A Message from UAF Payroll:
UAF Payroll currently uses mornings to key payroll data for both UAF and Statewide employees. In order to allow for accurate and timely keying of this data, UAF Payroll will not take calls until 1PM daily.

If you experience a payroll emergency, please contact your department PPA (Personnel Payroll Assistant) and they will help you to resolve the issue. Alternatively, you may email our Payroll staff at the address below. They will research your concern, and get back with you as soon as they are able.

We do apologize for any inconvenience this change may cause, but hope that it allows us to better serve the UAF and Statewide communities as a whole.

UAF Payroll Group Email:
 
uaf-payroll@alaska.edu


Payroll Links for Employees:

Helpful Tax Information

UA Tax Form Contacts
Tax Information for Employees (IRS site)
1095-C Form Access via UAOnline
W-2 Form Access via UAOnline

W-2 and W-2c FAQ 
W-2 Form Explanation
W-4 Information (Federal Income Tax Withholding)


Upper Campus

 

Salary Schedules
UAF Pay Dates
Holidays at UAF
Compensation FAQs


Direct Deposit Information

UAF Payroll strongly suggests the use of direct deposit. To read about direct deposit at UA, follow these links below:

Direct Deposit at UA

Direct Deposite FAQs

Financial Institutions for Direct Deposit

Paychecks and Pay Stubs

All employees receive their first paycheck in paper form, due to the way payroll processes at UAF. The following link is a guide to reading your paycheck:

Paycheck Key

All employees can find their pay stubs and current pay information at UAOnline


Pay Stub Key

UA Online Pay Stub Guide


Annual Leave Cash-In Guidelines
Annual Leave cash-in opportunities differ between union and non-union employees. Select the option below which best matches your current employment situation to learn about how you can cash in your annual leave.

Non-Union Employee Guidelines

Revised February 7, 2016
The Annual Leave Cash-In program allows eligible NR and XR employees (at a grade 79 or below) to cash-in up to 40 hours of their annual leave one time per fiscal year at any time during the fiscal year (excluding the pay period that includes June 30).

NOTE: As of Feb. 7, 2016, the following employees are no longer eligible to accrue/cash-in annual leave:

  • Extended Temporary (NX, XX) employees

NOTE: As of Feb. 1, 2015, the following employees are no longer eligible to cash-in annual leave:

  • Regular or Term-Funded (XR, NR) employee at a grade 80 or above on the staff salary schedule
  • Extended Temporary (NX, XX) employee at a grade 80 or above on the staff salary schedule
  • Executive (EX) employee
  • Non-represented 12-month Faculty (FR) member

To cash in your annual leave, fill out this form and either bring it in, mail or fax it to our office.

Annual Leave Cash In Request Form


Frequently Asked Questions:
(From the Statewide Annual Leave Cash-In Guideline page)

Who is eligible to request a cash-in of their Annual Leave?

  • All regular and term-funded UA employees in a non-union, annual leave eligible position at a grade 79 or below in an NR or XR employee class are eligible to participate in the annual leave cash-in program.
    (Local 6070 members should refer to Annual Leave Cash-In Guidelines for Local 6070 Employees)
  • The annual leave cash-in can only occur in the requested pay period if the employee is working in a job that is annual leave eligible in that pay period.
  • The employee's job must be in active status (i.e., not in an off-contract or a leave without pay status) in the requested pay period.

How do I determine the Grade of my job assignment?

  • The (salary) grade for your current job assignment is available in UAOnline.
  • To view the grade, log in to UAOnline, select Employee Services, Current and Past Jobs, and then the title of your current job assignment. The last two digits in the Grade represent the current salary grade of your job.

Note: Updates to your assignment are listed by Effective Date and Personnel Date, with the most recent update listed first. Refer to the Personnel Date to determine the job assignment that is active for the pay period in which you want to request cash-in hours. Please note that the first date listed may be a future date, and not yet applicable to your current job assignment.

How much Annual Leave can I request and how often can I request it?

  • Eligible employees may request to cash-in up to 40 hours of their annual leave once per fiscal year (the fiscal year period for the program is defined as any pay period in which the payroll check/deposit is issued between July 1 and June 30).
  • The only pay period not available for cash-in is the pay period that includes June 30.
  • Employees must have 40 hours remaining in their annual leave bank after the cash-in hours are deducted.
  • The prior payroll period's annual leave balance will be used to determine the minimum 40 hour requirement and the maximum hours allowed to be cashed-in.

How do I make a request to cash-in my Annual Leave?

