Payroll Services - FAQ's

 

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Payroll Services Questions

I received an email addressed from Payroll Services stating that I am going to receive a raise. Should I click on the link?

How do I gain access to Employee Self Service?

I do not have an Employee Self Service tab on MyUK. How do I resolve this?

What is my UK identification number and where can I find it?

How do I review my online pay statement?

When will I be able to see my pay statement online?

My pay statement is incorrect.  Who do I contact to resolve this issue?

When will my direct deposit become effective?

How can I stop direct deposits?

When will my W-4 or K-4 become effective?

Can my W-4 or K-4 be applied retroactively?

When will I receive my W-2 form?

Why can't I view my W-2 online?

How do I check my vacation and sick leave balances?

Where can I get information about parking permits and associated fees?

Where can I get information about employee benefits?

Who is eligible for the Royster exemption?

Who is eligible for the FICA student exemption?

Why am I not paying Social Security and Medicare taxes?

I am a non-resident alien international employee.  Does this mean I do not have to pay taxes?

I have a question about garnishments/ child support. Who do I contact?

When are payroll deadlines?

I am separating from the University.  What tasks do I need to complete prior to the separation?

After separating, if I were to be rehired at the University of Kentucky, do I need to submit new direct deposit information to the university?

After separating, if I were to be rehired at the University of Kentucky, do I need to submit new W-4 or K-4 documents to the university?

How do I create a PRD (petty cash payment)?

 

Payroll Servics Questions & Answers

I received an email addressed from Payroll Services stating that I am going to receive a raise. Should I click on the link?

No. Payroll Services will never send you an email stating you will receive a raise. DO NOT click on any of the links and enter information. If you receive one of these emails, please follow these instructions. If you clicked on a link in a phishing email, change your link blue password immediately following these instructions.

How do I gain access to Employee Self Service?

To access Employee Self Service please follow these steps:

  1. Go to UK’s main webpage at www.uky.edu.
  2. Click on the link in the upper right hand corner titled MyUK.
  3. Login into MyUK with your link blue ID and password.
  4. You should see the Employee Self Service tab in the upper left hand corner of the page.

I do not have an Employee Self Service tab on MyUK. How do I resolve this?

If you are an employee without access to the Employee Self Service tab, please contact the Information Technology Customer Service Center at (859) 218-HELP (4357) or by clicking the following link to reach the Help Desk via e-mail. You will need to provide your personal ID number or your Link Blue User ID in order to receive access.

What is my UK identification number and where can I find it?

Your UK ID number is a nine digit number beginning with a “9” that is used to identify you in all payroll, benefits, and student related organizations. It is a secure number that replaces the need for using your Social Security Number as a means of identification. Your UK ID number can be found in the bottom right hand corner on your UK picture ID (the Wildcat Card), or in the upper left hand corner of your pay statement under your name and address information (the beginning “9” is omitted on the pay statement).

How do I review my online pay statement?

Access Employee Self Service (ESS) online.

  1. Click on the "Employee Self-Service" tab at the top of the page.
  2. Click on the "Benefits and Payment" sub-navigation link.
  3. Click on the "Pay Statement" link under the Payment section.

See the quick reference cards for more information. 

When will I be able to see my pay statement online?

Biweekly employees should be able to view their pay statement typically the Monday prior to payroll Friday. Please reference the current payroll calendar for the schedule. Monthly employees will need to reference the current payroll calendar as the production date for monthly pay statements can vary widely from month to month.

My pay statement is incorrect.  Who do I contact to resolve this issue?

Contact your current supervisor or administrator responsible for payroll in your local area, college or department.

When will my direct deposit become effective?

If you enter your direct deposit online through Employee Self-Service, the information is recorded immediately. Paper forms, with a voided check attached, may be submitted to Payroll Services. Information is recorded according to the date the form arrives in Payroll Services. However, there are deadlines for both biweekly and monthly employees.

