Compensation and Payroll
UT’s Compensation Advisory Board (CAB) was launched in March 2010 to help guide the University’s compensation philosophy, structure and programs. The 13-member board serves in an advisory capacity and includes administrators, faculty and staff from every campus and institute. Dr. Richard Brown, Executive Vice Chancellor for Finance and Operations at UTC, was named as chair of CAB in 2011 and is dedicated to the University’s desire to improve the total compensation of its employees.
Frequently Asked Questions
An employee (regular, term and student) may access Employee Self Service by using their university Net ID and password to log in, then click on the Employee Self-Service Tab and select the desired feature.
An employee does not have to be an IRIS user. For assistance with NetID or password, contact the Help Desk at 425-4000.
Employees can view, print, email and/or download their current pay statement as well as pay statements from the previous three years through Employee Self Service.
An email notification will be sent to the employee's NetID@tennessee.edu email address on the day prior to a pay date. This is a reminder that the on-line pay statement is available for viewing. Read MORE...
The dates for the distribution of both electronic and paper W-2 forms for calendar year 2016 will be announced at a later date. If you do not receive this paper form, or need to re-print it for any reason, you may now do so by visiting https://irisweb.tennessee.edu/irj/portal/W-2. In addition, you may view, print, and download W-2 forms for any year back to 2002.
Inactive and terminated employees will continue to receive paper forms mailed to their home or US Postal Service addresses as recorded in the IRIS Payroll system. Active employees can confirm their mailing addresses or make changes through the My IRIS Web portal at https://irisweb.tennessee.edu or have the opportunity to discontinue receipt of the paper W-2 forms and receive the electronic version only by following instructions below.
For several years, the UT Payroll Office has offered an online version of the W-2 as a convenience to employees. In the second phase of the Electronic W-2 Initiative, active UT employees have the opportunity to discontinue receipt of the paper W-2 forms and receive the electronic version only. Some key benefits of electing to use the online W-2 are:
- Enhanced security is realized since the online form is accessed using the NetID and password, and the presentation is done via a secure protocol in the My IRIS Web portal (https://irisweb.tennessee.edu/). Sensitive personal information would no longer route through regular mail.
- Electronic W-2 Forms are available in advance of the forms received via regular mail.
- The reduction of paper use supports the UT Sustainability initiative.
- The reduction of paper use and the reduction of postage costs result in cost savings for the University.
- Electronic W-2 Forms are available online 24 hours per day, 7 days per week.
The IRS requires that an employee must specifically acknowledge an agreement to receive an electronic version only, so no action is necessary for staff members who elect to continue receipt of paper W-2 forms.
Employees who decide to partner with us in the new efficiency opportunity may initiate this process by logging in through the My IRIS Web portal at https://irisweb.tennessee.edu. After authenticating, take the following steps to access the W-2 paper opt out election:
Click on the Employee Self Service tab; click Benefits & Payment; click Opt Out of Paper W-2; click Election period open - new section will open up at the bottom of the screen titled Election Details; click Receive W-2 online; click OK on the confirmation pop-up;
The option to opt out of a paper W-2 will remain open through January 12, 2017. As of 1/13/2017, it will no longer be possible to opt out of receiving a paper W-2 for 2016. Once the election to discontinue paper is in place, the election will apply to all W-2 forms for the current and future years until/unless the employee elects to revert back to the paper form using this same process. An election phase will be available each year before W-2s are distributed.
Inactive and terminated employees will continue to receive paper forms mailed to their home or US Postal Service addresses as recorded in the IRIS Payroll system. Active employees can confirm their mailing addresses or make changes through the My IRIS Web portal at https://irisweb.tennessee.edu.
You must complete a new authorization form as soon as possible.
In the past, employees have been encouraged to attach a voided check or letter/form from their bank with their bank account number written out when establishing direct deposit or a change to their bank account. Effective immediately, in an effort to prevent fraud, the UT payroll office will not accept new direct deposit forms or changes to direct deposit without a voided check or letter/form from the employee’s bank.
You may direct deposit into two different accounts (a checking and a savings account, two checking accounts, or two savings accounts) and/or financial institutions.If you choose to direct deposit into two accounts, you must designate one account as your primary account and the other as secondary. The secondary account will require a fixed dollar amount. Your pay will be split into the two accounts with the fixed dollar amount deposited into the secondary account and all remaining pay deposited to the primary account. If your net pay is less than the fixed dollar amount, all of the net pay will be deposited into the secondary account.
Using your university Net ID and password to log in, click on the Employee Self-Service Tab and select the desired feature.
- 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.
Teaching and research graduate tuition remission is tax exempted by IRS Code Section 117. Graduate assistantships that are not involved in teaching or research were specifically excluded from this exemption thereby making the tuition remission related to these assistantships taxable. However, the tuition remission for these assistantships may be tax exempted under IRS Code Section 132 and Treasury Regulation 162(a) which allows education benefits from employers to be tax exempted for certain courses of study.
The purpose of the Graduate Assistant Tuition Remission Form is to determine the type of graduate assistantship and then determine if the assistantship is taxable or exempted. If the graduate assistantship is teaching or research, it is exempted by definition under IRS Code Section 117. If the graduate assistantship 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.
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@example.com.
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|
|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.