Payroll Services 

Payroll Services is responsible for processing all payroll for biweekly and monthly-paid employees including the management of all withholdings and deductions as required by federal, state, and local government. The members of Payroll Services accurately compensate the workforce in a timely manner while providing efficient and reliable reporting to internal and external stakeholders. This is achieved by serving as an advocate for all employees, developing partnerships with departments and approaching the dynamic institutional environment in a proactive manner while utilizing transparent seamless processes to exceed the expectations of the workforce.

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Contacts

PR Contacts

UTMB Finance - Payroll Services


Email: payroll.services@utmb.edu
Phone: (409) 747-8078
Fax: (409) 747-7904
Mail Route: 0921

Resources & Links

Employee Resources

PR Employee Resources

  • PeopleSoft Employee Self-Service

    The PeopleSoft Employee Self-Service system provides employees with various payroll-related tools. 

    Employee Self-Service

  • KRONOS Website

    The KRONOS system is used to track employee time and attendance. 

    KRONOS Website

    KRONOS Training & FAQs

  • IHOP: Policies and Procedures

    The University of Texas Medical Branch at Galveston (UTMB) Institutional Handbook of Operating Procedures (IHOP) contains official policies and procedures for the governance of UTMB and provides its guiding principles.

    IHOP: Policies and Procedures

  • New / Rehired Employees

    Welcome to UTMB Health! Please visit our Human Resources website for additional information regarding employment and benefits. 

  • Retirees/Retiring Employees

    To those employees retiring, congratulations and we appreciate your years of service and dedication in reaching this milestone. Please see the below links for more information:

  • Separating Employees

    Human Resources website

    Biweekly Employees: Employees receiving their pay by direct deposit will receive their accrual pay out by direct deposit processed with the current Pay Period. Separating employees may expect their final pay stub via USPS to the current home address listed within the PeopleSoft HCM System. 

    Monthly Employees: Monthly employees separating may expect to receive their check including final pay for vacation accruals on the fist working day of the month. Employees receiving their pay by direct deposit will receive their accrual pay out by direct deposit processed with the current Pay period. Separating employees may expect their final pay stub via USPS to the current home address listed within the PeopleSoft HCM System.

  • Prizes, Gifts, or Awards

    Prizes, gifts, or awards, when given to employees, are generally subject to Federal Income, Social Security, and Medicare tax withholding. The Internal Revenue Code states that when prizes, gifts, or awards are given to employees, the value of the item represents taxable income to the employee unless the item is considered "de minimis." Failure to comply with the intent of the Internal Revenue Code could result in UTMB incurring substantial tax and penalty assessments in the event of an IRS audit.

    The IRS defines "de minimis" as follows:

    • The value of the item is nominal; and
    • Accounting for the item would be administratively impracticable; and
    • The item is furnished for the purpose of promoting health, good will, contentment, or the efficiency of employees.

    To ensure institutional consistency and compliance with the intent of the Internal Revenue Code, the following are the guidelines that should be applied:

    • Cash and Gift Certificates: prizes, gifts, and awards in the form of cash or gift certificates, regardless of the dollar value, will be considered taxable income to the employee.
    • Tangible Propertyprizes, gifts, and awards in the form of tangible property such as flowers, trophies, plaques, artwork, etc. will be considered taxable if the value of the item is greater than $100.

    Exception: Non-cash awards given to an employee for length of service or safety achievement are excluded from taxation up to $400 per calendar year. To be excluded from taxation the award must be given as part of a meaningful presentation and under circumstances indicating that it is not a disguised form of compensation. Length-of-service awards are not exempted from taxation if the employee has been with UTMB for less than five years or has received an award during the current or preceding four years. Safety achievement awards can apply only to jobs involving substantial safety risk and can be given to no more than 10% of employees.

    Exception: Non-cash tangible awards, such as plaques and trophies, that are presented at graduation and other special ceremonies recognizing academic achievement, will not be taxed if the value is less than or equal to $250.

