Payroll & Benefits
Involuntary loss of Other Health Insurance Coverage (i.e. age 26)
If you have an involuntary loss of health insurance coverage and would like to enroll in the UW’s state group health insurance, you must complete a health insurance enrollment form and submit proof of loss of other coverage within 30 days of your loss of coverage. For other Life Event enrollment opportunity information, see UW Systems Life Events.
The completed paperwork should be submitted via email to Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students).
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 Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students).
If you have benefits, your address will be updated automatically with benefit vendors.
Adding a child to insurance
You can add new dependents to your insurance within 30 days after a birth, adoption, or custody change. More information: https://www.wisconsin.edu/ohrwd/benefits/life-events/.
An enrollment/application must be filled out for each benefit to which you wish to add the child. Benefit forms are here: https://www.wisconsin.edu/ohrwd/benefits/formspubs/
Submit the enrollment forms within 30 days of the birth via email to Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students).
Adding a spouse to insurance
You have 30 days after your marriage during which you can add new dependents to your insurance. More information: https://www.wisconsin.edu/ohrwd/benefits/life-events/.
An enrollment/application must be filled out for each benefit to which you wish to add dependents. Benefit forms are here: https://www.wisconsin.edu/ohrwd/benefits/formspubs/
You cannot fill out the forms in advance of the marriage. Submit the enrollment forms within 30 days following the marriage date via email Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students).
Changing your name
If you have a legal name change, you can set up a meeting with Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students) to have your name changed in the payroll system. You should bring your new social security card with your name on it.
Your new name will be sent automatically to most benefit vendors. If you have State Group Health Insurance, you must also complete a an enrollment/change form to change your name and send it via email to Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students).
Changing direct deposit information
Direct deposit accounts can be updated through your MyUW portal in the Payroll Information area. See: https://hr.wisc.edu/pay/direct-deposit/
Understanding your paycheck
Changing tax withholding information (W-4)
Complete a new W-4 form through your MyUW portal, under Payroll Information. For information, see: https://hr.wisc.edu/new-employees/employee-tax-withholding/
You should consult a tax professional if you are uncertain of how you should complete the form. The IRS has an online calculator tool that may help you determine your federal income tax liability: https://www.irs.gov/individuals/tax-withholding-estimator
Pay Schedules
All employees are paid bi-weekly. For detailed payroll calendars, see: https://uwservice.wisconsin.edu/calendars-schedules/
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