Payroll & Benefits

Spring F.A.S.T. (Faculty and Staff) Meal Plans & Payroll Deduction

FAST Meal Plan options using payroll deduction for Spring 2018 has arrived.  This opportunity is open through February 9, 2018 for post-tax deductions from your payroll starting March 1st.

Please complete the form found here: FAST Meal Plan Deduction Request – to enroll in a meal plan.

Some details you might like to know about as you decide to enroll in a plan:

  • Chartwells is again sponsoring $50 in FAST Points for all FAST 75 plans (they are also sponsoring $25 and $15 on the FAST 50 and Fast 200 plans respectively)
  • All new FAST 75 Plans include a mug for free refills of coffee and soda through May 10, 2018
  • All previous FAST 75 Plan customers who purchase a FAST 50 or FAST 75 plan will receive a mug for free refills of coffee and soda through May 10, 2018
  • If you were a previous FAST 75 Plan holder, you can reuse your old mug and save $10 on the FAST 75 plan or FAST 50 plan
  • Reusable To-Go containers are available for all plan holders so you can create your own “Takeout” meal from the Marketplace inside Leona Cloud Commons

Please contact either Rick Warpinski at or Tammy Olp at with any questions.

W-2 (Wage & Tax Statements) Now Available Online; to be Mailed by January 31, 2018

The 2017 W-2 Wage and Tax Statements are now available online in the MyUW Portal.  Launch the Payroll Information module and click on the Tax Statements tab. Paper copies of the W-2 will be mailed via U.S. mail by January 31, 2018.

A printed W-2 from the portal is a valid document for tax filing. However, employees filing a W-2 printed from the portal, must write their Social Security or Individual Tax Payer Identification number in the “a” field at the top of each Form W-2 section. Social Security and Tax Payer Identification numbers were removed from the online W-2 statements to increase the security of sensitive online information.

Some employees will also receive additional tax forms from the University (Examples: 1095-C, 1042-S, Fellowship/Scholarship Letter).

  • The 1095-C Form will be mailed via U.S. mail to employees in early February and available on the portal by mid-February. All UW employees who were full-time for some or all months of 2017 will have a 1095-C to document that health insurance coverage was offered to them. Employees will need the 1095-C as part of their documentation requirement when filing 2017 taxes.
  • The 1042-S Forms will be available by March 1, 2018 in the Glacier Online Tax Compliance System for those who chose the option of electronic delivery; others will have them mailed to their home address. The 1042-S Forms will be posted on the portal after March 17.
  • The Fellowship/Scholarship Letter will be mailed to the employee’s home address.

Filing Your Taxes

Employees should use their W-2 Form, not their final 2017 earnings statement, to file taxes. Some employees have had adjustments made to their 2017 taxable earnings since the last 2017 payroll was paid. These employees may have an additional earnings statement generated reflecting these adjustments. These adjustments will already be reflected on the W-2 Form that the employee receives.

The Internal Revenue Service (IRS) will begin accepting returns on January 29, 2018 for the 2017 tax filing season. Employees may want to consider filing their return as soon as all necessary tax forms are received to minimize the chance of a fraudulent return being processed using their Social Security number, or Individual Tax Payer Identification number. More information is available on the IRS website.

Additional Resources: W-2 ExplanationW-2 Overview and Earnings Statement Comparison

Contact Payroll at or (920) 465-2390 with any questions.

Source: UW Service Center

HR System Issues on Tuesday, January 2nd

There are HR system issues the morning of Tuesday, January 2nd which are preventing employees from accessing their timesheet, earnings statements, absence requests, and web clock.  We apologize for the inconvenience.  The UW-Service Center is aware of this system-wide issue, and are working to fix it.  In the mean time, please manually record your time worked.  We will update this post as new information is received.

UPDATE: We were notified at 9:24 a.m. on January 2nd that the My UW System Portal issues have been resolved.  If you are still experiencing any issues, please clear your cache and cookies and restart your browser (instructions:  Please contact us at or ext. 2390 if you have any questions.

