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

Update to UAOnline login

We’re excited to announce new updates to the login process and navigation within UAOnline will be coming April 14.

New Login Options: Beginning April 14, the login page for UAOnline will be changing.

Students will login through their university-specific sign-in button, which will take them to a new student dashboard.
Employees will have a separate sign in option which will take them to their employee dashboard.
Employees who are or have been a University of Alaska student can login to UAOnline using either option.

Regardless of how you choose to login, you can navigate to other sections of UAOnline using the 4-square menu button in the upper left.

Navigating by the 4-Square Menu

The new dashboards give students, faculty, and employees access to many helpful tools in one place. Depending on your role, you might still need to visit other areas in UAOnline, like finance, faculty tools, or schedule planning. To do this, use the 4-square menu in the top left corner.

Click on the 4 square in the top left corner
Click on "Banner"
Then select where you wish to navigate from the dropdown menu

Faculty and advisors: You can find all your advisees’ information in the Student Profile under the “StudFaculty and Advisors" link in the 4-square menu at the top left. This includes an improved advisee search feature. If you're not designated as faculty or an advisor in Banner, this option won’t appear in your menu.

You can also watch this video to help you see the new navigation and functionality: https://youtu.be/kafD56c5ZHc
If you cannot see the advisee search option as expected, please contact your university registrar’s office to make sure your access is properly applied.

Employee UAOnline Log in and Navigation

This video shows how employees will login to the upgraded UAOnline interface and navigate using the 4-square menu. It also demonstrates how an employee who is also a student can login to their new student dashboard.

Faculty & Advisor UAOnline Navigation

This video shows how faculty and advisors access student information in the updated UAOnline environment starting April 14, 2025 from the Employee Dashboard using the 4-Square Menu.

EPAF user interface upgraded

UA HR has transitioned the EPAF user interface in UAOnline to Banner Self Service 9 effective today, March 10, 2025.

Here are updated reference materials and guides that include screenshots and instructions.

EPAF originators who need to access the Faculty On/Off Contract or Continuing Student Jobs EPAF must do so through the Paperless Job Process (in Mass) link, located at the bottom of the “My Activities” section on the Employee Dashboard.

If you encounter any problems with the guidelines or the EPAFs or have any questions, please submit your feedback here.

FTE class adjunct salary Electronic Personnel Action Form, or EPAF

This video demonstrates the use of the FTE class adjunct salary Electronic Personnel Action Form, or EPAF for short.

Please note this EPAF is only for FT salaried adjuncts who are already active in PEAEMPL. It cannot be used for FT hourly adjunct, FW E-class adjuncts, or for brand new hires.

You should have a signed appointment letter completed prior to using this EPAF.

You should also consult the instruction document titled: "Submitting an adjunct FT salary job EPAF in UAOnline" for step-by-step instructions and screenshots prior to using this EPAF.

Electronic W-2 opt-in is now available via UAOnline

Get a head start on tax season by opting to receive your W-2 form electronically via UAOnline. A new function under the taxes drop down menu in the employee dashboard lets you opt-in to receive your W-2 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.
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.

The new process

To opt-in to receive your W-2 form electronically, navigate to the employee dashboard in UAOnline, and click on the taxes drop down menu. You will see a new link titled “Electronic Regulatory Consent” which will open a form for selecting the tax forms you want to receive electronically. If you choose to receive an electronic W2, you will not get the paper version.

You may change your consent at any time. If your electronic consent is active when the paper W-2 forms are generated (around mid-January), you will not receive a paper copy.
If you are terminated, your electronic consent will be removed and you will receive a paper copy of your W-2, unless you log in to UAOnline and consent to receive an electronic version.

Still want the paper form mailed to you? Then simply “do nothing” and a W-2 form will be mailed in January as usual. However, you will not be able to view the electronic version in UAOnline unless you consent to receive the electronic version of the tax forms.

Electronic 1095-C (2015-2020)

The form also has an option to opt in for electronic 1095-C, but only for the years 2015 through 2020. Human Resources outsources the production of 1095-C forms and they are mailed to all employees by the end of March. Because these are not managed by UA, the only option is to opt-in to see the old forms.

