Last updated Friday, February 16, 2018
Find year-end tax forms and information on how to complete them. Please note: The ISC Payroll Office cannot provide tax advice.
Opt Out of Paper Tax Forms
The ISC encourages all employees to opt out of receiving paper W-2 tax forms, and to instead retrieve tax information online through Workday. Online tax forms are legal documents that meet all the same IRS requirements as paper forms, and are available two weeks before paper tax forms.
In addition to providing a more secure – and quicker – way to receive your tax filing information, going digital and opting out of paper tax forms helps the UW reduce time and money costs.
Opting out of paper tax forms via the following steps only takes a few moments; if you previously opted out, you do not need to do so again:
- From the Pay worklet in Workday, under View, select My Tax Documents.
- Under Printing Election, select Edit. Then select OK at the bottom of the next screen.
- Select the Receive electronic copy of my Year End Tax Documents button (the red asterisk just means one of the two choices must be selected), select OK at the bottom of the screen, then select Done.
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.
If you claimed exempt from Federal Withholding tax on IRS Form W-4 and wish to claim exempt for the new year, you must fill out a new IRS Form W-4. Your IRS Form W-4 information can be updated in Workday.
Updates must be completed no later than February 15.
IRS Form 673 US Citizens Working Overseas
IRS Form 673 applies to US citizens only. It does not apply to resident aliens.
Tax information for Foreign Nationals
Tax Form Replacement
Which Tax Form Do You Need?
- Form W-2 for UW employees who received taxable salary/wages
- Form 1042-S for UW Foreign National (Nonresident Alien) employees whose US income is subject to withholding
- Form 1099-R for UW retirees who received supplemental retirement payments
- Stipend Letter for non-UW students who were paid a stipend
How to Replace Tax Forms
You can access your IRS Form W-2 (2017 and onward) in Workday.
Individuals that separated from the UW will continue to have access to tax documents via Legacy Employee Self Service (ESS) or Workday:
- Former employees will access their 2017 W-2 in Workday.
- 2017 Stipend Letters and 2017 Form 1099-R (retiree supplemental pension tax form) will be available in Legacy ESS, accessed via the Personal Information worklet in Workday.
Duo Eligibility for Former UW Employees
Access to both Workday and Legacy ESS requires UW NetID credentials and enrollment in Duo, UW’s two-factor authentication (2FA) solution. Former employees are eligible to enroll in Duo through the remainder of the year in which they left the University, and for the three years following their year of departure. (For example, an employee who left the UW in November of 2017 will be eligible for Duo through the remainder of 2017, all of 2018, all of 2019, and all of 2020; after 2020, they are no longer eligible.)
More information about using 2FA with Workday is available.
If you do not have access to Workday, complete the Request for Paper Tax Form Replacement and submit it to the ISC or other indicated campus location.
Contact the ISC for assistance in locating your tax form.
Can’t Find an IRS Form W-2 or IRS Form 1042-S?
Instead you may have received either an IRS Form 1098-T or an IRS Form 1099-Misc.
Tax Considerations for Qualified Domestic Partners (QDPs)
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.
This ruling applies only to couples who are considered legally married and does not apply to Registered Domestic Partnerships.
If you are in a Registered Domestic Partnership, and your partner and/or child(ren) do not qualify as eligible dependents under IRC 152, the UW must report the cost of the insurance that UW provides for these dependents and the insurance contributions you make as wages on your IRS Form W-2 (displayed in box 1, 3 and 5). This is called “imputed wages.”
The UW determines IRC 152 eligibility based on the information you provided on your the Declaration of Tax Status. This form is completed at the time you enroll in a PEBB health insurance plan, or at any time you change your enrollment due to a qualifying Life Event.
If you determine that your Declaration of Tax Status was incorrect for the prior tax year or requires updating at this time, contact the ISC.
For more information about Qualified Domestic Partner tax status, see the Health Care Authority’s Dependent Verification information.
Information on IRS Tax Forms
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 10 payday through the December 25 payday. It includes details of employee and employer contributions to a variety of tax-related benefits such as retirement and savings plans, medical and dental, flexible spending account and others.
The Federal Affordable Care Act (ACA) also requires employer‐sponsored medical and dental costs to be reported on both the W-2 and 1095 forms.
Your Form W-2 is usually made available in Workday after the first payday in January. Paper forms for active employees will be distributed on the second payday in January. Paper forms for separated or inactive employees will be mailed to the home address listed in Workday by the end of January. You can access recent Forms W-2 in Workday.
Form W-2s for years prior to 2017 can be found on UW’s Legacy ESS, accessed via the Personal Information worklet in Workday.
Explanation of the IRS Form W-2
About IRS Form 1042-S
The IRS Form 1042-S Foreign Person’s U.S. Source Income Subject to Withholding reports amounts paid to foreign persons (including persons presumed to be foreign) that are subject to withholding even if no amount is deducted and withheld from the payment because of a treaty or code exception to taxation.
The Form 1042-S reports payments made from January 1–December 31.
Your IRS Form 1042-S incorporates payments from multiple University of Washington departments, including Payroll, Student Fiscal Services, Accounts Payable, and Intercollegiate Athletics.