Prescription changes for 2018

State health insurance program participants: Just a reminder of the following changes to prescription benefits for 2018:Prescription

  • CVS Pharmacy (including Target) and certain out-of-state pharmacies will no longer be in-network
  • Certain over-the-counter medications will no longer be covered (such as steroid nasal sprays (Flonase®) and medication to treat heartburn (Prilosec®))
  • Lumicera and UW Specialty Pharmacy are replacing Diplomat Specialty Pharmacy as the preferred specialty pharmacy. Level 4 preferred drugs (specialty medications) must be filled at one of these pharmacies.
  • Serve You is replacing WellDyneRx as the mail order pharmacy. Navitus mailed information to affected members, and we would need to register with Serve You DirectRX Pharmacy Mail Service by calling them at 1-800-481-4940.  (Prescriptions that still have refills available will transfer over.)
  • New discount drug list– Prescriptions that are not covered by the pharmacy benefit may be available at a discounted rate. This may include drugs for infertility, weight loss, cosmetic or other lifestyle needs as prescribed by your doctor.
  • Find in-network pharmacies and formulary lists on the Navitus website, or call Navitus at 1-866-333-2757 with questions.

New Health Insurance ID Cards

SGHcardState group health insurance program participants: Watch your mail if you changed health plans – your new health insurance ID card will be arriving at your home soon from the health plan you chose during the Annual Benefits Enrollment period. If you did not change health plans, you can continue using your same health insurance ID card. Before seeing your health care providers in 2018, check to make sure they are in-network by visiting your health plan’s online provider directory (Wisconsin map with health care provider directories:  Please contact us at if you have any questions.

Student Employee Hours Limit Change

As a reminder, the student employee hours limit changes to 40 hours per week starting December 17, 2017, and returns to 25 hours per week on January 7, 2018.  The hours limit is in place to make sure we are in compliance with the Patient Protection and Affordable Care Act (ACA).  Please review the Student Bi-Weekly Payroll Schedule at:

If you have any questions about this, please contact Human Resources at or ext. 2203.

SECC- Final Days to Give!



To those of you who have already given, congratulations we are nearly to our 2017 goal!  If you haven’t had the chance to participate there is no better time than now!  We are nearly to our goal and with just a $1 a pay period contribution you can help ensure we meet that goal by the end of the month!  Remember the campaign ends on November 30th so there is only one day left to give!    Donate Today, Don’t Delay!

If every person eligible to participate in the campaign donated just $1 a pay check for a year we would raise over $698,000!  While $1 a pay period may not seem like a lot to you, collectively it can mean a world of difference to those in need!

The SECC Statewide is a workplace giving campaign that offers you the opportunity to donate to one or more of the more than 400 charities that participate via payroll contribution, check or cash.  Giving through your work place is as easy as ever!


Not sure how much to give?  See below for what $1 a pay check can do:

  • $1 a pay check provides an individual diagnosed with Type 2 Diabetes with a cookbook to help them learn what and how to eat to manage everyday living. (Community Health Charities of Wisconsin)
  • $1 a pay check pays for a low-income family’s membership in our CSWA through our Food-to-Share fund. (Community Shares)
  • $1 a pay check provides a set of guidebooks and hiking trail maps for the more than 30 public preserves for the use of school groups during their visits. (EarthShare Wisconsin)


Again, it’s quick and simple!  I encourage you to log in and consider making a contribution because every dollar really does make a difference.

The campaign runs through November 30th.  If you have questions or would prefer paper materials, please call 608.256.1066.

To make your pledge online (please note, the online tool is only for state employees who work outside Dane or Milwaukee counties):

  • Go to
  • Click on the link for State employees
  • To register click on ‘Yes’ under “Is this your first time logging into this system?” (if you used the system last year, please click on ‘No’ and use your username and password from last year).
  • Choose your department and fill out the information to register.
  • Follow the instructions on the website to complete your pledge.
  • If you would like to give via cash or check or would prefer paper materials, please call 608.256.1066.

HR System Maintenance on Sunday, December 3rd

Employees will not have access to their online timesheet, earnings statements and other related documents and services during a UW Human Resources System (HRS) outage that will occur on Sunday, December 3rd from 6:00 a.m. to Noon.  This outage is due to system maintenance.  The following self-service features that employees access through the My UW System portal will be unavailable during this outage:

  • Online timesheet
  • Absence reporting
  • Updates to personal information
  • Access to electronic earnings statements, tax statements (W-2, 1042-S, etc.), leave statements and other HR, Payroll and Benefits documents

This HRS outage will also affect currently posted recruitments, as applicants will not be able to get into TAM (Talent Acquisition Manager) to apply for positions during this time on Sunday morning.

Please contact Human Resources at or ext. 2390 if you have any questions.