Payroll and Benefits

Payroll and Benefits Contacts

Char Horsfall, 608.262.5927, Room 1120

  • Post-degree-completion employees (formerly Employees-in-training)
  • Academic staff
  • Faculty
  • Effort
  • Visas
  • Notary services
  • Short-term academic staff
  • University staff
  • Limited-term employees (LTEs)
  • Graduate students
  • Student hourlies

Additional information:

Please note that all forms should be typed rather than handwritten.
 

Information for International Students and Staff

All foreign national employees receiving funds through UW-Madison payroll must provide their visa/immigration history through Glacier. Following their entry into Glacier, international students and staff must deliver all Glacier-generated reports and tax treaty forms, along with their immigration document photocopies, to their payroll person, who is identified by Glacier. Employees can request a Glacier account by sending an email to the Service Center at servicecenter@sc.wisc.edu This email should include your full legal name, date of birth, and email address. In your email, please also indicate whether you're paid monthly or biweekly. For more information, please visit the International Student Services (ISS) website.

What is Glacier?

UW-Madison uses Glacier to ensure that we are taxing foreign nationals correctly. More information on Glacier and instructions on how to use it are available at http://www.ohr.wisc.edu/benefits/pay/foreign-nationals.aspx#overview.

F-1, J-1, and other status end date changes

If you are in the U.S. on F-1 status, you need to speak with International Student Services (ISS). If you are here on F-1 OPT, you will need to contact your sponsoring institution.

If you are in the U.S. on J-1 status, you need to talk to Pat Egan (patrick.egan@wisc.edu)

If you are here on a status other than an F-1 or a J-1, please talk to Pat Egan to learn how to seek an extension.

After you receive an extension, please bring your new documents to your payroll person in the Chemistry Business Office so that we can update your I-9 Employment verification. If you hold a paid position, you will also need to update your Glacier account.

Hour cap for international student employees

International students may only work 20 hours per week while classes are in session. During breaks (summer ,spring break, holiday break) you may work more than 40 hours.
 

Common Benefits Changes
 

Changing your home or work address

Go to My UW, then select Work Record > Personal Information > Update My Personal Information at the bottom. To update your work address, please contact your payroll person in the Chemistry Business Office.

If you have benefits, you will need to updated your address with your health insurance as well. Please see Char with any questions.

Adding a child to insurance

Please be sure to see your payroll person as soon as you can after birth, adoption, or gaining custody of a foster child. You can only add new dependents to your insurance within 30 days after a birth, adoption, or custody change. More information: http://www.ohr.wisc.edu/benefits/life-events.aspx.

Adding a spouse to insurance

Please be sure to see your payroll person as soon as you can after your marriage. You only have 30 days after the marriage during which you can add new dependents to your insurance. More information: http://www.ohr.wisc.edu/benefits/life-events.aspx

Changing your name

To change your name, please complete the form at http://www.ohr.wisc.edu/benefits/docs/pay-employee-information-uw1035.pdf and return it to your payroll person in the Chemistry Business Office.

Changing direct deposit information

Complete the direct deposit form at https://uwservice.wisconsin.edu/docs/forms/pay-direct-deposit.pdf and return it to your payroll person in the Chemistry Business Office. This can be done at any time throughout the year.

Changing tax withholding information (W-4)

Download the W-4 form at https://uwservice.wisconsin.edu/docs/forms/pay-employee-withholding.pdf. Complete the form and return it to your payroll person in the Chemistry Business Office. This can be done at any time throughout the year.
 
 

Pay Schedules

Depending on your employee classification, you will be paid once a month or bi-weekly. Student hourlies and university staff are paid bi-weekly. Faculty, academic staff, and graduate assistants are paid monthly.

2016 Calendar https://uwservice.wisconsin.edu/docs/publications/pay-uncl-bw-calendars-2016.pdf