Regardless of your election on this form, your new 1095-C will be delivered by mail.

How-to update your W-4 tax withholdings

This video shows how to change your W 4 through UAOnline.

Once you login and navigate to the employee dashboard, click on the taxes section, and then click on the W-4 employee's withholding allowance certificate.

This will take you to a screen that displays what is currently in your W-4 elections.

If you go down to the bottom, you'll see several links. There's a new link that says “Update”.

If you click “Update” this will bring you into the W-4 form where you can change your elections.

There will be an effective date which will default in, and there will be a note that the date has to be after the date you were last paid.

And then you can go ahead and change your filing status, or any qualifying children or dependents, or any additional withholding that you would like done.

Once you make the changes that you want, scroll down to the bottom. There you have two choices, you can restore your original values, which, if you click, will restore your current elections, or you can certify your changes.

It will ask for you to certify that this is correct. You'll click “Ok” and then you'll get a notice that everything was updated successfully.

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.

Screenshot of the upgraded UAOnline menu

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.

Login and Navigation FAQ

Why is the login change happening now?

This is a big project with many connected parts. The change to the login page—especially adding separate student login links for each university—allows us to finish upgrades to financial aid and other student and faculty tools. This update not only delivers several improvements that are helpful to students, but also are important now to complete the overall project by the deadline.

Why are all the navigation menu options hidden under a "Banner" drop down?

We do not have the ability to customize or change the “Banner” link/level in the 4-square menu. The request to allow configuration has been submitted to the vendor as an enhancement request.

As an advisor/faculty member how do I access the student menu from my profile page?

Student information for your advisees will be consolidated in the Student Profile which you can access through the “Student Menu” in the 4-square menu button in the upper left of the screen. This includes a new updated advisee search feature. If you are not designated as faculty or an advisor in Banner, you will not see this option in your 4 square menu.

To reach the Faculty Services menu, you need to:

Click on the 4 square in the top left corner
Click on "Banner"
Click "Faculty and Advisors"

You can also watch this video to help you see the new navigation and functionality: https://youtu.be/kafD56c5ZHc

The information that was originally on the Advisors Menu, is now found on the Student Profile. This includes transcripts, degree works, and other important information.

When an advisor is in the student's profile screen, they should see the options for transcripts on the menu on the left under the student photo.

I am a faculty and/or advisor and having a hard time finding the link to DegreeWorks. How can I find it?

You can navigate to the link by choosing the student you are advising and then clicking on the university’s degree work link you want to access in the “Additional Links” section on the left of the page.

You may also connect directly by using one of the following links:

When will the Faculty and Advisor page change to the new version? I have some suggestions for it.

The Faculty and Advisor Upgrade project will begin at the end of April with a tentative go-live prior to the Fall semester. We have arranged for faculty and advisor representation on the team from each of the universities. You may send suggestions to the UAOnline Upgrade Feedback Form.

Tax form FAQs

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.

What if I want a paper W-2?

There is no need to do anything. Do not consent to the electronic form and you will get a W-2 in January in the mail as usual.

What if I want BOTH a paper W-2 and access to view it in UAOnline?

If you wait to opt-in for an electronic form until after the paper forms mail in January, you will be able to view the electronic form online as well. But you will need to remove your consent for electronic access prior to the next year’s mailing in order to receive a paper copy.

What if I make a mistake and need to change my W-4 withholdings again?

You may change your W-4 withholdings as many times as you want. The W-4 elections that are active when payroll processes will be what is used for that paycheck.

I chose to see my 1095-C form electronically, but I can only see past years (2015-2020). How can I see my current 1095-C electronically?

Only those 1095-C forms that were processed by UA are viewable electronically through UAOnline. All 1095-C forms after 2020, including the current year, are processed by an outside provider. They only provide the forms via paper. There is no electronic version available.

I am an employee from outside the US. May I change my W-4 elections?

Under certain circumstances you may be able to change your W-4 withholdings. Please refer to your Tax Summary Report from Glacier to determine if you have certain requirements for W-4 elections. If you make a change in error, your W-4 withholdings will revert back to the IRS required elections.

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:

UAA Wolfcard

UAF Polar Express

UAS Whale Card

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 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?