Payroll Services

Forms

• Affidavit for Duplicate Check Form – Payroll
  Complete this form if an employee’s check has been lost or destroyed so that a replacement may be issued.
• Application for IRS Individual Taxpayer Identification Number (IRS W-7)
  Use this form to apply for an IRS individual taxpayer identification number (ITIN), or to renew an existing ITIN that is expiring or that has already expired.
• Central Witholding Agreements
  Instructions on how to apply for a Central Withholding Agreement; designed for nonresident entertainers and athletes.
• Certification of Academic Activity
  Used by a nonresident visitor when being paid by the University of Florida for “usual academic activity”.
• Check-Advice Cancellation Form
  This form must be completed by the University Payroll and Tax Services Department if a wage overpayment occurs due to employee termination.
• Cost Transfer Request: Payroll
  Used within Payroll Services when transferring a charge to a different cost center.
• Direct Deposit Authorization
  This form is for use ONLY by new employees at the University of Florida who are unable to complete the New Hire process through the GatorStart System.
• Emergency Check Request Form and Simulation
  This form is to be filled out by a department if one of their employees was not paid in a timely fashion.
• Employment Eligibility Verification (USCIS Form I-9)
  This form is used for verifying the identity and employment authorization of individuals hired for employment in the United States.
• Foreign National Tax Information Form (FNIF)
  Determines how much tax to withhold from payment to Foreign Nationals who are new to the University, new to a department, previously employed as a student assistant, had a change in Visa status, or a change in personnel office.
• Form SS-4
  Use this form to apply for an employer identification number (EIN).
• Former Employee Address Change Request Form
  Used by employees to have their current address changed to ensure they receive their W-2 in a timely fashion.
• IRS Form W-4, Employee’s Withholding Allowance Certificate
  Complete this form so that your employer can withhold the correct federal income tax from your pay.
• IRS Form W-8BEN for Individuals
  Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting (Individuals).
• IRS Form W-8BEN-E for Non-Individuals
  Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities).
• Name Change Request Form
  Complete this form to have your UF Business name changed in the system.
• On-Cycle Adjustments Form and Simulation
  Can only be completed by payroll processors, and the purpose of it is to request adjustments to an employee’s time that cannot be updated through Time and Labor.
• Payroll Distribution/Retro Request Form
  Submit if payroll edits relate to cross-college (between two different colleges with different first 2 digits of the dept id), or between departments within a college or for corrections to prior two fiscal years.
• Prior 90 Day Adjustment Form and Simulation
  Used by payroll processors to request adjustments to the employee’s time that cannot be updated by the department through Time and Labor.
• Professional Entertainer or Athlete Payment Form
  Complete this form before processing a payment to a professional entertainer or athlete.
• Request for Approval to Pay Moving Expense Form
  Complete this form to request a reimbursement for moving expenses.
• Sales Use Tax – Long Form
  Can record multiple discretionary taxes when recording departmental sales and use taxes.
• Sales Use Tax – Short Form
  Can only record state 6.0% sales tax plus Alachua County’s 0.5% surtax when recording departmental sales and use taxes.
• Superior Accomplishment Award – Check Request Form and Simulation
  Check request for staff members who contribute outstanding and meritorious service, efficiency and/or economy, or to the quality of life provided to students and employees.
• Twelve Month Payment Option Form
  Used to enroll in the twelve-month payment option.
• Wage Refund Calculation Request Form
  Must be filled out when an employee receives an overpayment that cannot be corrected via Reported Time.
• W-2 or 1042S Duplicate Request Form
  Complete this form to request a duplicate W-2 or 1042S.

Resources

• Applicable Tax Codes
  Guide to tax classes with descriptions.
• College-VP Area Level Office Staff List
  List of College/VP-level processors with colleges and college department IDs.
• Cost Transfers Involving Sponsored Projects
  Directive and procedures for cost transfers involving sponsored projects.
• Instructions to Import Payroll Calendar
  Step-by-step instructions on how to import a payroll calendar into Outlook.
• Overpayments and Underpayments
  List of most common causes of salary overpayments and underpayments and tools to avoid them.
• Payable Time Detail – Status of Pay
  Flowchart detailing the process of payable time, from needing approval to distribution. Also includes reasons for rejection by payroll.
• Paycheck Deduction Codes
  Table containing paycheck deduction codes and descriptions.
• Paycheck Earnings Codes
  Table containing paycheck earnings codes and descriptions.
• Payroll Calculator
  Used to assist with distribution calculations.
• Payroll Calendar Schedule
  Table containing pay period beginning and end dates, time and labor closing dates, and list of paydays.
• Prior Employees in Commitment Accounting Instruction Guide
  Guide to creating a distribution in the Department Budget Tables USA with prior employees.
• Quick Reference Guide for Processors
  Guide to various tasks in MyUFL including reviewing paychecks, reviewing payable time detail, viewing security roles, etc.
• Steps for Reviewing Payroll
  Step-by-step instructions for reviewing payroll.
• Time & Labor Fingertip Guide
  Guide to time & labor that includes steps for payroll paylist review, payable time detail flowchart, common causes of underpayments and overpayments, security roles, and a final pay checklist for terminating employees.
• Time Reporting Codes (TRC) by Workgroup
  List of TRCs sorted by workgroup with descriptions.
• Twelve-Month Payment Option Estimated Deduction Calculator
  Tool to assist in estimating the deduction amounts so the employee receives approximately equal net payments for twenty-four pay periods.
• UF Moving & Relocation Guide
  Guide for new UF employees detailing household relocation with a UF-appointed mover. Includes automobile transportation guidelines, a moving checklist, and other things to remember.
• Who Approved or Entered Time and When
  Step-by-step navigation to access Reported Time Audit and Payable Time Detail in MyUFL.