Employee Updates
Throughout 2024 and 2025, UAOnline is being updated with a new look and feel. The updated interface features an Employee Dashboard that displays information such as a profile picture, leave balances, pay stubs, and job information at a glance without having to click through multiple menus.
Payroll direct deposit management will be available through the new Employee Dashboard and My Profile tab in UAOnline. The current online Direct Deposit form will be retired.
The interface for entering and approving timesheets will not change for now.
Project Updates
Scroll down for FAQs related to Employee UAOnline Upgrades
Opportunity coming soon to elect to receive your W2 electronically
Starting October 31, employees will be able to opt-in to receive their W2 form electronically rather than waiting for the university to mail a paper version. According to IRS rules, you must actively consent to receive the electronic version.
The electronic version is easily printed directly from UAOnline, or imported into tax-preparation software in an IRS approved format.
If you choose to receive an electronic W2, you will not get the paper version.
You may change your consent at any time.
Among the benefits of this option, the electronic form is available earlier than the printed version, and cannot get “lost in the mail.” As more employees opt-in for electronic or self-printed W2 forms, print and mailing expenses will be reduced.
Still want the paper form mailed to you? Then simply “do nothing” and a W2 form will be mailed in January as usual. Paper copies are the default, you have to consent and "opt in" for the electronic version. However, if you don't opt in, then you will not be able to view the electronic version in UAOnline.
Additional guidance and FAQs will be provided prior to October 31 and posted here.
Announcing a new process for managing W-4 tax withholdings
Starting October 31, employees will be able to manage their own W-4 tax withholding selections directly in UAOnline, replacing the current process of submitting a NextGen form to human resources for processing.
This is part of the ongoing process of transitioning to the latest version of UAOnline, providing additional self-service options for employees, and streamlining processes dependent upon manual data entry from submitted forms thereby reducing potential for errors in data entry.
You can find more information about the all the UAOnline changes on this UAOnline Upgrade website.
Any NextGen forms submitted prior to Novermber 7 will be processed, but after this date, the old NextGen forms will be retired and the only way to make changes to tax witholdings will be through the new UAOnline self-service option.
Additional guidance and FAQs will be provided prior to October 31 and posted here.
Employee Dashboard
Employees will see many employment details directly on the new dashboard without needing to navigate through a series of menus. The dashboard will include:
Profile picture and direct access to profile information to update personal information including address, phones, emails, and emergency contacts.
Time off balances available to the employee
Pay Information
Earnings
Benefits
Taxes
Job Summary
Employee Summary
Timesheets
The interface for entering and approving timesheets will not change for now.
Direct Deposit
Users can now view and manage their Payroll direct deposit information on UAOnline, along with their direct deposit details for reimbursements, financial aid, or refunds. There is a section of the form designated for Payroll and one for Reimbursements, Financial Aid, or Refunds.
No action is necessary unless you want to change your direct deposit information.
There are two ways that employees can reach their direct deposit information, from the "My Profile" or the "Employee" pages.
The Direct Deposit Allocation screen contains the most recent payroll distribution at the top, with the proposed or future distribution below it. Changes to the distribution amounts, locations and accounts can be managed in the "proposed" section.
When a change is entered a disclaimer will pop up that needs to be read and checked.
Click on Save Changes to finalize the changes.
Similarly changes can be made to the direct deposit location for reimbursements, financial aid or refunds on the lower section.
If you want to change to a new account, first delete the existing record, then click on "Add New" to set up a new bank account.
Again you'll have to read and check the disclaimer and save the changes.
Upgraded UAOnline Menu & Navigation
When you log in to the upgraded UAOnline, the menu will be slightly different. Users can navigate using the Tabs across the top to access new functions such as the My Profile and Employee Dashboard, as well as the current student, financial aid, faculty and advisors and finance pages, or can use the link list under the Main Menu to navigate to specific pages or links.
If you navigate to any of the pages using the tabs, it will go to the page in the same browser window. You can get back to the main menu by clicking the back button.
If you navigate to one of the new pages (My Profile or Employee) using the menu links, it will open the page in a new browser window.
If you're visiting a new page, a four-square menu will be available in the upper left providing the same navigation options as as you would have seen in the main menu.
Once all sections have transitioned to the new platform every page will have the four-square menu, but during this transition phase some pages will have the new navigation and others will retain the current.
The video on the left provides an overview on navigating in the upgraded UAOnline platform.
Employee FAQs
How will the upgrade impact me?
The look and feel of the initial login page will be improved and allow better use with mobile devices. The new dashboard will also provide basic employee information (such as benefits enrolled in and time off balances) directly on the landing page
What new things will I see?
Employees will see many employment details directly on the dashboard without needing to navigate through a series of menus. The dashboard will include:
Profile picture and direct access to profile information to update personal information including address, phones, emails, and emergency contacts.
Time off balances available to the employee
Pay Information
Earnings
Benefits
Taxes
Job Summary
Employee Summary
Timesheets
The front page also includes a four square menu as another way to navigate through the information presented on the landing page.
What if the information is incorrect or outdated?
