Fiscal and Audit Services

Payroll

Index


Employee Forms

INS Form I-9 - Employment Eligibility Verification (only pages 7 & 8 are submitted)

  • All new and returning employees are required to fill out a Form I-9.  Section One of the form is to be completed by the employee on or by their first day of work; all other sections are completed and submitted by the appropriate person in your department.  Form I-9 is required to be received by payroll within 3 business days from the first day of work for pay.
  • The completed original I-9 (as well as the applicable employee classification form) must be received by the Payroll Coordinator before the employee can be entered into payroll. 
  • UW Payroll USCIS Form I-9 Compliance Policy

W-4 Employee State Withholding Form is done online by the employee through Employee Self-Service (ESS) inside MyUW http://myuw.washington.edu/ . All new employees are sent an email instructing them to do so after they have been entered in payroll. Paper W-4s are only used with Foreign National employees. (Please see "Your Paycheck" section for more details)

UW Affirmative Action Data Form (online form, to be completed after employee is entered into the payroll system)


Faculty

See "Employee Forms" section for required forms and links (I-9, etc.).


Staff

See "Employee Forms" section for required forms and links.

New or Returning Staff Form

  • Salaried, required for new appointment entry

Leave Time Reporting (LTR)

  • Timesheet Due Dates
  • All UW Bothell Staff are required to complete online timesheets on a semi-monthly basis with the Leave & Time Reporting (LTR) system.  If you are a new employee and in need of training on the LTR system please contact the Payroll Coordinator. Submit your timesheets to your supervisor on the 1st working day after the end of each pay period. In general, timesheets are due by noon on the 1st and 16th of every month.
  • Please add the following address to your favorites, and put it on your desktop for easy access:  https://www.pathology.washington.edu/ltr/

Online Work Leave System (OWLS) Resources (for Timekeepers and Supervisors)

  • The UW Online Work/Leave System (OWLS) is a computerized, post-entry review tracking system that is used throughout the University as the official record of leave-bearing employees' hours worked and leave time earned and used.
  • The following links are resources and information to help assist Timekeepers and Administrative Coordinators with processing employee leave records.

OWLS Home Page

OWLS Login

Holidays (Calendar, Eligibility, Credit and Use Deadlines)


Student Employees & Temporary Hourly Employees (non-student)

See Employee Information section for required forms and links.

New or Returning Student Employee Form

New or Returning Temporary Hourly Employee Form

UW Timesheet (for Supervisors)

  • Timesheet Due Dates
  • https://prp.admin.washington.edu/timesheet/ (Please save this link to your favorites)
  • Enter your UW NetID and Password
  • Click “Log in as an Approver”
  • Click “I agree”
  • Your employee list will then appear.  If their status is “Open” (as indicated on the far right-hand side), you will not be able to approve the timesheet.  You are only able to approve timesheets in “Submitted” status.
  • Please contact any employees immediately that appear with: OPEN
  • Please review and approve if applicable any timesheets that appear with: SUBMITTED
  • If you review the timesheet and everything looks accurate, click on "Approve Timesheet" at the bottom of the timesheet. If the timesheet is not correct, click "Reject Timesheet", this action will send the timesheet back to the student/hourly. Please be sure to follow up with the employee to resubmit and then approve.

UW Timesheet (for Employees) MyUW

  • Timesheet Due Dates
  • Go to “MyUW” at the following address: http://myuw.washington.edu/.
  • Enter your UW NetID and Password.  (If you’ve forgotten your password, go to https://uwnetid.washington.edu/newid).
  • Once you see your “MyUW” page, click on Employee Self-Service (ESS).
  • Re-enter your password.
  • On the upper right-hand side, click on the tab that says “Timesheets”.
  • Enter your hours for the pay period.
  • Click “Save Changes”.
  • If your timesheet is complete, click “Review and Submit”.
  • Review your timesheet once again.  If everything is correct, click “Review and Submit”.  If you need to make changes, click “Return to Timesheet”.

NOTE:  Submit your timesheets every pay period through to the end of your appointment, even if you have zero hours.


Foreign Nationals

Foreign Nationals must obtain a Social Security Number (SSN) to be paid as UW Employees. There is a Social Security Administration office near UW Bothell located at 18905 33rd Avenue West, #207, Lynnwood, WA 98036.

If you are working at UW, per UW policy, you cannot begin employment until you have a SSN.

For more information about how & where to apply, please use UWB’s Social Security Application Packet.

http://www.uwb.edu/international-student-services/employment/ssn

The I-9 Form (in the Employee Forms section) must be completed according to the instructions below.

All Foreign National employees are entered into Glacier – a Nonresident Alien Tax Compliance Software for UW Employees

http://f2.washington.edu/fm/payroll/foreign-nationals/glacier

This is a secure web-based system that enables the foreign national student, staff, or faculty member to track their visa, passport, entry dates, country of residence, country of citizenship, US address, foreign address, Social Security number or ITIN. Based on this information University of Washington is able to know if the individual is eligible for any tax treaties, has passed a substantial presence test, or has become a “tax resident for tax purposes.” When a record is created by the employee, Glacier generates a tax summary page and populates the appropriate tax forms. Examples of these forms are the 8233, W-8Ben, and W-4 federal withholding form.

The respective Payroll Coordinator/Administrator enters the Foreign National employee into Glacier.  Glacier will prompt the employee directly to access their account.

Glacier access for employees:  www.online-tax.net

As well as the help option contacts inside Glacier, you can contact a Foreign National Specialist at pr-tax@uw.edu.

Tools for Glacier

Employee - Glacier Training Guide

Employee - Glacier Checklist

Admin - Glacier Training Guide

Getting Started in Glacier  


Direct Deposit

To be paid, we ask that all employees select either Direct Deposit or PayCard. 

Direct Deposithttps://f2.washington.edu/fm/payroll/employees/my-pay/direct-deposit

PayCardhttp://f2.washington.edu/fm/payroll/employees/my-paycheck/paycard

For additional information regarding your paycheck please go to "Your Paycheck" section.

Mobile Service Allowance Agreement – Policy, Guidelines, Form


Your Paycheck

Employees can view a calendar of paydays to determine future pay dates.

Print your Earnings Statement (paystub):

Log in to Employee Self-Service (ESS)

Click on Earnings
Click on Printable Earnings Statement

  • Select Pay Date
  • Generate Printable Earnings Statement

Have questions about your deductions? 

http://f2.washington.edu/fm/payroll/employees/my-paycheck/voluntary-deductions

http://f2.washington.edu/fm/payroll/employees/taxes

Benefits questions: benefits@uw.edu or call 206.543.2800.

Tax questions:  pr-tax@uw.edu

UW Payroll Taxes website:

http://f2.washington.edu/fm/payroll/employees/taxes


Important Dates

Timesheet Due Dates

Employees can view a calendar of paydays to determine future pay dates.

UW Holiday Schedule Calendars
www.washington.edu/admin/hr/holidays/holidays.html

Understand Holidays and Holiday Eligibility
www.washington.edu/admin/hr/roles/mgr/leaveholiday/holidays.html


HR/Payroll Modernization

What is HR/Payroll Modernization?

https://f2.washington.edu/teams/hrp/


Contact Us

Student & Hourly Employees:
Maria Jimenez
mmaj@uw.edu
425-352-5235

Salaried Staff Employees:
Kimba Steffa
Kimba823@uw.edu
425-352-5460

Academic Personnel:
Contact your School Administrator

Did You Know?

UW Bothell has awarded more than 18,000 degrees.