    Please contact your Payroll Services representative if you have any questions in the application of the above guidelines and to receive guidance on how to submit request for payment if the item is taxable.

  • Parking Resources

    For information on starting, changing, or cancelling a parking contract, please visit the UTMB Parking Facilities website.

    UTMB Parking Facilities

  • Human Resources - myPTO Program

    More information on UTMB's myPTO Program.

Employee FAQs

PR Employee Resources

Manager & Timekeeper Resources

PR Manager & Timekeeper Resources

PR Emergency Operations & Timekeeping


Payroll Deadlines & Schedules

PR Schedules & Deadlines

Paycheck & Direct Deposit Information

PR Paycheck & Direct Deposit Information

  • Viewing Paycheck Stub via Employee Self-Service

    Employee's may view and print their paycheck stub within the PeopleSoft Employee Self Service application. The information on the paystub includes how much was paid on your behalf in taxes, how much was deducted for benefits, and the total amount that was paid to you after taxes and deductions were taken out of your paycheck. Please see the link below for more information:

    Paycheck Stub View Explained

  • Direct Deposit

    What is direct deposit? A Direct Deposit Authorization permits UTMB to send an electronic funds transfer of employee's pay to their checking or savings account in an easy, convenient, safe and secure way.

    All categories of employees should enroll in Direct Deposit using Employee Self-Service.

    • New Hires
    • Rehires: If you are returning to UTMB, you must re-enroll in direct deposit. Your previous direct deposit record was inactivated upon your prior separation.
    • Student/Employee: If you are enrolled in MyStar for direct deposit, you should also enroll in direct deposit with Payroll Services.
    • Working Retirees: UTMB Healthcare Systems will need to enroll you in direct deposit with Payroll Services.

    Please see the links below for more information:

    Direct Deposit Request via Employee Self Service (ESS)

    Direct Deposit Request Instructions and Helpful Hints

    Direct Deposit FAQs

    Limited Power of Attorney and Authorization for Direct Deposit Form

  • Paper Paychecks
    Employees choosing to have a printed check will receive their check via US Mail. Paper paychecks are mailed approximately two working days prior to the pay date. Using Employee Self-Service, please validate that UTMB has your correct home address used for the purposes of mailing checks. Payroll Services cannot guarantee the delivery date of paychecks distributed via US Mail. All employees may view and print their check stub online using Employee Self-Service

Paycheck & Direct Deposit FAQs

PR Paycheck & Direct Deposit Information

  • Paycheck Deductions: What is the difference between an insurance check, an optional check and a mandatory check?

    The payroll schedule determines the deductions taken for the Bi-Weekly Employees

    Example - August 2013, 3 Bi-Weekly pay periods

    • Check #1) Biweekly Pay period 7/20 - 8/02 - Insurance
    • Check #2) Biweekly Pay period 8/03 - 8/16 - Optional
    • Check #3) Biweekly Pay period 8/17 - 8/30 - Mandatory

    Insurance check - The pay period which includes the first day of the month is called the insurance check.

    Deductions from this paycheck include:

    • Insurance deductions
    • Retirement deductions (TRS, ERS, ORP)
    • TSA, Deferred Compensation deductions
    • Tax deductions OASDI/EE (social security tax) and MED/EE (medicare tax), Withholding (federal tax)
    • Garnishments

    Optional check - The second pay period of the month is called the optional check.

    Deductions from this paycheck include:

    • FLXMED, (Flexible Heath Care Spending Account), FLXDEP (Dependent Care Spending Account)
    • Optional deductions including, but not limited to Parking, Field House, Charitable contributions, etc.
    • Retirement deductions (TRS, ERS, ORP)
    • TSA, Deferred Compensation deductions
    • Tax deductions OASDI/EE (social security tax) and MED/EE (medicare tax), Withholding (federal tax)
    • Garnishments

    Mandatory check - The third pay period of the month is called a mandatory check.

