When an employee is hired, and will be receiving compensation from the university, they are required to complete the Federal Withholding Elections business process. The Federal form W-4 that the employee completes is used to indicate how much federal taxes to withhold from a paycheck; this form will be completed electronically in Workday as part of the Employee onboarding process.
Federal tax law changed in 2013 when the Internal Revenue Service and the US Department of Treasury ruled that same-sex couples, who were legally married in jurisdictions that recognized their marriages, were to be treated as married for federal tax purposes. These couples may also be known as Qualified Domestic Partners (QDPs) under Washington State law.
You can update your address in Workday.
Address changes must be made before the end of the year in order to be reflected on that year’s tax form.
If you are unable access Workday, notify the ISC of your change of address.
Annual Forms Requiring Renewal
IRS Form W-4
W-4 Exemption status is only valid for one calendar year.
The UW Stipend Letter reports on scholarships or fellowships paid to non-UW students from the Payroll system as a stipend.
A Stipend is an Earnings Type (STP, SWB) used to pay a scholarship or fellowship.
A scholarship is generally an amount paid to a student for the purpose of study.
A fellowship is generally an amount paid to a person for the purpose of research.
Which Tax Form Do You Need?
How to Replace Tax Forms
You can access your IRS Form W-2 (2017 and onward) in Workday.
Tax forms for July 2017 and beyond are available in Workday.
For tax forms prior to July 2017, access the Legacy ESS system.
If you need assistance locating a tax form, contact the ISC.
The ISC team encourages you to opt out of receiving paper tax forms.
You can retrieve information on your IRS Form W-2 (for 2017 and onward) in Workday.
Prior years information is available in the Legacy ESS system.
The online version of your tax forms meet all the same IRS requirements as the paper forms and is available sooner than when paper forms are distributed on the January 25th pay day.
About IRS Form W-2
The IRS Form W-2 Wage and Tax Statement reports all taxable wages paid to and taxes withheld from an employee during the calendar year, the January 10th payday through the December 25th payday. It includes details of employee and employer contributions to a variety of tax-related benefits such as retirement and savings plans,
Information on Washington State Medical Aid and Worker’s Compensation
OASDI (Social Security and Medicare) are mandatory federal payroll taxes. Federal Insurance Contributions Act (FICA) is the combined employee and employer portions of mandatory OASDI (Social Security and Medicare) taxes.
Social Security is withheld on taxable gross income up to an annual wage limit each year.
Medicare is withheld on taxable gross income. The rate is increased when the minimum subject gross threshold is crossed.