Year End Payroll and Tax Deadlines
Use this month-by-month summary of year-end deadlines to help ensure both your unit’s and your employees’ timely completion of critical tax information and requirements.
December 12-18, 2019
⇒ Run Payroll Reports, Make any Payroll Corrections
Departments should run these payroll-impacting reports each day from today until the December 18 payroll cutoff deadline to verify employees will be paid correctly – we especially recommend running the R0321 Upcoming Employment End Dates report and the Earnings and Actuals reports.
⇒ Confirm Employees have a Home Mailing Address in Workday
Departments should run the R0559 Home Address Audit Report to identify which employees have missing or incorrect address, and follow up with employees as necessary. Though it is the responsibility of the employee to ensure their home address with a mailing designation is correct and updated in Workday, employees with a missing or incorrect home address are at risk for being taxed incorrectly or not receiving their tax form(s) at all. Employees can see the Edit Personal Information User Guide for guidance on how to make address updates. Corrections must be made in workday no later than December 31 to appear on their 2019 tax form.
December 13, 2019
⇒ Overpayment Option Forms Due
Completed Overpayment Option Forms must be received in the ISC Payroll Office by 4:30 pm to set up overpayments at the correct tax rate. Forms not received by this date may be subject to higher federal taxes per IRS Federal Tax regulations. Please contact firstname.lastname@example.org if you have questions regarding the overpayment process.
⇒ Glacier Tax Compliance Paperwork Due
Completed Glacier Tax Compliance paperwork must be received in the ISC Payroll Office by 4:30 pm. This will ensure that tax forms (W-2, 1042-S) for 2019 are correct.
⇒ Tax Treaty Renewal Paperwork Due
Completed Tax Treaty Renewal paperwork for 2020 must be received in the ISC Payroll Office by 4:30 pm to ensure that tax treaty status will go into effect for the 2020 tax year. This process is completed using the Glacier Tax Compliance software.
Note Regarding Foreign National Employees:
Employees who may be eligible for a tax treaty in 2020 must submit new tax treaty paperwork by December 13, 2019. Tax treaty eligibility is determined by using the Glacier Tax Compliance software. This also applies to stipend payments for 2020 since Foreign National stipend payments are subject to federal withholding taxes. The University of Washington is required by law to withhold federal income taxes at the rate of 14% from the stipend if tax treaty renewal paperwork for 2020 is not received.
⇒ Social Security Number Corrections Due
Any corrections to Social Security numbers (SSNs) must be completed in Workday by 4:30 pm to ensure correct tax reporting for tax year 2019. Please respond timely to any emails from the ISC alerting you to Social Security number discrepancies.
December 18, 2019
⇒ Deadline for Payroll Corrections for Last Payroll of the Year
All payroll corrections must be completed by 5:00 pm on December 18. After payroll cutoff, On-Demand check requests and retro pay requests can be submitted to email@example.com. Please follow the guidelines for On-Demand check requests.
December 19, 2019
⇒ Final Pay Calculation of the Year
The ISC runs the Final Pay Calculation for the year.
December 24, 2019
⇒ Last Payday of the Year
All paper paychecks are mailed to the Home/Primary address listed in Workday. Employees will be contacted to pick up paper payday checks if there is no valid mailing address.
December 27, 2019
⇒ On-Demand Check Requests Due
The deadline to submit any requests for On-Demand checks is 12:00 pm. As a reminder, all corrections must be completed and approved in Workday before submitting On-Demand Check requests. Requests received after this deadline will not be processed until January 2, 2020 due to year-end tax rules. There are no exceptions.
For On-Demand Checks, the department must present their green payroll authorization card at the time of pick-up at the ISC. Reminder: be sure your department has a check pick-up plan for inclement weather.
⇒ Overpayment Repayments Due
Repayments of net calculated overpayments by personal check must be received in the ISC Payroll Office by 12:00 pm. If the net amount is not received by this deadline, the UW must collect the federal withholding tax based on IRS federal income tax laws; this will result in a higher overpayment amount owed by the employee. The IRS does not allow employers to adjust federal income tax withholding for prior years. Please contact firstname.lastname@example.org if you have questions regarding the overpayment process.
December 31, 2019
⇒ Home Mailing Address Updates Due
This is the last day to guarantee Home Mailing Address updates (updates must by completed by 5:00 pm). Every employee must manually designate which Home Address is to be used for mailing purposes. The address in Workday as of this date will appear on the 2019 tax form. No address corrections to the tax form can be made after this date.
January 3, 2020
⇒ Paper Tax Form Opt-Outs Due
This is the last day to opt out of paper tax forms for 2019 tax documents (employees must opt out by 5:00 pm). Please encourage employees to opt out of receiving paper tax forms, and to instead retrieve tax information online through Workday.
January 6, 2020
⇒ Updates to Tax Elections for Tax Withholding Due
This is the last day that US Citizens/Residents can make updates to Tax Elections for tax withholding for the January 10 payday (updates must be completed by 4:30 pm). Employees can update their withholding elections in Workday at any time, but this is the deadline for changes to go into effect for the first paycheck of the year. The University of Washington will not refund federal withholding taxes due to late Tax Election updates in Workday.
January 10, 2020
⇒ First Paycheck of the Year
This is the first paycheck on which FICA taxes (Social Security/Medicare) will be once again taken for any employee who reached their FICA cap last year.
This is also the first paycheck on which FICA taxes (Social Security/Medicare) will be taken if Foreign National employees have not completed and submitted Glacier Tax Compliance paperwork determining that they are FICA-exempt. This also applies to Foreign National employees whose FICA status has changed.
January 13, 2020 (subject to change)
⇒ Form W-2 Available in Workday
W-2 tax forms become available in Workday. Employees who have chosen to opt out of paper tax forms will receive an email notification when the tax forms are available. Stipend Letters and 1099-R tax forms will be available in electronic form through Legacy ESS.
January 24, 2020
⇒ Paper Tax Forms Mailed
The ISC mails all 2019 paper tax forms (W-2, Stipend Letter, 1099-R) for active employees who did not opt to go paperless by the January 4 deadline. Paper tax forms will also be mailed to employees that terminated in 2019, and to employees who are on extended leave. Note that USPS will not forward tax documents.
Foreign Nationals may receive both a W-2 Tax Form and 1042-S Tax Form. Please advise your Foreign Nationals to wait to file their tax return until after the 1042-S Tax forms are available in March 2020.
Students paid by stipends receive their stipend payment information on Form 1098-T. This form is distributed by Student Fiscal Services and available on their website.
February 3, 2020
⇒ Replacement Tax Forms Processed
ISC Payroll will begin processing requests for replacement paper 2019 tax forms (W-2, 1099-R, Stipend Letter only).
March 10, 2020 (subject to change)
⇒ Form 1042-S Mailed
The 1042-S tax form for Foreign Nationals will be mailed to the address listed in Glacier, unless the Foreign National designated they wish to receive an electronic copy of their 1042-S. The electronic version of the tax form will be available in the Glacier Tax Compliance software.