Frequently Asked Questions (FAQs)

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Student Employment Through the Career Connections Office

The Career Connections Office provides access to part-time jobs, internships, and career positions. These are divided into two areas: Help Wanted and Handshake. Help Wanted is the place to find short-term positions such as yardwork, tutoring and babysitting. Handshake is a dynamic career management platform with a multitude of resources, including a jobs board for internships and career positions. Click here to make your way to The Career Connections Office.

Total Compensation

Compensation

How do I view my pay statement?

To access your Pay Statements, visit the Employee Self Service Portal by visiting: https://dash.tennessee.edu/. Years 2024 and prior are not available in DASH.

How do I view my W-2 (Employee Wage and Tax Statement)?

Distribution of 2025 W-2s for Current Employees

All 2025 W-2s will be mailed to home addresses on file in DASH in the new year. It is important that you make sure your home address is current and accurate in DASH to ensure you receive your 2025 W-2 statements in a timely manner once mailed.  To review or update your address please refer to the following instructions: DASH Step Guide: Update Home Address. 

2025 W-2s will be made available electronically to current employees in the month of January. Details of a specific release date will be announced when additional information is received from the UT System Office of Payroll, Benefits and Retirement Administration. 

Requesting Replacement W-2s for Current Employees

If the address on file in the DASH System is incorrect and the W-2 is returned as undeliverable mail to the University of Tennessee, an electronic copy will be available via DASH or a hard copy corrected W-2 can be requested from the UT System Office of Payroll, Benefits & Retirement Office by following the instructions outlined below.

Mailed W-2s should be received by February 14, 2026. If a W-2 is not received at an employee’s home address by that date, they may request a replacement copy from the UT System Office of Payroll, Benefits and Retirement Administration by following the instructions outlined below. 

It is important to note, the UTC Office of Human Resources does not have access to employee W-2s. All requests for these statements must be directed to the UT System Office of Payroll, Benefits and Retirement Administration as outlined below.

Requesting W-2s for Separated Employees

All separated employees must request a copy of their W-2 from the UT System Office of Payroll, Benefits & Retirement Administration by following the instructions outlined below. The UTC Office of Human Resources does not have access to employee W-2s in DASH.  

Instructions for Requesting W-2s from the UT System Office of Payroll, Benefits and Retirement Administration:

All W-2 statement requests must be made by emailing [email protected]. Requests must include the following information:

• Full name
• Last 5 digits of your social security number
• Date of birth (DOB)
• List out the years of W-2s you are asking for

If requesting to receive mailed copies of W-2 statements, please include a current and complete mailing address with your request.

Additional Resources

DASH Step Guide: Update Home Address

DASH Step Guide: How to Update and Manage Your Pay and Tax Information

Questions regarding the information outlined above may be directed to [email protected].  

A friendly reminder that all requests for W-2 replacements for any year must be directed to the UT System Office of Payroll, Benefits and Retirement Administration as outlined above.

When will my pay be deposited into my account?

Funds will be deposited on your pay date. Funds will not be available prior to that date.

What do I do if I want to change banks or accounts?

Employees may access electronic direct deposit forms utilizing the following two methods:

Instructions for Accessing Online Direct Deposit Form:

• Log in to https://directdeposit.tennessee.edu using your NetID and password
• Complete the electronic form
• Attach a picture or scanned copy of one of the following:
  • voided check; or
  • letter from your financial institution confirming your bank account # and routing #
• Click SUBMIT

How do I change my home address and phone number and/or office phone number?

Using your university Net ID and password to log in, click on "Employee Self-Service, Finance, and Human Resources" then click on "Company Single Sign-on" if prompted.

Home Address Update – You may change your home address and you may add up to 4 additional telephone numbers for fax numbers, cell numbers, and alternate telephone numbers. You may also change your disclosure declaration limiting how much information is published within the University. Each time you make a change on this screen you will receive an email notification that your information has been changed.

Office Phone Update - You may change your office telephone number and add up to 4 additional telephone numbers for fax numbers, cell numbers, and alternate telephone numbers. You may also change your disclosure declaration limiting how much information is published within the University.

IRS Form W-4 Update – This screen allows you to change the tax withholding declarations used by the payroll system when calculating your federal income tax withholding. For example, if you get married or you want an additional amount withheld you may want to change your current declaration. Each time you make a change on this screen you will receive an email notification that your information has been changed.

Are Graduate Assistant Tuition Waivers tax exempt?

Frequently Asked Questions (FAQ)

Why are there tax withholdings on my tuition waiver?

