Note: This is a printed version of https://isc.uw.edu/using-workday/managing-your-personal-and-work-information/annual-checklist. Please visit this page on the ISC website to ensure you're referencing the most current information.
Annual Workday Review Checklist
All UW employees should annually review their personal information in Workday to confirm everything is up-to-date and correct – inaccurate information can put your pay, benefits options, retirement contributions and taxes at risk.
Returning to Work On Campus After Working Out-of-State?
If you notice your work address is incorrect in Workday – for instance, if you’ve recently returned to on-site work after having worked out-of-state during “Stay Home, Stay Healthy,” but Workday still reflects you have a “remote location” – please contact your unit’s HR administrator (not the ISC!) to make updates on your behalf. Remember that your work address impacts your taxes, as well!
1. Confirm Your Home Address Is Correct
Keeping your Personal Information (such as your legal name, phone number, and emergency contact details) up-to-date is always critical, but it’s especially important to make sure your home address is correct; a missing or incorrect address could put you at risk for not receiving your paycheck on time, receiving the wrong benefits options, or even being taxed incorrectly. Your Primary Home Address in Workday should be the address you use while working at the UW and is the address for which taxes will be based – Workday will automatically deduct out-of-state taxes from your paycheck if your primary address is located in a state with a state tax (e.g., California or Oregon).
Workday does not automatically designate your home address as your mailing address – but designating a current mailing address is critical for ensuring you receive your tax forms (e.g., W-2s, 1099-Rs and stipend letters), as well as your paycheck if a direct deposit no longer works.
Learn how to verify and update your address in the Edit Contact Information section of the Edit Personal Information User Guide.
2. Review Your Tax Withholding Elections
Most employees have taxes deducted from their paycheck, per IRS policy. The amount withheld depends on details provided on the Form W-4 at hire. Employees can update their withholding elections at any time by following the steps in the Update Federal Withholding Elections User Guide.
TIP: Use the IRS Withholding Calculator to help determine the best withholding allowances for you and your family.
Foreign Nationals: Based on tax status, not all Foreign National employees can make tax withholding updates.
3. Opt Out Of Paper Tax Forms
The UW strongly encourages employees to opt out of receiving paper tax forms, and to instead retrieve their tax documents online through Workday. Online forms are more secure than paper tax forms and can be accessed more than two weeks earlier than when paper tax forms are mailed.
- W-2 tax forms are available in mid-January.
- 1042-S tax forms for Foreign Nationals who participate in a tax treaty are available in Glacier in mid-March.
4. Confirm Your Direct Deposit Information Is Correct
All employees should sign up for direct deposit of their pay as mandated by the State of Washington. Make sure your direct deposit details are current and correct – see the Updating Your Payment Elections section of the Payment Elections User Guide.