Questions for payments other than Payroll should be directed to the appropriate department.
You IRS Form 1042-S is available in Workday on the first payday in March for payments made through Payroll only.
Paper forms for active employees will be distributed on the first payday in March. Paper forms for separated or inactive employees and recipients not paid by Payroll will be mailed to the home address listed on the foreign national paperwork.
Explanation of the IRS Form 1042-S
About IRS Form 1095
The IRS Form 1095 is your proof of health insurance coverage.
IRS Forms 1095 are filed by the Health Insurance Marketplace (1095-A); by other insurers (1095-B); or by your employer (1095-C).
Your 1095 form(s) are filed by whomever provided your coverage during the year–individuals do not fill these forms out themselves.
Your UW Form 1095-C will be distributed in March.
UW employees will receive their Form 1095-A or 1095-B from either the state Health Care Authority (HCA) or directly from their health plan (see details below).
The HCA will create and mail your Form 1095 form to your home address. This form indicates (by month) whether or not you had health coverage during the tax year, and will list any enrolled family members.
Note that the HCA will use the UW Benefits return address for the mailing, but the document is developed and distributed by HCA.
If You Are an Employee Enrolled in a PEBB Kaiser Plan (formerly Group Health)
You will receive your 1095 form directly from Kaiser (or Group Health) insurers indicating (by month) whether or not you had health coverage in during the tax year, and listing any enrolled family members.
You will receive your 1095 form directly from Lifewise indicating (by month) whether or not you had health coverage during the tax year, and listing any enrolled family members.
If you are expecting to receive a Form 1095-A, you should wait to file your income tax return until you receive the form. However, it is not necessary to wait for Forms 1095-B or 1095-C in order to file.
Individuals who wish to file for a Premium Tax Credit will need a Form 1095.
Note: If you are filing the Premium Tax Credit Form 8962, you can’t file a Form 1040EZ form and will need to file a traditional Form 1040 or 1040-A.
Information on Forms 1095 and your tax returns
Disclaimer: The information on this page does not substitute for official plan documents. If there is a conflict between the information on this site and an official plan document, the official plan document will govern.
Plan availability and eligibility may change depending on your employment status and/or actions of the Washington State Health Care Authority (HCA), the agency that purchases and coordinates health insurance benefits for public employees, including employees of the University of Washington, through the Public Employees Benefits Board (PEBB) program.
About IRS Form 1099-R
The IRS Form 1099-R Distributions for Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs Insurance Contracts, etc. reports retiree supplemental pension payments paid through the payroll system as a defined benefit plan.
The Form 1099-R reports supplemental pensions paid from the January 10 payday through the December 25 payday.
The State of Washington Department of Retirement Systems will report on pensions paid by the State of Washington Department of Retirement Systems.
Your Form 1099-R is available online through Workday after the first payday in January.
Paper forms will be mailed during the last week of January to the designated mailing address listed in Workday.
Explanation of the IRS Form 1099-R
About UW Stipend Letter
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.
The UW Stipend Letter informs recipients of the total scholarships and fellowships paid from the Payroll system from the January 10 payday through the December 25 payday.
Your UW Stipend Explanation Letter is available online through Workday after the first payday in January.
Letters will be mailed the last week of January to the designated mailing address listed in Workday.
Explanation of the UW Stipend Letter
Obtaining Prior-Year Tax Forms
There are a variety of reasons why someone might need to access their Form W-2s from previous years – financial aid applications, loan applications, tax season, etc.
Starting with the 2017 tax year, UW employees can access their W-2s within Workday.
Current and former UW employees can access their 2012-2016 Form W-2s through Legacy ESS. Legacy ESS can be accessed in Workday in two different ways:
- In Workday, using the Pay worklet, select the Pre-2017 Tax Documents (Legacy ESS) button found under External Links
- In Workday, using the Personal Information worklet, select the Legacy Employee Self-Service button found under External Links
- Note: this is the only Workday option available for employees who a) have left UW or b) are international workers, as neither population has access to the Pay worklet
Once in Legacy ESS, use the Tax Forms link on the left side of the screen, then select Print Tax Forms.
Legacy ESS Access for Former UW Employees & Duo Eligibility
To be able to login to Legacy ESS, you must first be enrolled in Duo, the UW’s two-factor authentication (2FA) solution. Former employees are eligible to enroll in Duo through the remainder of the year in which they left the University, and for the three years following their year of departure. (For example, an employee who left the UW in November of 2017 will be eligible for Duo through the remainder of 2017, all of 2018, all of 2019, and all of 2020; after 2020, they are no longer eligible.)
Former employees who are no longer within the Duo eligibility window can request paper tax forms – see below.
Requesting Paper Tax Forms
If for any reason you can’t access the Legacy ESS system, complete the Request for Paper Tax Form Replacement and fax it (yes, fax! It sounds old-school, but please don’t email any form that contains your SSN) to the ISC at 206-543-8137 or drop off the form in person at the ISC. The request for older paper Form W-2s can take up to 48 hours to process.