All graduate tuition and fee waivers are taxable unless exempt under the Internal Revenue Service (IRS) Code.Under the University’s Graduate Student Assistantship Plan that is in compliance with IRS Code

127, $5,250 per calendar year (January to December) in tuition and service fee waivers associated with Graduate Assistantship (GA) appointments are excluded from taxable income. If the amount of the tuition and service fee waiver exceeds $5,250, the excess (the amount above $5,250) is deemed taxable income under IRS Code and taxed accordingly.

Is this a change in University policy?

No. Under federal tax law, a university employee who receives a graduate school tuition waiver in excess of $5,250 in a calendar year must treat the excess amount as additional taxable income (unless exempt as noted below). As a result, the University is required to withhold tax on the excess amount of the tuition waiver for Graduate Service Assistants (GSAs) and report this amount on the W-2. However, tuition waivers for certain service assistantships may be tax exempted under IRS Code §132 and Treasury Regulation 162(a) which allows education benefits from employers to be tax exempted for certain courses of study.

Are all GA positions included in this IRS Code or are some assistantships allowed to exclude their graduate tuition waivers from their income?

IRS Code §117 exempts teaching (GTA) and research (GRA) graduate assistant tuition from being taxed. Therefore, the tuition and service fee waivers that exceed $5,250 are not taxable for teaching and research GAs. Non-teaching/research GAs, that is GSAs, were specifically excluded from this exclusion thereby making the tuition waiver related to these assistantships taxable.The University considers a GTA or GRA as a graduate student who is involved in the following teaching or research activities:

TEACHING: For University tax purposes, teaching activities may include, but are not limited to, the following: providing or coordinating classroom instruction, including lab or discussion sessions; tutoring students; grading tests and assignments; developing instructional materials; accompanying/coaching musical or vocal performances and proctoring exams.

RESEARCH: For University tax purposes, research activities may include, but are not limited to, the following examples of applying and mastering research concepts, practices, or methods of scholarship: conducting experiments; organizing or analyzing data; presenting findings; collaborating with others in preparing publications; and conducting institutional research for an academic or administrative unit.

What is the Graduate Assistant Position Description form and who must complete it?

The purpose of the Graduate Assistant Position Description form is to determine the type of graduate assistantship and then determine if the assistantship is taxable or exempted. If the GA is teaching or research, then it is exempted by definition under IRS Code §117. If the GA is a service assistantship, then the “Assistantship Duties and Responsibilities” are designed to allow the University to determine if the assistantship is taxable or exempted under Treasury Regulation 162(a) by comparing the duties of the assistantship to the course of study.The Graduate Assistant Position Description form must be completed for each graduate assistantship position. Every department or unit employing a graduate assistant(s) must complete a form for each position. Failure to complete the form may result in the position being classified as a service assistant and not exempt from the taxation.

When will tax withholding start?

Beginning March 2012, once the value of your tuition waiver is above $5,250 it will be included in your taxable income. The tax withholding will start on that pay period.

What will be provided to me to show taxation of my tuition waiver?

Students whose tuition waiver and fees are taxed will receive a 1098T. The waiver and award will appear in Box 5 of the 1098T.

How much is the withholding?

If you hold a GAA, the value of the waiver that exceeds $5,250 will have tax withholding of 30%.

What happens to the taxes that are withheld?

Both the amount of taxable income associated with the waiver and the taxes that the University withholds with respect to such income are reported on Form W-2. The taxes that the University withholds are forwarded to the IRS and credited to your tax liability for the year.

Is it possible that the tax withholding will result in my take home pay in the pay periods to be significantly reduced or reduced to zero?

Yes. Your tax liability may result in a zero paycheck depending on the value of your waivers and the pay you receive for the services you perform for the University.

Who should I contact if I have specific questions? Please contact the Office of Human Resource at 423-425-4221 or the UTC Graduate School at 423-425-4666.

Staff Classified as Graduate Level Students

Staff who are classified as graduate level students taking courses required by their employer or to maintain or improve skills needed in their present job are exempt from taxation. To claim this exemption, please complete the Job Related Tuition Waiver Form. This form requires both the signature of the employee and the department head. Once the form has been completed, return the form to the University Wide Payroll Office at P115 Andy Holt Tower, Knoxville TN, 37996 or email it to [email protected].

Beginning Spring Semester 2012, the university will begin withholding taxes on the non-qualified graduate fee waivers once the $5,250 excludable amount has been reached for the calendar year. The in-state and out-of-state graduate fee waiver value will be prorated over several months and taxed according to the following schedule.

