2 information is now available for download. If you elected the electronic consent option, you may now download an electronic W-2 from Employee Self Service.
Specific Instructions: Employee Self Service View W-2
If you did not consent to receive an electronic version via Employee Self Service, a paper W-2 form will be mailed no later than January 31st 2016. The W-2 form will be mailed to your home address on file per UTShare/PeopleSoft.
For any additional questions regarding your W-2, please feel free to contact the Payroll department @ firstname.lastname@example.org.
06/12/14: UTSA maintains 8-to-5 schedule for summer
To provide essential services during the summer, all university offices must be open, fully functional, and staffed during regular business hours, 8 a.m.-5 p.m., Monday-Friday.Â Department supervisors may approve "flex" schedules for employees with the approval from their dean, vice provost or vice president and as long as all offices are sufficiently staffed and fully operational during regular business hours and such schedules do not result in overtime or state comp time.
Reminder for Supervisors - if you are changing schedules for Summer Hours for your employees, please submit a Schedule Change Request Form to the Payroll Office before the effective date of the schedule for your salaried employees.
For additional information regarding flexible work schedules, please refer to Chapter 4.29 of the Handbook of Operating Procedures, or contact Human Resources at 458-7891.
01/04/13: Update to Married, Single and Fringe Benefit Tax tables.
Updated the Married Tax Table to 2013 tax rates changes.
Updated the Single filing Tax Table to 2013 tax rate changes.
Updated Fringe Benefits for 2013. As a reminder Fringe Benefits are employer related expenses in employing an employee above the employee's salary or wage compensation. At UTSA, Fringe Benefits are charged proportionally to the department, or account, funding the employee's salary and wages.
IRS tax table is updated for 2013
UTSA Payroll Services announces the IRS has released the official 2013 federal withholding tables. The new tax rates are effective on the upcoming January 8 payday.
As announced earlier this week regarding the American Taxpayer Relief Act of 2012, the largest tax rate impact was the implementation of the new 39.6 percent tax rate for those who annually earn over $400,000 (single) or $450,000 (married) of taxable income.
For all other employees, routine annual updates include the following:
- Increasing for each exemption the Withholding Allowance from $316.67 to $325, which is determined by employee’s W-4
- Additional withholding increased for Non-Residents from $179.17 to $183.30
- Routine annual Taxable Wage bracket adjustments
Special note for employees who were paid January 2 and will be paid on the January 8 payday:
The federal taxable withholding amount on January 8 will be adjusted to reflect taxable amounts of both payrolls combined. The tax adjustment will be small to take into account the differences between the 2012 and 2013 tax tables.
(November 2, 2012) -- UTSA will convert its financial and HR systems to PeopleSoft in spring 2013.
In anticipation of the PeopleSoft implementation, the Office of Human Resources announces the following major business change in the standard workweek.
UTSA will change its current workweek (Sunday through Saturday) to Monday through Sunday effective Monday, Nov. 26, 2012. Employees scheduled to work on Sunday, Nov. 25, 2012, will include their hours worked with those recorded during the previous week (Sunday, Nov. 18 through Sunday, Nov. 25, 2012), resulting in a one-time eight-day workweek instead of seven.
In an effort to assist employees (classified non-exempt, classified exempt, hourly and work studies) in recording the hours worked between Sunday, November 18, 2012 and November 25, 2012, special timesheets has been developed. These timesheets will be used only for the week of Nov 18th through Nov 25th and are available for download from the Payroll Department website.
If departments use other than the paper time sheets that appear on the payroll website, e.g. use those developed by their department or use a local automated time sheet system/spread sheets, they need to insure they are adjusted to accommodate the one-time 8 day work week and modified to conform to the new work week.
Special instructions will be provided to those employees who use the Electronic Time Sheet System in UT Direct.
The rules for calculating federal overtime and state compensatory time will remain the same during the one-time eight (8) day work week. For more information regarding the calculation of overtime and state compensatory time please refer to HOP 4.12 and HOP 4.27.
Effective Monday, December 3, 2012, all employees will be able to download and use the new timesheets reflecting the new work week (Monday through Sunday).
To ensure all employees are aware of these changes, all department supervisors and timekeepers are strongly encouraged to communicate these changes. For further information, please contact Employee Relations at extension 7891 or Payroll at extension 4280.
01/17/12: UTSA Employees Encouraged to Activate Their UT EID to Access Personal Information Including Downloading W-2s via UT Direct
Employees can update biographical information, obtain employee verification letters, earnings statements and W-2's for multiple years.
All UTSA employees (full-time and part-time) must activate their UT EID to access UT Direct.
To activate a UT EID, employees must present a current, government issued photo ID — such as a driver's license or passpor — in-person at any of the following ID centers:
DEFINE Administrative Services Office — Located at University Heights, Building 4, Suite 600
Hours of operation: Monday – Friday, 8 a.m. – 5 p.m.
UTSA Card Office — Located on the Main Campus, Multidisciplinary Studies Building (MS), Suite 1.01.52
Hours of operation: Monday – Friday, 8 a.m. – 5 p.m.
Once the employee has been physically identified, they will receive a temporary password and will be instructed to create a permanent password before they can successfully log into UT Direct for the first time.
Employees that have attended Day O.N.E @ UTSA (new employee orientation) have completed the UT EID activation process and are not required to visit an ID center.
Employees may contact the DEFINE Administrative Services Office at (210) 458-4556 or (210) 458-4346 for assistance.
01/10/12: 2011 W-2s now available
2011 W-2s are now available for download via UT Direct for all employees with access. For UT Direct access and password maintenance assistance, employees, including former employees, may contact Management Reporting and Administrative Systems - DEFINE Support at (210)458-4556 or x4346. All paper W-2s will be printed and mailed to employee addresses on file during the last week of January. In order to protect employee's confidential information, requests to fax or email W-2s will not be accepted.
01/05/12: Tax Relief Temporarily Extended
President Obama signed into law the Temporary Payroll Tax Cut Continuation Act of 2011 on December 23 2011, which temporarily extends the 2 percent payroll tax cut until February 29, 2012. Because this took place after payroll was processed for the January 3, 2012 payday, UTSA processed a 6.2 percent Social Security deduction instead of 4.2 percent from employee's paychecks. This additional Social Security deduction will be refunded in the employee's next scheduled paycheck.
Employees should note this refund will not appear as a separate line item on their earnings statement. The amount of the additional deduction (i.e. over-withheld amount) will be subtracted from the Social Security deduction that will be processed in their next paycheck.
12/21/11: Tax Relief Expiration Notification
The reduction to the employee contribution to Social Security as provided in the Tax Relief Act of 2010 will expire 12/31/2011. As a result, the Social Security tax will increase from 4.2 percent to 6.2 percent beginning the first payday of 2012. The effect to employee paychecks is $20 for every $1,000 of Social Security taxable income.
If Congress votes to extend the Social Security tax reduction at a later date, tax adjustments will be based on the details and date of any extension of the reduced rate.