  • To request Annual Cash-In hours, complete an Annual Leave Cash-In Request Form, and submit the completed form directly to your regional Human Resources office no later than 5 p.m. on the last Friday of the pay period (pay day Friday).
  • Annual leave cash-in requests cannot be submitted via your web time sheet nor via a paper time sheet.
  • Your cashed-in leave should be included in your pay on the next regularly scheduled pay day (usually within two weeks).

How can I find my current Annual Leave hours balance?

  • To view your current annual leave hours balance, log in to UAOnline, select Employee Services, and then Time Off Current Balances and History.  Your annual leave hours are listed as "Vacation Leave."  The current number of hours is listed under the "Available Balance as of ...." column.

How can I review my current or prior Annual Leave cash-in requests?

  • To view cash-in hours paid in the current pay period, log in to UAOnline, select Employee Services, Pay Information, and then Pay Stub.  Select the appropriate calendar year, then Display, and then the appropriate Pay Stub Date. The cash-in hours will be listed under the Earnings section as "L- Annual Leave Cash-In."
  • To view hours paid in a previous fiscal year, log in to UAOnline, select Employee Services, Pay Information, and then Earnings History.  Select the appropriate fiscal year period (July of one calendar year to June of the next calendar year) and click Display. The cash-in hours will be listed under "L- Annual Leave Cash-In."  Select this text to view the month in which the hours were paid.

Additional Information:

  • Employees will not accrue additional leave (annual leave or sick leave) on the cashed-in hours.
  • Cash-in hours are not eligible for PERS, TRS, ORP, or UA Pension benefits.
  • Cash-in requests will only be processed in regular payroll runs.
  • Requests for annual leave cash-in cannot be submitted for a payroll period that has already been processed, a payroll adjustment run, or the pay period in which June 30 falls (usually the R14 pay period).
  • Cash-in hours that have already been processed and paid cannot be revoked.

Local 6070 Guidelines

The annual leave cash-in program for Local 6070 employees is effective through December 31, 2016, per Article 10.2.C. of the current collective bargaining agreement.

To cash in your annual leave, fill out this form and either bring it in, mail or fax it to our office.

Annual Leave Cash In Request Form


Frequently Asked Questions:
(From the Statewide Annual Leave Cash-In Guideline page)

Who is eligible to request a cash-in of their Annual Leave?

  • All Local 6070 employees in an annual leave eligible position are eligible to participate in the annual leave cash-in program effective January 1, 2004.
  • The annual leave cash-in can only occur in the requested pay period if the employee is working in a job that is annual leave eligible in that pay period.
  • The employee's job must be in active status (i.e., not in off-contract status or LWOP status) in the requested pay period.

How much Annual Leave can I request and how often can I request it?

  • Eligible employees may request to cash-in up to 40 hours of their annual leave in any pay period during each fiscal year.
  • There is no limit on the number of requests made during each fiscal year. The fiscal year period for the program is defined as any pay period in which the pay check/deposit is issued between July 1 and June 30.
  • Employees must have 40 hours remaining in their annual leave bank after the cash-in hours are deducted.
  • The prior payroll period's annual leave balance will be used to determine the minimum 40 hour requirement and the maximum hours allowed to be cashed-in.

When does the Annual Leave cash-in program take effect?

  • An eligible Local 6070 employee can make a request to cash-in their annual leave effective January 1, 2004.

How do I make a request to cash-in my Annual Leave?

  • To request Annual Cash-In hours, employees must record the total hours requested on their time sheet on a non-work day using earnings code 515 (L-Annual Leave Cash-In). Hours should not be entered on days where other work time is recorded or in daily increments.

How can I find my current Annual Leave hours balance?

  • To view your current annual leave hours balance, log in to UAOnline, select Employee Services, and then Time Off Current Balances and History.  Your annual leave hours are listed as "Vacation Leave."  The current number of hours is listed under the "Available Balance as of ...." column.

How can I review my current or prior Annual Leave cash-in requests?

  • To view cash-in hours paid in the current pay period, log in to UAOnline, select Employee Services, Pay Information, and then Pay Stub.  Select the appropriate calendar year, then Display, and then the appropriate Pay Stub Date. The cash-in hours will be listed under the Earnings section as "L- Annual Leave Cash-In."
  • To view hours paid in a previous pay period, log in to UAOnline, select Employee Services, Pay Information, and then Earnings History.  Select the appropriate fiscal year period (July of one calendar year to June of the next calendar year) and click Display. The cash-in hours will be listed under "L- Annual Leave Cash-In."  Select this text to view the month in which the hours were paid.

