Integrated Service Center

Year End Tax Resources

Last updated Monday, November 22, 2021

On This Page:


Accessing Your Current Year Tax Forms

Tax Form How to Access It More Info
IRS Form W-2 Access Your W-2 About IRS Form W-2
IRS Form 1042-S Access Your 1042-S About IRS Form 1042-S
IRS Form 1099-R Access Your 1099-R About IRS Form 1099-R
IRS Form 1095 (A/B/C) About IRS Form 1095 About IRS Form 1095
UW Stipend Letter Access Your UW Stipend Letter About UW Stipend Letter
IRS Form 1098-T Download at Student Fiscal Services’ website Student Fiscal Services Office
IRS Form 1099-Misc Contact ten99@uw.edu Procurement Services

Need tax forms from a prior year(s)?
Access your W-2s, 1099-Rs, and UW Stipend Letters from 2017 forward in Workday – follow the relevant link in the How To Access It column above for instructions.

For information about accessing tax forms from prior to 2017, refer to the Accessing Prior Year Tax Forms section, below.


Prepare For Tax Season

Opt Out of Paper Tax Forms

The ISC encourages all employees to opt out of receiving paper W-2 tax forms, and to instead access their 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.

Verify You Have Designated a “Mailing Address” in Workday

All employees should confirm and/or update their Mailing address in Workday to ensure timely and accurate delivery of tax documents, such as your W-2. You may be assessed state withholding tax; Washington state residents do not pay state withholding tax.

Tax forms sent by USPS mail with undeliverable addresses are returned to the ISC; returned tax forms are not re-mailed. It’s the employee’s responsibility to either access their tax form online through Workday or contact the ISC to request a replacement tax form.

Resources For International Students

These resources can help International Students with filing their personal tax returns:

Tax Forms Requiring Annual Renewal

  • IRS Form W-4
    Your W-4 Exemption status is only valid for one calendar year. If you previously claimed exempt from Federal Withholding tax and wish to claim exempt for the new year, update your withholding information in Workday no later than February 15.
  • IRS Form 673
    IRS Form 673 (PDF) applies only to US citizens working overseas (and not resident aliens).

Note for Foreign Nationals
Tax treaty eligibility paperwork must be renewed for your federal taxation to continue to be appropriately reduced. Visit the Getting Started in Glacier Tax Compliance page for details.

Year-End Tax FAQs

The ISC is responsible for sending out three different IRS tax forms. Form W-2s are sent to UW employees who received some form of wage or compensation in the prior calendar year. Form 1042-Ss are sent to UW employees who are foreign nationals who have claimed a tax treaty or code exception to taxation. Form 1099-Rs are sent to UW retirees who receive RET payments directly from the University of Washington (not Washington State Department of Retirement Systems).

Note that UW Foreign National employees who live and work outside of the United States (and who have submitted the relevant paperwork) will not receive any United States tax forms related to their work performed overseas. For more details, visit the Foreign Nationals Working Outside the US section of the Foreign Nationals Payment & Tax Information page.

1098-Ts are distributed through Student Fiscal Services (SFS). You can download your 1098-T tax form at their website.

The Form W-2 is the tax form sent by the employer to both the IRS and the employee reporting an employee’s earned wages and other salary information, as well as the amount of taxes the employee had withheld from each paycheck in the prior calendar year. Employees use the information found on the Form W-2 when filing their tax return.

Employees use the W-4 to indicate how much federal withholding tax the employer should deduct from each paycheck; the Form W-4 is filled out by employees, usually during the onboarding process. Employees determine their own amount of withholding.

Yes, you can update your withholding elections in Workday at any time. For step-by-step guidance, refer to the Update Federal Withholding Elections User Guide. Any changes you make will go into effect immediately, though depending on where the University is in the payroll cycle, the change may not be reflected in your paycheck until the second pay period after you made changes. For more information about withholding calculations, visit the IRS website: IRS Withholding Tables Frequently Asked Questions.

Typically any new deduction changes (eg, increased benefit premium amounts, changes in FSA and/or DCAP contributions, etc) will be reflected in the first paycheck of a new tax year. Additionally, if an employee had met the Social Security max limitation in the prior tax year, and therefore Social Security tax payments had stopped upon meeting that limit, the employee may notice their Social Security deductions starting up again in January. Changes to IRS tax tables may also result in changes to an employee’s federal withholding, which would be reflected in the first paycheck of a new tax year.

You will want to verify you entered the correct amounts from your W-2s into the correct fields in TurboTax. People often incorrectly enter the amount from Box 1 on the W-2 into their Social Security Gross and/or Medicare Gross fields in TurboTax or other tax-help software; make sure you entered the amount from Box 3 for Social Security and the amount from Box 5 for Medicare. The Social Security and Medicare amounts on your W-2 are auto-calculated using federally mandated percentages.

Yes. Because the University of Washington has an entirely different Tax ID number, you will have to pay Social Security. Your CPA or other tax advisor may have information about recouping excess Social Security contributions.

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 (PDF), 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 Declaration of Tax Status form (PDF).

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, refer to the Dependent Verification page.


Accessing Your W-2

Your Form W-2 is usually made available in Workday* after the first payday in January. Open/expand the appropriate menu below for step-by-step instructions for accessing your W-2 in Workday.

  1. Log into Workday using the Sign in to Workday link at the top right of this page.
  2. In Workday, select the Pay worklet.
  3. Select the My Tax Documents button.
  4. Select the View/Print button under “Employee Copy,” then select Notify Me Later on the “Your request is being processed” window. (Please note: you may need to “allow pop-ups from Workday” if your web browser blocks pop-ups).
  5. Your W-2 will then be delivered to your Notifications in Workday (select the “bell” icon at the upper right corner).