    Deductions from this paycheck include:

    • Retirement deductions (TRS, ERS, ORP)
    • Tax deductions OASDI/EE (social security tax) and MED/EE (Medicare tax), Withholding (federal tax)
    • Garnishments

    The deduction type of each paycheck is listed on the payday Schedule and Deadlines.

  • How does the third paycheck of the month affect net pay?

    Depending on your normal payroll deductions for the first and second checks you may see a difference in the amount of your Federal withholding deduction thereby increasing or decreasing the amount of net pay. As there are no insurance taken and no optional deductions taken usually the mandatory check net (take home pay) is slightly higher.

    Note: Employees owing insurance premiums for prior pay periods, may incur a back deduction on the optional or mandatory check.

  • I have received a pay increase. Why do I not see a difference in my net pay?
    When reviewing your pay checks be sure to compare the first pay period of the month to another check that is also the first pay period of the month. This comparison insures you are reviewing the pay checks with the same deductions (example: insurance checks) and see the difference in tax calculations because the before tax deductions for insurance will be the same. In other words, do not compare the second pay period of the month to the first. The difference in the before tax deductions will make it difficult to compare net pays.
  • What if payday falls on a holiday?
    The pay date for each pay period is listed on the Payday Schedules and Entry Deadlines.

Payroll Taxation Information

PR Taxation

  • W-4 Employee's Withholding Certificate

    The Internal Revenue Service (IRS) requires that individuals pay federal income taxes gradually throughout the year. Form W-4, Employee's Withholding Certificate is a form that is filled out by an employee to instruct an employer how much to withhold from your paycheck based on filing status, dependents, anticipated tax credits, and deductions. W-4 changes must be completed prior to the payroll run date in order to take effect on the next paycheck.

    W-4 Employee's Withholding Certificate Employee Self-Service (ESS) Instructions

  • Withholding Estimator

    The Internal Revenue Service (IRS) provides a self-service tool employee's can use to complete or adjust their Form W-4 to assist in figuring out the right federal income tax to have withheld from your paycheck. 

    IRS Withholding Estimator Tool

  • Withholding Exemption

    If you claim exemption from withholdings, your employer won't withhold federal income tax from your wages. The exemption only applies to federal income tax, not to social security or Medicare tax.

    Claiming exemption from withholdings (See Page 11)

  • Federal Income Tax
    • Federal Withholding (Description on pay statement)
    • Federal withholding is deducted based on the employee's Form W-4, Employee's Withholding Allowance Certificate
    • Employee's may change their filing status and/or allowances by entering updates in Employee Self Service

    Note: The Payroll Services staff is not permitted to give tax advice. Please consult with your personal tax advisor or the Internal Revenue Service (IRS).

  • Social Security Tax
    • Federal OASDI/EE (Description on pay statement)
    • 6.2% Tax Rate - Annual taxable wage base limit for Social Security is $147,000 for calendar year 2022

    Note: The Payroll Services staff is not permitted to give tax advice. Please consult with your personal tax advisor or the Internal Revenue Service (IRS).

  • Medicare Tax
    • Federal MED/EE (Description on pay statement)
    • 1.45% Tax Rate - No annual taxable wage base limit

    Note: The Payroll Services staff is not permitted to give tax advice. Please consult with your personal tax advisor or the Internal Revenue Service (IRS).

  • Additional Medicare Tax
    • Federal Addl Med (Description on pay statement)
    • 0.9% Tax Rate - Will apply to taxable wages over $200,000

    Note: The Payroll Services staff is not permitted to give tax advice. Please consult with your personal tax advisor or the Internal Revenue Service (IRS).

  • Foreign National Employees
  • W-2 Annual Wage and Tax Statement

    For information regarding your W-2, please visit the Payroll and Compensation section in the PeopleSoft Employee Self-Service system.

    e-W2 website

Taxation FAQs

PR Taxation FAQs