For biweekly employees the cutoff to accept direct deposits is typically 5:00 pm on the Monday preceding payroll Friday. Please reference the current payroll calendar for the schedule.

For monthly employees the cutoff to accept direct deposits can vary widely from month to month. Please reference the current payroll calendar for the schedule.

How can I stop direct deposits?

Direct deposit is a condition of employment. All employees are required to have direct deposit. If there are extenuating circumstances (such as fraudulent activity on your account) that require you to be temporarily paid by check, please contact Payroll Services. You will be required to resume direct deposit within one pay period.

When will my W-4 or K-4 become effective?

 If you enter your W-4 or K-4 online through Employee Self-Service, the information is recorded immediately. Paper forms may be submitted to Payroll Services. The information is recorded according to the date the forms arrive in Payroll Services. However, there are deadlines for both biweekly and monthly employees.

 For biweekly employees the cutoff to accept W-4 or K-4 forms is typically 5:00 pm on the Monday preceding payroll Friday. Please reference the current payroll calendar for the schedule.

 For monthly employees the cutoff to accept W-4 or K-4 forms can vary widely from month to month. Please reference the current payroll calendar for the schedule.

Can my W-4 or K-4 be applied retroactively?

No. W-4 and K-4 information is applied from the date it is entered in Employee Self Service (ESS) or received in Payroll Services going forward.

When will I receive my W-2 form?

All current employees can opt to receive their W-2 form online through Employee Self Service (ESS).  You must select this option no later than January 14, 2017.  You will receive a notification when the forms are available online.  ESS Instructions: Log into MyUK using your link blue user ID and password to access the ESS online application.

  1. Click on the "Employee Self-Service" tab at the top of the page.
  2. Click on the "Benefits and Payment” sub-navigation link.
  3. Click on the "Election for Online W-2” link to access your address information.
  4. Click on the “New Election” box and choose “Elect for University of Kentucky” from the drop down selection. 
  5. Click on the "Receive W-2 Online" box.
  6. A confirmation box will pop up to confirm your election to receive an electronic W-2 form online through myUK Employee Self Service. If you agree to receive your W-2 form electronically, click "OK".
  7. You will receive the message "Data saved successfully" in upper left corner of the election screen.

 Employees who previously enrolled to receive their Form W-2 online through myUK Employee Self Service do not need to enroll again. Your election will remain in effect for future years unless you change your election or separate employment from the University.

 No action is required for employees who wish to continue receiving printed W-2 forms by mail. They will have a paper W-2 form printed and mailed by the University of Kentucky during the last week of January to ensure adequate time for postal processing in order to meet the Internal Revenue Service January 31st deadline.

 Please review the address on your pay statement for accuracy. Current University employees can update their address through Employee Self Service (ESS).

ESS Instructions: Log into MyUK using your link blue user ID and password to access the ESS online application.

  1. Click on the "Employee Self-Service" tab at the top of the page.
  2. Click on the "Personal Information" sub-navigation link.
  3. Click on the "Personal Profile" link to access your address information.
  4. To update the appropriate mailing address for your W-2 click on the "Permanent residence" option in the blue bar section next to the word "Addresses."
  5. Click the "Save" icon once you have completed your changes.

 Individuals who are no longer employed by the University, and have had a change of address, must contact Payroll Services at (859) 257-3946 or access the Payroll Services Staff directory by clicking on the "Staff" tab on this web page to provide an updated address.

Why can't I view my W-2 online?

Individuals who are no longer employed by the University cannot view W-2 forms online. To obtain a duplicate W-2 please contact Payroll Services at (859) 257-3946 or access the Payroll Services Staff directory by clicking on the "Staff" tab on this web page.

How do I check my vacation and sick leave balances?

Vacation and sick leave balances may be verified online through Employee Self Service (ESS).