Additional Information:

  • Employees will not accrue additional leave on the cashed-in hours.
  • The cash-in hours are not eligible for PERS, TRS, ORP, or UA Pension benefits.
  • The cash-in requests are to be processed in regular payroll runs only.
  • Requests for cash-in hours cannot be submitted for a payroll period that has already been processed or through a revised timesheet submission.
  • Cash-in hours that have already been processed and paid cannot be revoked.

UA Total Compensation Information

Follow this link to see Statewide's breakdown of this information:  

Total Compensation Overview

Total compensation shows an employee’s salary combined with what UA, as the employer, pays for various benefits.

Employment Verification

i2Verify logoUA now uses the company i2Verify to provide employment verification services.

i2Verify is able to provide employment verification immediately, and gives you, the employee, access to see all your employment information, see who has requested and accessed your employment information, and allows you to provide input as to who can access your information and for what reason. You can create an account, access your information, directly print simplified or detailed employment letters and restrict access to your information all from your dashboard. 

To start this process, simply go to i2Verify.com or call them directly at (888) 458-6319.

Note: i2Verify cannot complete verifications for the purpose of retirement benefits, unemployment insurance or public assistance claims. For all of these requests, please contact our office directly.

Jury Duty

At the University of Alaska, Fairbanks:

"In order that university employees may fulfill their civic responsibility as jurors or subpoenaed witnesses, regular employees are granted leave of absence with pay for these purposes. It is the responsibility of the employee to keep her/his supervisor or department head informed of the anticipated time to be spent away from the job for this purpose.

Any pay received by regular employees from a court system must be promptly submitted by the employee to the university to offset part of the cost of such absences. Temporary employees receive leave without pay and may retain the payment from the court."

Read more at Statewide's UA Benefits Page.


Payroll Links for Administrative Users and PPAs:

Time Sheet Procedures & How To's

Exempt Time Sheet Printing Procedures
How to Print Time Sheets
Labor Account Codes

Time Sheet Examples

Exempt Employees
FML - Intermittent with Sick Leave
FML – Continuous
Worker's Compensation Leave

Non-Exempt Employees

FML - Intermittent with Sick Leave
FML – Continuous
Worker's Compensation Leave
Overtime
Holiday Leave
Work Hours on a Holiday
Holiday Leave & Annual Leave
Holiday Leave - Flex Schedule

Forms & Templates

Time Sheet Exempt Enterable
Time Sheet Exempt PDF
Time Sheet Non-Exempt Enterable
Time Sheet Non-Exempt PDF
W4 Form

Employee Recognition

Employee Recognition Policy
Formal Recognition Form
Informal Recognition Form

Supplemental Pay

All forms must be printed on the requesting department's letterhead.

Award Payment
Bonus UNAC F9
Bonus Other
Flat Fee Payment
Honorarium

Web Time Entry

Annual Leave Cash-In

Annual Leave Cash-In L6070
Annual Leave Cash-In Non-Union

Taxable Benefits

Taxable Benefit Memo
Personal Use of UA Vehicle
Taxable Tuition Memo
Taxable Housing Determination Form 

Misc. Taxable Benefit
Relocation Allowance

Vista Plus

Vista Plus
Vista Plus User's Guide
Vista Plus Procedures

BoR Reg. 05-02: Finance & Business Management

Compliance Reporting Regulations
Payroll Requirements for Honorariums
Employee Bonuses, Honorarium & Flat Fee Procedures

US Department of Labor Non-Exempt Hours Worked Advisor


Employment Definitions BOR R04.05.020.

D.  Fair Labor Standards Act and Alaska Wage and Hour Law Criteria

  1. Nonexempt Employment
    1. Employees in nonexempt categories will be compensated on an hourly basis, rather than salary, and will be eligible for overtime pay for hours worked in excess of 40 per work week, as approved in advance by the employee's immediate supervisor, unless otherwise excepted by the Fair Labor Standards Act and/or the Alaska Wage and Hour Laws. Hours worked excludes all leave and holiday hours.
    2. Nonexempt employees will not be eligible for compensatory time-off in lieu of overtime pay. This regulation does not prohibit the arrangement of flexible working schedules for employees which do not exceed 40 hours in any work week.
    3. Nonexempt employees are required to submit timesheets for all hours.
  2. Exempt Employment
    1. Employees in exempt categories will be compensated by salary, rather than hourly rates of pay, and will not be eligible for overtime pay.
    2. Exempt employees are not required by federal or state law to submit timesheets for pay purposes; however, they may be required to do so by the supervisor or department head and must always submit timesheets when using leave hours during the pay period in question.

                                                                                                                                          (06-20-97)


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