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The payroll department is responsible for the processing of payroll, labor distribution posting to the General Ledger, tax withholding, non-benefit payroll deductions, and other activities required to generate payroll payments to University employees.

The payroll department is also responsible for ensuring the University is in compliance with employer federal, state and local tax regulations, and preparing annual W-2 statements for employees.

Understanding Your W-2

Below are the most common guidelines to help you understand your W-2 Statement, and the correlation between the different boxes on the W-2 and your actual gross pay on your check stubs.

The wages listed in box three are your taxable Social Security wages, which for calendar year 2018, had a maximum taxable wage of $128,400. The wages listed in box five are your taxable Medicare wages; no cap applies to these wages. These wages can differ from your actual gross pay due to various benefits and pre-tax deductions. Below is a sample calculation:

Gross pay on check stubs (Jan. -Dec. 2017) $45,000
Less pre-tax benefit deductions (Jan. - Dec. 2017)  
Medical insurance $289.59
Dental insurance $196.92
Flexible spending $200
Dependent care $500
Parking $470.04
Social Security and Medicare taxable wages (on W-2) $43,343.45


The wages in box one and box 16 are considered to be your federal and state taxable wages, which you would report on your federal and state tax returns. To arrive at the figures for box one and box 16, employees should take the Social Security and Medicare taxable wage total above and subtract your deductions for retirement (403b and 457 Plans). Below is a sample calculation:

Social Security and Medicare wages (on W-2) $43,813.49
Less retirement deductions (Jan. -Dec. 2017) $4,500
Federal and state taxable wages (on W-2) $38,843.49


The information necessary to make these calculations for your specific history is available in Banner Self-Service. Under the Employee tab, click on the links for Pay Information-Earnings History and Deduction History.

If you have questions about your W-2, please e-mail your question, along with your Employee ID and phone number, to

Payroll Forms & Training Materials

Find helpful resources regarding payroll and compensation.