Office of ControllerUniversity of CincinnatiOffice of ControllerDivision of Administration and Finance

Office of Controller

Frequently Asked Questions about Payroll

Payroll FAQs

Is my off-cycle check ready?

Your check will be mailed to your home.  Review your paystub by using the Employee Self Service (ESS) module in UCFlex.

How do I sign up for Direct Deposit?

Use the Employee Self Service (ESS) module in UCFlex.

How long does it take for my Direct Deposit to start?

Your Direct Deposit will begin on the first payroll run after the Direct Deposit information is entered.

How will paper paychecks now be distributed?

All paper paychecks, both regular and off-cycle, will be mailed on payday to your home address of record.

What does the letter "R" mean on my pay stub?

This is a retroactive calculation due to the timing of processing data.

How does someone repay an overpayment to UC by using a personal check?

Please contact Mary Figgs in Payroll at 513-556-4810.

My pay check was lost or stolen.  How do I request a stop payment?

Go to the Stop Payment Request Form web page, and enter all of the necessary information.

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How do I add or change my Direct Deposit information?

Use the Employee Self Service (ESS) module in UCFlex.

Can you please help me understand how to read my pay stub?

See our Guide to Your New Pay Statement.

How much sick time and/or vacation time do I have?

These amounts are located near the bottom of your most recent pay stub.  You can access a copy of your pay stubs in the Employee Self Service (ESS) module in UCFlex.

How can I verify my sick time and/or vacation time balances, if I believe they are incorrect on my pay stub?

Please contact your department's Business Administrator, who should first compare your pay stub with their records.  If they have questions, they can contact the Human Resources Service Center.

Where can I find Direct Deposit forms?

You should enter your Direct Deposit information using the Employee Self Service (ESS) module in UCFlex.  Alternatively, you can obtain a printable Direct Deposit form.

I believe my pay check is for an incorrect amount.  How can I verify whether it is correct?

Please contact your department's Business Administrator, who should first compare your pay stub with their records.  If they have questions, they can contact the Payroll phone tree at 513-556-2451.

I am an international visitor.  Have you received my Form 8233 yet?

Please contact Linda Schrott in our Payroll Operations office, at 513-556-2465.

I believe I should be exempt from having Medicare tax withheld.  With whom should I speak?

Please contact Linda Schrott in our Payroll Operations office, at 513-556-2465.

What are the procedures for stopping a payment?

Stop payments will not be placed until 4 workdays after the pay date.  You must complete a Stop Payment Request Form.  We encourage you to sign up for Direct Deposit if you need to request a stop payment.  Verification of your address is required.  Replacement checks will be mailed to your home address of record.

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Payroll Tax FAQs

How do I get a copy of my Form W-2?

You may request a duplicate copy of your Form W-2.  Please indicate whether you prefer that we mail your Form W-2 to your current address, or hold it for you to pick up at our Human Resources office (University Hall, room 340).

Why are some of the amounts reported on my Form W-2 different from the year-to-date amounts shown on my last pay stub for the year?

Several items may cause your taxable wages reported on your Form W-2 to differ from your year-end gross wages.  Items that lower your taxable wages include pre-tax deductions, such as health insurance, tax-deferred savings plans, parking and other benefits.  Items that increase your taxable wages include but are not limited to group term life insurance, taxable tuition remission benefits, and personal use of University-owned vehicles or assets.

What does "EE GTLI" mean on my pay stub?

This stands for Employee Group Term Life Insurance, and represents your taxable income attributable to the premiums paid by UC for the portion of your life insurance coverage in excess of $50,000.

I am married, but my check stub shows Married for federal income tax withholding and Not Relevant for state income tax withholding.  Why?

Ohio uses one set of withholding rates that apply to everyone, regardless of their marital status.  All UC employees are coded as Single for Ohio withholding purposes.

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I have an additional tax amount withheld from each pay check, but my pay stub seems to indicate it was only withheld one time.  How can I verify this?

Federal income tax withholding is displayed on two lines of the pay stub.  The first line shows your marital status, number of withholding allowances, and additional amount, if applicable.  The second line shows the Current and the Year-to-Date amounts withheld.

I live outside Ohio, but I am having Ohio taxes withheld.  Can I have only taxes withheld for my home state?

Yes, if you live in Indiana or Kentucky, you can have only your home state's taxes withheld.  To do so, sign into ESS and change your state taxes to those for your home state.

I live in a city outside Cincinnati, but I am not having any of my home city's taxes withheld.  Should I change that?

Not all cities have a resident tax, and some that do have a 100% credit for someone paying taxes for the city in which they work.  Our Data Operations section can verify the locality in which you are liable for tax.  Please contact our Human Resources Service Center at (513) 556-6381.

I am not having any federal income tax withheld from my pay check.  Why?

This may be because your total earnings are below the withholding threshold, or because you claimed a large number of withholding allowances on your Form W-4.  You can adjust the amount of federal income tax we withhold from your pay checks by submitting a new Form W-4 through ESS.

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KRONOS FAQs

What do I do if:

  • I am locked out of KRONOS?
  • I cannot clock into KRONOS?
  • I need a sign-off removed from KRONOS?
  • KRONOS is up but I have a blue screen?

Contact the Payroll phone tree at 513-556-2451

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