Find the forms you need for tax reporting purposes and get answers to some of the most common questions related to payroll tax withholdings at the University of South Carolina.
The information included with your W-4 forms will impact your tax withholdings.
W-4 forms are required to be completed upon hire once an employee has an active profile in PeopleSoft HCM. You may change your withholdings at any time by logging into Employee Self Service. Changes will go into effect on your next paycheck, unless the payroll for the upcoming paycheck has already been processed. Nonresident Alien forms are restricted by the IRS and the self-service feature will be disabled. Paper forms will continue to be accepted.
Contact the Payroll office at 803-777-4227 or email payroll@mailbox.sc.edu.
Supplemental pay is considered pay in addition to your regular wages and is subject to a flat tax rate as required by federal and state tax regulations.
FICA is the combination of Social Security tax and Medicare tax. All employees are subject to FICA taxes, unless an exception applies.
There are some exceptions for student employees who are working while they are enrolled and other exceptions for international employees.
FICA Exemption Requirements:
The below table lists the minimum enrollment hours requirements established by the University for the student FICA exemption to apply. Please note that these could be subject to change and exceptions may apply.
| Grad Students | Minimum | FICA Status |
|---|---|---|
| Fall/Spring | 6 Credit Hours | Exempt |
| Summer | 3 Credit Hours | Exempt |
| Exceptions: Banner type Z, 3, 4, 5 | 1 Credit Hour | Exempt |
| Undergraduate | Minimum | FICA Status |
|---|---|---|
| Fall/Spring | 6 Credit Hours | Exempt |
| Summer | 3 Credit Hours | Exempt |
The primary relationship of the employee with the university must be “student” and not “employee.” Career employees are not granted the exemption.
J-1 and F-1 visa holders who are considered non-resident aliens for tax purposes and performing services for the purpose of their visa are granted the FICA exemption under IRS Section 3121(b)(19).
The IRS has released an updated Tax Withholding Estimator and a FAQ page to assist in filling out the Form W-4. You may also visit the SC Department of Revenue website for information regarding the SC W-4. The university cannot offer tax advice.
If a student employee is currently enrolled full-time, they are exempt from FICA taxes.
Send an email to Payroll@mailbox.sc.edu and include your employee ID or the last four digits of your social security number. If you prefer to receive it by mail, ensure you provide your current mailing address.
The Payroll Department is not authorized to provide tax advice.
The Payroll Department issues the following important documents annually that you will need for filing your U.S. tax returns.
Wages and tax withholdings are required to be reported to the federal and state tax authorities. The Payroll department will issue the Form W-2 to you in January for the prior year. If your Form W-2 is missing, please contact the Payroll Department to request a reissuance.
This form is only applicable to foreign persons. The International Payroll Department will issue the Form 1042-S by March 15 for the prior year when wages paid to the international employee were exempt from U.S. tax in accordance with a tax treaty or other exception from taxation. This form may be sent in lieu of a Form W-2, or in addition to a Form W-2.