Semester	Month(s) including additional tax withholding
Spring	February, March, April
Mini-Term	May
Summer	June, July
Fall	September, October, November

Because the fee waiver value (over the $5,250 in a calendar year) will be added to the taxable income on your check and taxed at the W4 graduated rate, you can take your specific tax situation in consideration and submit a new W4 to your campus Human Resources/Payroll Office to adjust the amount withheld. Please see your personal tax advisor for further advice.

Employee Relations

General Performance Review

1.  Are annual performance reviews required for all employees?

Yes.  It is important that all regular employees receive annual performance reviews.  Performance reviews provide an opportunity to share written feedback, assess training and development needs, clarify expectations, discuss progress toward previously determined goals and set new goals for the next review period.  The review process can help improve efficiency and effectiveness and contribute to personal growth and job satisfaction.  

2. What aspects of performance are covered by the review?

The key elements of the Performance Review Summary Form include: 

·         Accomplishments

·         Service and relationships

·         Accountability and dependability

·         Inclusion, Diversity, and Engagement

·         Decision making and problem solving

3. When should annual reviews be conducted?

UTC managers evaluate performance for staff based on the calendar year (January through December). Managers conduct and submit reviews between January and March for the previous year.  Supervisors are encouraged to monitor performance, provide feedback, reward and recognize excellent performance, discuss goals and communicate about issues throughout the year. Employees also are encouraged to initiate conversations with supervisors as often as needed.  

4. What if an employee has a dual reporting structure with two supervisors/reviewers?

Only one performance review can be submitted per staff member. If an employee is evaluated by more than one supervisor, the supervisors should discuss the employee’s performance in both areas and agree on ratings that reflect performance in both areas.

5. Is performance review training available for supervisors?

Yes. All supervisors should attend performance management training, which includes the process for conducting performance reviews. Performance management training opportunities are available on K@TE. 

6. What if a staff member disagrees with or does not understand ratings given by his/her supervisor?

The employee should first share concerns with his/her supervisor and seek clarification.  If the employee does not agree with the ratings, the employee may add comments and/or attach supporting documentation to the online Performance Review form. The employee may also request an Administrative Review by Department Head/Vice-Chancellor, which may be coordinated by Human Resources.

7. What if a staff member refuses to sign the performance review form?

Employees are encouraged to sign the review and provide their own comments/supporting documentation. If an employee refuses to sign the review, the supervisor can release the review to the final approver without the employee's signature.

8. How should employees prepare for the review meeting?  

In preparation for the annual review, employees should document information such as accomplishments, feedback, and professional development throughout the review period; and prepare discussion points for the review meeting.

9. If a staff member receives a low overall performance score, what should s/he do to improve? 

The staff member should talk with his/her supervisor to understand the reason for the ratings and how the employee can improve in each rating area. The staff member and supervisor should collaboratively set goals and objectives for the next year.

10. What happens if a staff member receives a rating of 9 and below on the overall performance review summary form? 

Overall performance ratings of 9 and below means work performance for the previous year fell far below expectations. Supervisors are required to establish a Performance Improvement Plan for the staff member to ensure that performance improves.

11.  I just completed an employee’s Probationary Review in July.  Do I need to do their annual review in January? 

While a second review in the same calendar year is not required, supervisors are encouraged to complete an annual review even if the new hire's probationary period has ended in the same year. This is another opportunity for the manager to provide feedback, clarify expectations, celebrate successes, and set goals with the employee for the next review period.

12. I have a new direct report from an internal transfer. Who completes that review?

The new manager will need to complete the review, even if little time has passed since the reporting change. The new manager may wish to consult with the previous manager regarding the employee’s performance. If the previous supervisor is no longer with the University, the new supervisor can complete the review, focusing on the employee’s work to date.

Professional Development

What is HR0128?

HR0128 is the Human Resources Policy that strongly encourages supervisors to support employees' participation in a minimum of 32 hours of job and career-related training per calendar year. HRO128 applies to exempt and non-exempt employees, regular, full and part-time. The training requirement for part-time employees may be prorated.

Supervisors will be evaluated through the performance review process on the professional growth and development of their employees. The training for individual employees should be planned during the performance review.

Does the training have to be job related?

The training should relate to your present position or enhance your skills for future job growth.

How will HR0128 fit into my annual performance review?

During your annual performance review, you and your supervisor should discuss your training needs. A training plan should be developed to ensure you achieve your minimum of 32 hours.

What types of classes count toward 32 hours?

Many opportunities are available: (1) professional development courses; (2) conferences and seminars; (3) e-learning classes: (4) training held within departments; (5) training provided by outside consultants and vendors; (6) DASH classes; (7) computer classes.

What courses will NOT count toward HR0128?

Courses to receive college credit; departmental improvements or changes presented at a staff meeting not related to professional development. For example, implementing a new specialized departmental form or sharing of knowledge to colleagues from a seminar attended by one or more staff members. Social organizations and church-sponsored programs will not count.