One benefit of the upgrade is that employees can more easily update their own personal information through the new employee dashboard. Click on the “edit” icon to make changes. If you need assistance contact your HR Coordinator or reach out to human resources at ua-hr@alaska.edu or (907) 450-8200.
How do I add or change my picture?
The photos in Banner SS9 are imported from university ID card records. If you want an updated photo you’ll need to get a new ID. Please contact your university office that issues ID cards for details on how to request an update:
If you are a remote employee, still contact your university ID card department. They will be able to answer your questions about submitting a new photo.
If you are a System Office employee, please contact the university closest to your work location to get your university ID or update your photo.
Who can see my photo?
You can see your own photo in the My Profile landing page, the Personal Information dashboard, the Employee dashboard and the Faculty Grade Entry page. As other UAOnline upgrades occur, supervisors may be able to see their employees’ photos, faculty and advisors may be able to see their students’ photos and students may be able to see their faculty’s photos.
How do I get to my timesheet?
Click on the “Enter Time” button on the Employee Dashboard.
How do I fill out my timesheet?
Nothing has changed. Fill out your timesheet as normal.
How do I print a pay stub?
Open the Employee Dashboard.
Click on "Pay Information."
Select "All Pay Stubs" from the drop-down menu.
From the list, click on the date of the pay stub you want to print.
Click the "Printer Friendly" button at the top of the pay stub.
How do I view my tax documents (i.e. W-4, 1095-C, W-2, etc.)?
Open the Employee Dashboard
Select “Taxes”
To view or print your W-4, select “W-4 Employee’s Withholding Allowance Certificate”
To view or print previous year 1095-Cs, select “1095-C Employer Provided Health Insurance Offer and Coverage Statement” and choose the relevant tax year. Note that 1095-Cs are not available electronically after 2020.
To access your W-2, select “W-2 Wage and Tax Statement” and choose the appropriate tax year, then hit the “Display” button. For questions related to your W-2, please refer to the W-2 FAQs found here.
How do I see the accrual of leave (Vacation, Sick, Personal Holiday, Faculty Time Off, etc.)?
Open the Employee Dashboard
Click on “Full Leave Balance Information”
Click on the specific type of leave to see details for that leave type
Leave accrual and usage is displayed by Pay Period
How do I see how much leave I have available to me?
Open the Employee Dashboard
Current leave balances by leave type are displayed next to or just under your photo.
How do I see what benefits I am enrolled in?
When an employee logs into the employee dashboard, they will navigate through the dropdown menus directly underneath their profile picture and click on the “Benefits” dropdown. The employee will then click on “Current Summary” within the drop down. This will redirect the employee to the Benefit Summary Date Criteria page. Leave the “as of” date “current” and click “select.” The employee will then be able to view their current benefit enrollments when scrolling through the page.
What does the beneficiaries and dependents screen show?
This page can be found by clicking on the benefits dropdown menu on the homepage. This page shows active and inactive beneficiaries and dependents. It does not show who is currently covered on medical, dental, or vision, nor does it show current beneficiary information on Basic Life Insurance, Supplemental Life Insurance, Accidental Death & Dismemberment, Public Employees Retirement System (PERS), Teachers Retirement System (TRS), Optional Retirement Plan (ORP), UA Pension Plan, 403(b) or 457(b)s.
To locate current dependents enrolled on a medical, dental, or vision plan, please return to the employee dashboard and click on the benefits dropdown menu and select "current summary" to navigate to the Benefit Summary Date Criteria page. On this page, leave the “as of” date “current” and click “select.” This will show the employee's dependents and what coverages they are enrolled in.
Employees cannot add or remove a dependent from medical, dental, or vision coverage from this page. New employees can add a spouse, Financially Interdependent Partner (FIP), and dependent children under the age of 26 within 30 days of their first day of employment. Review the Benefits Overview for New UA Employees webpage for more information. Current employees can only add or remove a spouse, FIP and/or a dependent child only if they have experienced a life event. Please review the Life Event webpage for more information.
To locate current beneficiaries on a life insurance plan, please reach out directly to ua-benefits@alaska.edu or (907) 450-8242.
To locate current beneficiaries on a retirement plan, please reach out to the retirement vendor directly.
If you have additional questions, please contact UA Benefits directly at ua-benefits@alaska.edu or (907) 450-8242
How do I update my direct deposit?
There are two ways that employees can reach their direct deposit information, from the "My Profile" or the "Employee" pages.
The Direct Deposit Allocation screen contains the most recent payroll distribution at the top, with the proposed or future distribution below it. Changes to the distribution amounts, locations and accounts can be managed in the "proposed" section.
When you are updating your direct deposit, be sure to use the save button in the lower right corner. If you navigate away from the page after making changes, and do not hit the save button, the changes you made will not save and your direct deposit will revert back to it’s last save point
Who do I contact if I am having troubles with UAOnline?
Please report any UAOnline issues to your university OIT office:
UAF/SO: helpdesk@alaska.edu
Additional FAQs will be added as functions are transitioned to the new version.