Payroll Office

Contact the Office of Total Rewards at (585) 275-2084. Union members should contact their union representative for assistance.

When gross pay is insufficient to cover all deductions in a pay period, a deduction priority schedule is applied.

FSA and HSA deductions self-adjust to ensure the full annual amount is withheld.

Other deductions, such as parking, health, and dental insurance, may go into arrears and will be withheld from future paychecks.

Contact your union for the appropriate form.

Contact the Parking office at (585) 275-4524 or parking@rochester.edu.

The University uses The Work Number, an automated service that allows you to provide proof of employment or income. It is widely accepted by mortgage lenders, banks, apartment complexes, and other organizations.

• The service is available 24 hours a day, 7 days a week.
• Call 1-800-367-5690
• Use employer code 11968

Contact HR Records at (585) 275-7031.

Sprintax Calculus is a tool that helps international faculty, staff, and students remain compliant with IRS regulations. It helps individuals determine their tax residency status and eligibility for tax treaty benefits.

To register for Sprintax, email fnpayroll@ur.rochester.edu to request an activation link. Once registered, you can access your account at https://tds.sprintax.com/uni/login/.

Yes, however, once you receive your SSN, you must provide it to ISO or the Registrar’s Office and update your Sprintax record.

You must update your status in Sprintax and submit an updated tax summary along with any required documentation to the Payroll Office. Contact fnpayroll@ur.rochester.edu with questions.

If you are from a country without a tax treaty with the United States, the IRS requires 14% federal tax withholding.

A wage garnishment is a legal order requiring an employer to withhold a portion of an employee’s earnings to pay a debt.

Common garnishments include child support, marital support, student loans, tax levies, and wage assignments issued on behalf of a creditor.

Garnishments are deducted each pay period until the obligation is satisfied or the University is notified to stop withholding.

Contact the Payroll Office at (585) 275-2040 or the agency listed on your garnishment notice.

When a legal holiday falls on a weekend, the University observes it on the nearest weekday as a University fixed holiday. Holiday pay applies only to the officially observed day.

Holiday Worked Premium is additional compensation provided to eligible employees who work on an officially observed University holiday.

Eligibility depends on employment status and classification. Employees should consult their department or Payroll with specific eligibility questions.

Employees are paid according to the established payroll schedule for their employee classification (weekly, biweekly, or monthly).

On-cycle checks are processed during the regular payroll schedule. Off-cycle checks are processed outside the normal payroll cycle when necessary.

Direct deposit information can be entered or updated through Workday Self Service. If you are unable to update direct deposit, contact Payroll for assistance.

Final pay is issued during the normal payroll cycle following your last day worked. If eligible, vacation or PTO payout will be processed in the pay period after separation, provided paperwork is submitted on time.

Instructions are available in the Payroll Accounting Adjustment Quick Reference Guide.

Tax withholding elections can be updated in HRMS Self Service. Changes will take effect in the next available payroll cycle.

Under federal law, a domestic partner is not considered a spouse. The University’s contribution toward a domestic partner’s coverage is treated as taxable income and subject to federal and FICA taxes.

Tax withholding is based on your Form W-4 elections, marital status, additional withholding selections, and applicable federal, state, and local tax regulations.

These are income reporting forms that employers and payers are required to issue to report income and any taxes withheld to you and the Internal Revenue Service (IRS). The IRS uses this information to compare it with your tax return and ensure income is reported accurately. Each form reports different types of income:

Form W-2
Reports taxable wages for U.S. citizens, resident aliens, and nonresident aliens. It also includes Social Security and Medicare wages and taxes used by the Social Security Administration to determine future benefits.

Questions should be directed to Payroll at (585) 275-2040.

Form 1042-S
Reports income other than taxable wages paid to nonresident aliens. The Income Code (IC) identifies the type of income reported, such as:

16 – Scholarship or fellowship

18 – Compensation for dependent personal services

19 – Compensation for teaching or research

20 – Compensation during studying or training

54 – Other income (awards or prizes)

Questions should be directed to Payroll at (585) 275-2040.

Form 1099-MISC
Reports certain types of payments, including non-employee compensation.

Questions should be directed to the Accounts Payable Office at (585) 275-3483.

Form 1095-C
Related to the Affordable Care Act (ACA), this form certifies the months during which you were offered or received health coverage under the University’s benefit plan.

Questions should be directed to the Total Rewards Office at (585) 275-2084.

Form 1098-T reports qualified tuition, scholarships, and related expenses for purposes of the Hope and Lifetime Learning Credits. Nonresident aliens are not eligible for these credits, even if they receive a Form 1098-T.

Although the IRS does not require Form 1098-T for nonresidents, educational institutions may issue it to all students for administrative consistency. Resident aliens are eligible for education credits under the same rules as U.S. citizens.

For additional information, refer to IRS Publication 970.

Questions should be directed to the Bursar’s Office at (585) 275-3931.

No, your W-2 reflects taxable earnings, while paycheck stubs show total earnings. To reconcile the difference, subtract non-taxable deductions such as:

• Parking deductions
• HSA contributions
• Medical and dental deductions
• Flexible Spending Account (FSA) deductions
• Dependent care deductions
• Retirement contributions (403(b), 457)

These deductions are detailed in Boxes 12, 13, and 14 of your W-2.

Yes, nonresident aliens who qualify for a tax treaty exemption and have completed the required paperwork will receive a Form 1042-S reporting treaty-exempt earnings. This form is required to complete your income tax return.

Forms 1042-S are mailed by March 15.