Payroll is responsible for the timely and accurate payment of salaries, wages and withholdings for all University of Delaware employees.
We currently operate on both a bi-weekly and semi-monthly schedule paying approximately 8,500 employees a month. We are also responsible for the creation and distribution the W2, 1042S and 1095 year end forms.
Electronic Federal W-2 Forms
Employees may now elect to receive their 2020 W-2 forms electronically. Employers must comply with specific IRS regulations to use electronic W-2's and must provide their consent to receive an electronic W-2 instead of a paper copy. W-2 Consent Form
The benefits of receiving electronic W-2 statement include:
- Quick and easy access to your online W-2 through Web Views.
- Earlier access than the traditional paper process.
- Eliminates the chance that the W‐2 statement will get lost, protecting your sensitive information from theft or delay.
- Support of the University of Delaware Green Sustainability Initiative.
- Reduce the University’s costs of printing and mailing individual forms.
- W-2 statements will remain online for multiple years.
If you do not take action, your W-2 form will be printed and mailed to your home address during the last week of January. Please confirm that your home address is correct in the HR system by going to the Employee Demographic Data Web View. If you have any questions regarding this notice or your W-2 Statement, contact the Payroll Department.
Pay Stub View Changes New
In support of the new 2020 Federal W-4 Form, the Federal and State Tax sections of the Pay Stub View have been modified to display the employee's current W-4 elections. Learn More
Notice to Non-Delaware Resident Employees
Employees working remotely outside of the State of Delaware should review their state tax withholdings and consult with their tax advisor to determine if they need to update their W4 Form. Delaware nonresidents working remotely may be over withholding their Delaware State taxes but owe more taxes to their home state, and might not be eligible for state income tax credit paid to Delaware on the salary paid during that period. In that case, they will need to increase their home state withholdings (this option is available for MD & PA residents) or pay the taxes directly to the home state. They can use Schedule W, with their Delaware Nonresident Tax Return, to claim an allowance equivalent to the ratio of days worked outside of the State versus the total number of Delaware sourced employment working days.
Employees can adjust their DE State withholdings by completing the Online W4 form . Employees residing and working in the State of Maryland or Pennsylvania can use the same form to adjust those State’s tax withholdings.
Note: The University cannot give tax advice to individuals. Every Employee’s income tax situation is different and unique. Please consult with your tax advisor before making any changes to your federal and/ or state income tax withholdings.
UD WorkForce is Live!
Starting 09/06/2020 employees should use UD Workforce for Time and Attendance (clock in & out) and Leave Management (Time Off Requests -TORs).
Note: For the pay period 08/23/20 - 09/05/20, Managers and Timekeepers should use UDTime to review and approve hours.
Payroll Social Security Tax Withholding Deferral
At this time, the University of Delaware will not be participating in the employee social security tax withholding deferral as outline in the President’s August 8th executive order. Taxes will be withheld and deposited to the IRS as usual. This decision was made taking into accounts the limited guidance provided, the requirement to repay the deferred taxes (and the small likelihood of forgiveness), and the limited time provided to make the necessary system changes to provide this option. Please note that we are still monitoring the situation and will provide our employees with additional information as it becomes available.
Payroll & HR Systems Forum
Temporary TOR Template
Timekeepers can use this TOR Template to track employees' time off requests during the transition period to the system.
Overviews and Training by roles are now available on the UD Workforce website. Learn more.
COVID19 Pandemic Pay Protocol
Information on how some payments should be processed during the COVID19 Pandemic Pay Protocol period. Learn more.
Blank Timesheets For Non-Exempt Employees
Blank Timesheets For Non-Exempt Employees is now available on the payroll forms page. Learn more.
Sneak peek at the new Time Off Request (TOR) System. Learn more.
The University’s Payroll Office is currently working remotely and limiting the processing of physical checks to extenuating circumstances. If approved, these checks will be printed once a month during this period. We are urging all Grandfathered employees receiving paper checks to sign up for direct deposit.