Forms & Resources

Forms

Affidavit for Duplicate Check Form – Payroll
Complete this form if an employee’s check has been lost or destroyed so that a replacement may be issued.

Application for IRS Individual Taxpayer Identification Number (IRS W-7)
Use this form to apply for an IRS individual taxpayer identification number (ITIN), or to renew an existing ITIN that is expiring or that has already expired.

Central Witholding Agreements
Instructions on how to apply for a Central Withholding Agreement; designed for nonresident entertainers and athletes.

Certification of Academic Activity
Used by a nonresident visitor when being paid by the University of Florida for “usual academic activity”.

Check-Advice Cancellation Form
This form must be completed by the University Payroll and Tax Services Department if a wage overpayment occurs due to an employee termination.

Cost Transfer Request: Payroll
Used within Payroll Services when transferring a charge to a different cost center.

Direct Deposit Authorization
This form is for use ONLY by new employees at the University of Florida who are unable to complete the New Hire process through the GatorStart System.

Emergency Check Request Form
This form is to be filled out by a department if one of their employees was not paid in a timely fashion.

Employment Eligibility Verification (USCIS Form I-9)
This form is used for verifying the identity and employment authorization of individuals hired for employment in the United States.

Foreign National Tax Information Form (FNIF)
Determines how much tax to withhold from payment to Foreign Nationals who are new to the University, new to a department, previously employed as a student assistant, had a change in Visa status, or a change in personnel office.

Form SS-4
Use this form to apply for an employer identification number (EIN).

Former Employee Address Change Request Form
Used by employees to have their current address changed to ensure they receive their W-2 in a timely fashion.

IRS Form W-4, Employee’s Withholding Allowance Certificate
Complete this form so that your employer can withhold the correct federal income tax from your pay.

IRS Form W-8BEN for Individuals
Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting (Individuals).

IRS Form W-8BEN-E for Non-Individuals
Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities).

Name Change Request Form
Complete this form to have your UF Business name changed in the system.

On-Cycle Adjustments Form
Can only be completed by payroll processors, and the purpose of it is to request adjustments to an employee’s time that cannot be updated through Time and Labor.

Payroll Distribution/Retro Request Form
Submit if payroll edits relate to cross-college (between two different colleges with different first 2 digits of the dept id), or between departments within a college or for corrections to prior two fiscal years.

Prior 90 Day Adjustment Form
Used by payroll processors to request adjustments to the employee’s time that cannot be updated by the department through Time and Labor.

Professional Entertainer or Athlete Payment Form
Complete this form before processing a payment to a professional entertainer or athlete.

Request for Approval to Pay Moving Expense Form
Complete this form to request a reimbursement for moving expenses.

Sales Use Tax – Long Form
Can record multiple discretionary taxes when recording departmental sales and use taxes.

Sales Use Tax – Short Form
Can only record state 6.0% sales tax plus Alachua County’s 0.5% surtax when recording departmental sales and use taxes.

Superior Accomplishment Award – Check Request Form and Simulation
Check request for staff members who contribute outstanding and meritorious service, efficiency and/or economy, or to the quality of life provided to students and employees.

Twelve Month Payment Option Form
Used to enroll in the twelve month payment option.

Wage Refund Calculation Request Form
Must be filled out when an employee receives an overpayment which cannot be corrected via Report Time.

W-2 or 1042S Duplicate Request Form
Complete this form to request a duplicate W-2 or 1042S.

Resources

Applicable Tax Codes
Guide to tax classes with descriptions.

College-VP Area Level Office Staff List
List of College/VP-level processors with colleges and college department IDs.

Cost Transfers Involving Sponsored Projects
Directive and procedures for cost transfers involving sponsored projects.

Form W2 Guidance for Former Employees
Information on how to electronically retrieve or receive via the U.S. mail Form W-2.

Gross-Up Worksheet
Worksheet to help calculate the amount that the department needs to pay to an employee. This amount will show up on the employee’s check before withholdings.

Instructions to Import Payroll Calendar
Step-by-step instructions on how to import a payroll calendar into Outlook.

Leave Cashout Process
Step-by-step process on how the leave cashout process works. Refer to the Leave Cashout Eligibility & Calculator page for additional details.

Overpayments and Underpayments
List of most common causes of salary overpayments and underpayments and tools to avoid them.

Quick Guide to Payroll Resources for Approvers
Highlighted elements for time reporting in myUFL and general payroll information for approvers.

Payable Time Detail – Status of Pay
Flowchart detailing the process of payable time, from needing approval to distribution. Also includes reasons for rejection by payroll.

Paycheck Deduction Codes
Table containing paycheck deduction codes and descriptions.

Paycheck Earnings Codes
Table containing paycheck earnings codes and descriptions.

Payroll Calculator
Used to assist with distribution calculations.

Payroll Calendar Schedule
Pay schedules providing pay period beginning and end dates, time and labor closing dates, and list of paydays.

Prior Employees in Commitment Accounting Instruction Guide
Guide to creating a distribution in the Department Budget Tables USA with prior employees.

Quick Reference Guide for Processors
Guide to various tasks in MyUFL including reviewing paychecks, reviewing payable time detail, viewing security roles, etc.

Steps for Reviewing Payroll
Step-by-step instructions for reviewing payroll.

Time & Labor Fingertip Guide
Guide to time & labor that includes steps for payroll paylist review, payable time detail flowchart, common causes of underpayments and overpayments, security roles, and a final pay checklist for terminating employees.

Time Reporting Codes (TRC) by Workgroup
List of TRCs sorted by workgroup with descriptions.

Twelve-Month Payment Option Estimated Deduction Calculator
Tool to assist in estimating the deduction amounts so the employee receives approximately equal net payments for twenty-four pay periods.

UF Moving & Relocation Guide
Guide for new UF employees detailing household relocation with a UF-appointed mover. Includes automobile transportation guidelines, a moving checklist, and other things to remember.

Who Approved or Entered Time and When
Step-by-step navigation to access Reported Time Audit and Payable Time Detail in MyUFL.