Why can't academic courses be applied toward my 32 hours?

Academic courses are geared toward earning a degree. Professional development classes are more for providing new skills sets and professional growth.

Do classes offered outside the University count toward my 32 hours?

With supervisory approval, classes both within and outside the University will count toward 32 hours. Conferences attended will also count. To receive credit for classes, you should fill out the Request for Additional Credit and submit to the Office of Human Resources for entering into the DASH database.

How do I enroll in e-learning classes?

These classes are free and may be taken online by using your UTC ID. UT has partnered with SkillSoft to offer the highest quality in on-line learning. More than 800 courses are available, including computer and technical courses; leadership, managerial and supervisory classes; and communication classes. Visit https://hr.tennessee.edu/training/online-training/technical-help/ to learn more.

How many hours are counted for e-learning classes?

You will be given the suggested number of hours associated with the e-learning class. The suggested number of hours for each e-learning class is listed in the Course Catalog.

Why is there a minimum number of 32 hours of training?

The 32 hours is the minimum requirement. For the purposes of career growth and of meeting departmental goals, employees may take more than the 32 hours if approved by their supervisor.

Do required training classes count toward the minimum?

Yes, required training courses, including safety classes, count toward the minimum. Supervisors and employees should plan for training during the performance review process. The 32 hours is a minimum, and employees are encouraged to complete what they need to achieve growth for themselves and their departments.

Must I have supervisor's approval to attend training classes?

Yes, your supervisor should support your training. The employee and the supervisor together should plan the training.

What if my supervisor doesn't allow me to attend training?

Find out why your supervisor doesn't support your training. Your professional development should be addressed during your annual performance review. At that time, determine what your supervisor considers appropriate professional development for your position. If a disagreement exists as to what constitutes appropriate training, you should confer with the Office of Human Resources regarding options to pursue to resolve such a disagreement and to facilitate professional development as encouraged by HR0128.

Will the Career Development Fund assist in paying for training?

Yes, the career development fund, which is a reimbursement fund for non-exempt staff members, may help pay for classes in certain situations. Nevertheless, departments are expected to budget for training during the annual budgeting process. If the department cannot pay for training, the employee must request funding before the event. The maximum reimbursement for an employee during the fiscal year if $150. (Reimbursement is limited to fund availability.) Visit the website for guidelines and an application.

If I have a question about training classes or HR0128, whom may I contact?

Phone the Office of Human Resources for more information. (423-425-4221)

Online Performance Review (OPR) Questions

How do I add comments to the online review?

As a manager, you can add comments while editing a review:

Start a new review or edit an existing review. In the Supervisor Comments field, enter your comments, including a narrative supporting the overall review and, if needed, an explanation of any ratings of 1 or 5. The comments will be visible to the employee and final approver and will be part of the personnel file. When you have finished editing the review, select Send to Final Approver.

As an employee, you can add comments while viewing your review, before digitally signing it:

On the OPR homepage, select View My Review. At the bottom of the review form, select Add Comments and Goals. In the Employee’s Comments field, enter your comments that you would like to be retained with the review in your personnel file. Select Sign & Submit Responses to save your comments and digitally sign the review or select Send Back to Supervisor to save your comments without digitally signing the review at this time.

How do I attach supporting documentation to the online review?

Start a new review or edit an existing review. In the Supporting Document section, select Browse. Locate and select the PDF file that you would like to attach to the review. When you have finished editing the review, select Send to Final Approver.

As an employee, you can attach a supporting PDF while viewing your review, before digitally signing it:

On the OPR homepage, select View My Review. At the bottom of the review form, select Add Comments and Goals. In the Supporting Document section, select Browse. Locate and select the PDF file that you would like to attach to the review. Select Sign & Submit Responses to save your comments and digitally sign the review or select Send Back to Supervisor to save your comments without digitally signing the review at this time.

How do I export or print a copy of a review?

To export a copy of your own review, select Export to PDF while viewing the review. If you are a manager or leader, you can export a copy of any review to which you are privy by selecting Actions next to the appropriate employee within your Direct Reports or Action Items area and then selecting Export as PDF.

Do I need to submit a self-report of accomplishments or complete a self-evaluation?

The performance review process is intended to get employees thinking about their own performance, give supervisors some insight before the one-to-one performance discussion, and ultimately to open up a productive dialogue. Supervisors may decide what type of self-assessment tool is utilized. There is no official self-evaluation form to complete in OPR. Self-assessment forms should be submitted directly to supervisors. The supervisor may attach this form and other supporting documents in OPR as a PDF document.