Obtaining an Accessible W-2
An accessible version of your W-2 is also available; to access it, if you haven’t already done so, you must first configure your Workday preferences to display accessible forms.

Follow these steps to both update your Workday preferences (steps 2-6) and access your accessible W-2 (steps 7-9):

  1. Log into Workday using the Sign in to Workday link at the top right of this page.
  2. In Workday, from the Cloud icon at the top right of the screen, select My Account.
  3. Select Change Preferences.
  4. In the screen that opens, under the Account Preferences header, select the Simplified View checkbox.
  5. Select OK.
  6. Select the “W” icon in the upper left corner of the screen to return to the Workday homepage.
  7. Select the Pay worklet.
  8. Under the View heading, select My Tax Documents.
  9. Select the Accessible Form button to open your accessible W-2.

If your work location is outside of the United States, follow these steps to access your tax documents in Workday:

  1. Log into Workday using the Sign in to Workday link at the top right of this page.
  2. In Workday, from the Cloud icon at the top right of the screen, select View Profile.
  3. Select the Pay tab on the left of the screen, then select the Tax Documents tab on the top of the screen.
  4. Select the View/Print button under Employee Copy, and then select Notify Me Later on the “Your request is being processed” window. (Please note: you may need to “allow pop-ups from Workday” if your web browser blocks pop-ups).
  5. Your W-2 will then be delivered to your Notifications in Workday (select the “bell” icon at the upper right corner).

If you have a Certificate of Foreign Status, for additional guidance, refer to the Year-End Information for Foreign Nationals section of the Foreign Nationals Payment & Tax Information page.

If you no longer work at the University, you can still access your W-2s in Workday.

IMPORTANT:
In order to sign into Workday, you will need both your UW NetID credentials and 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, plus three years afterward. To enroll in Duo, visit UW-IT’s Two-Factor Authentication (2FA) page.

If you forgot your UW NetID and/or password, or need help using Duo, please contact UW-IT for assistance.

To access your tax documents in Workday:

  1. Log into Workday using the Sign in to Workday link at the top right of this page.
  2. In Workday, select the Payroll worklet.
  3. Select the My Tax Documents button.
  4. Select the View/Print button under “Employee Copy,” and then select Notify Me Later on the “Your request is being processed” window. (Please note: you may need to “allow pop-ups from Workday” if your web browser blocks pop-ups).
  5. Your W-2 will then be delivered to your Notifications in Workday (select the “bell” icon at the upper right corner).

Questions about your W-2?
Review the FAQs on the About IRS Form W-2 page – your question may already be addressed there!

*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.


Accessing Your 1099-R

Instructions for Current Employees

  1. From the Pay worklet in Workday, select the Other Tax Documents (1099R & Stipend Letter) button found under “External Links.”
  2. Once in Legacy ESS, use the Tax Forms link on the left side of the screen, then select Print Tax Forms.

Instructions for Retirees

  1. From the Personal Information worklet in Workday, select the Other Tax Documents (1099R & Stipend Letter) button found under “External Links.”
  2. Once in Legacy ESS, use the Tax Forms link on the left side of the screen, then select Print Tax Forms.

Accessing Your UW Stipend Letter

  1. From the Pay worklet in Workday, select the Other Tax Documents (1099R & Stipend Letter) button found under “External Links.”
  2. Once in Legacy ESS, use the Tax Forms link on the left side of the screen, then select Print Tax Forms.

Accessing Your 1042-S

Instructions for individuals with UW Glacier Tax Compliance accounts:

  1. Log into the Glacier Nonresident Alien Tax Compliance System
  2. From the Menu, select I would like to view/print my Form 1042-S

Instructions for individuals without UW Glacier Tax Compliance accounts:

  1. Download and complete the Request for Paper Tax Form Replacement (PDF)
  2. Fax the completed form (don’t ever email any form that contains your Social Security number) to the ISC at 206-543-8137; or, alternatively, drop off the form in person at the ISC. Note that the request for paper Form W-2s can take up to 48 hours to process.

Accessing Prior Years’ Tax Forms

Electronic Forms

Tax forms (W-2, 1099-R, and UW Stipend Letter) from 2017 forward can be accessed in Workday. Refer to the table at the top of this page for links to the relevant instructions.

Tax forms (W-2, 1099-R, UW Stipend Letter, and 1042-S) from 2012-2016 can be accessed in Legacy ESS.

IMPORTANT:
In order to sign into Legacy ESS, you will need both your UW NetID credentials and Duo, UW’s two-factor authentication (2FA) solution.

If you are no longer a UW employee, you are eligible to enroll in Duo through the remainder of the year in which you left the University, plus three years afterward. To enroll in Duo, visit UW-IT’s Two-Factor Authentication (2FA) page; if you are no longer within the Duo eligibility window, refer to “Requesting Paper Tax Forms,” below.

If you forgot your UW NetID and/or password, or need help using Duo, please contact UW-IT for assistance.

Once in Legacy ESS, use the Tax Forms link on the left side of the screen, then select Print Tax Forms.

Go to Legacy ESS

Requesting Paper Tax Forms

If you are no longer eligible for Duo, or for any other reason can’t access Workday or Legacy ESS, complete the Request for Paper Tax Form Replacement (PDF) and fax it (yes, fax! It sounds old-school, but please DO NOT email any form that contains your SSN) to the ISC at 206-543-8137 or mail the form to the ISC.

Please note that requests for paper tax forms can take up to 48 hours to process.

As a reminder, the ISC cannot provide tax or financial planning advice.