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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 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, 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 available in Workday on 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 in 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 system. For assistance, contact the ISC.

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).

If You Are an Employee Enrolled in a PEBB Uniform Medical Plan

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.

If You are a Graduate Appointee Insurance Plan (GAIP) Participant

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 10th payday through the December 25th 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 on the first payday in January.

Paper forms will be mailed to the home address listed in Workday during the last week of January.

Explanation of the IRS Form 1099-R