Handbook of Business Procedures

13.2.4. EMPLOYEE'S PAYROLL PROFILE

All employees of The University of Texas at Austin are required to provide personally identifiable information that is used in the payroll process and for payroll and employment reporting to federal and state authorities. These include, but are not limited to, social security number, gender, date of birth, race/ethnicity, citizenship, and military/veteran status.

Paychecks are distributed according to an employee’s payment elections, which includes options for direct deposit or paper check. Paychecks deposited to a bank account are sent electronically, and individual bank deposit times may vary. If no payment election is made, the default distribution method is paper check, pick up in Payroll Services, and a photo ID is required.

All payroll payments are subject to OASDI (Social Security), Medicare, and federal withholding taxes, unless exempted by law, which may be the case for nonresident tax treaties, student employees or nonresident aliens. Federal and state taxes are deducted in accordance with these laws and the employee’s federal and state withholding elections. If no federal election is made, the default is single with 0 allowances. For out-of-state employees, if no state election is made, the default will vary in accordance with the applicable state law.

Paper forms for obtaining payroll required information include the Payroll Services Employee Information (PSEI) Form and IRS Form W-4. Additional information can also be found on the following Payroll Services webpages:

• My Payroll Profile
• OASDI (Social Security), Medicare, and Federal Withholding Taxes
• Student Employee FICA (Social Security and Medicare) Exemption
• Nonresident Taxes

Part 13. Payroll Services - Table of Contents