  1. ESS Instructions: Log into MyUK using your user ID and password to access the ESS online application.
  2. Click on the "Employee Self-Service" tab at the top of the page.
  3. Click on the "Working Time" sub-navigation link.
  4. Click on the "View Time Account Balances" link to access your vacation and leave balances.

If you still have questions please contact your supervisor or departmental payroll administrator in your local college, department, or area.

Where can I get information about parking permits and associated fees?

Please visit the Parking Office web page or call (859) 257-5757.

Where can I get information about employee benefits?

Please visit the Employee Benefit Department web page or call (859)257-9519.

Who is eligible for the Royster exemption?

You must meet both of the following criteria in order to be eligible for the Royster Memo exemption:

  1. One or more of your assignments must be classified as Research Assistant, Teaching Assistant or Graduate Assistant.
  2. That assignment must be in the field for which you are obtaining your degree.

This exemption only applies to Lexington Occupational tax. Please review the Royster Memo document to see if you are eligible.

Who is eligible for the FICA student exemption?

 You must meet both of the following criteria in order to be eligible for the FICA student exemption:

  1. You must be a student at the University of Kentucky enrolled in classes at least half-time or greater recorded on your transcript.
  2. You must be working part-time only. Full-time, on call and part-time positions with certain working percentages are not eligible for this exemption.

Please contact your supervisor or the Payroll Administrator in your local college, department, or area to see if you qualify.

Why am I not paying Social Security and Medicare taxes?

You may be exempt for one of the following reasons:

  1. You are currently eligible for the student FICA exemption.
  2. You have paid the maximum amount of OASDI tax for the year. Please see the Social Security Administration’s schedule of limits for the current year.
  3. You are exempt as a result of your current non-resident visa status.

I am a non-resident alien international employee.  Does this mean I do not have to pay taxes?

No. Typically all employees are required to pay taxes. You may be eligible to be exempt from certain taxes as a result of current visa or treaty status, however each individual situation is different and dependent upon many different variables. Please provide all of your immigration documents to Payroll Services for review. Please contact Payroll Services at (859) 257-3946 or access the Payroll Service Staff directory by clicking on the "Staff" tab on this web page with any questions.  Please refer to the section on this website titled Non-Resident Aliens (NRA)

I have a question about garnishments/ child support. Who do I contact?

Please contact Payroll Services at 859-257-3946..

When are payroll deadlines?

Please review the current payroll schedule for all payroll related deadlines.

I am separating from the University.  What tasks do I need to complete prior to the separation?

There are several different departments that you will need to contact when separating from the university. Some of these items may not apply to you:

  1. Contact The Benefits Office to review your deductions such as health, dental and vision insurance. The Benefits Office can also answer questions concerning your retirement contributions. The Benefits Office can be reached at (859) 257-9519.
  2. Contact Parking and Transportation Services to coordinate the return of your parking permit and cancel your deduction.  Call (859) 257-5757 or email UKParking@lsv.uky.edu.
  3. Contact UK Federal Credit Union to stop any payroll deductions. Please visit their website for more information: https://www.ukfcu.org/.
  4. Please stop your direct deposit with the University of Kentucky. Please contact Payroll Services at (859) 257-3946 or access the Payroll Services Staff directory by clicking on the "Staff" tab on this web page to initiate this process. You will need to provide proof that you will be separating from the university.

After separating, if I were to be rehired at the University of Kentucky, do I need to submit new direct deposit information to the university?

Only if you meet one or more of the following criteria:

  1. You stopped your direct deposit account prior to separation.
  2. You have changed to a new bank account since working at the University.

After separating, if I were to be rehired at the University of Kentucky, do I need to submit new W-4 or K-4 documents to the University?

This is not necessary. Any withholding settings that were on file with the university previously will remain active until you initiate a change. Only if you feel that a change is necessary do you need to update your W-4 and K-4 on Employee Self Service (ESS).

How do I create a PRD for a petty cash payment?

Only payroll administrators can create PRD petty cash requests. Please save the attached PRD instructions to your computer for future reference.