Year End Tax Resources
Tax Forms
Your University of Washington W-2, 1099-R, and Stipend Letter can be accessed in Workday. If you haven’t opted out of receiving paper tax forms, they will be sent to your mailing address as listed in Workday.
Tax Form | How to Retrieve It | More Info |
---|---|---|
IRS Form W-2 | Retrieve Your W-2 | About IRS Form W-2 |
IRS Form 1042-S | Retrieve Your 1042-S | About IRS Form 1042-S |
IRS Form 1099-R | Retrieve 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 | Retrieve 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 |
Prior Year Tax Forms | Retrieve Prior Year Tax Forms | Retrieve Prior Year Tax Forms |
Prepare For Tax Season
Please note: The ISC 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.
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.
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 retrieve their tax form online through Workday or contact the ISC to request a replacement tax form. (Why this is important: If your Primary Home Address is an out-of-state address, you may be assessed state withholding tax; Washington state residents do not pay state withholding tax.)
For International Students – Glacier Tax Prep Resources: These resources can help International Students with filing personal tax returns:
- Glacier Tax Prep software sponsored by the International Student Services Office:
- GTP System Tutorial Video (found on the welcome page of Glacier Tax Prep)
- “Welcome to the US Tax System” video (found on the welcome page of Glacier Tax Prep)
- International Student Services’ How to File page
- International Student Services’ Taxes: FAQs page
- Foreign Nationals Payment & Tax Information
Tax Forms Requiring Annual Renewal
IRS Form W-4 Exemptions
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 (PDF) applies to US citizens only. It does not apply to resident aliens.
Retrieve Your W-2
To Retrieve Your University of Washington W-2
- From the Pay worklet in Workday, select My Tax Documents.
- 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).
- Your W-2 will then be delivered to your Notifications in Workday (select the “bell” icon at the upper right corner).
To Retrieve Your Accessible W-2
An accessible version of your W-2 is available in Workday; to retrieve it, you must first configure your Workday preferences to display accessible forms.
Follow these steps to both update your Workday preferences and retrieve your accessible W-2:
- Select the “cloud” icon in the upper right corner of Workday, then select My Account.
- Select Change Preferences.
- In the screen that opens, under the Account Preferences header, select the Simplified View checkbox.
- Select OK.
- Select the “W” icon in the upper left corner of the screen to return to the Workday homepage.
- Select the Pay worklet.
- Under the View heading, select My Tax Documents.
- Select the Accessible Form button to open your accessible W-2.
W-2 Retrieval Instructions for International Workers
If your work location is outside of the United States, your Workday screen looks slightly different. To retrieve your tax documents in Workday:
- From the Cloud icon on the top of the screen, select View Profile.
- Select the Pay tab on the left of the screen, then select the Tax Documents tab on the top of the screen.
- 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).
- 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.
W-2 Retrieval Instructions for Former Employees
If you no longer work at the University, you can still retrieve your W-2s in Workday, though your Workday screen looks slightly different. To retrieve your tax documents in Workday:
- From the Payroll worklet in Workday, select My Tax Documents
- 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).
- Your W-2 will then be delivered to your Notifications in Workday (select the “bell” icon at the upper right corner).
Please Note: In order to sign into Workday, you will need both your UW NetID credentials and Duo, UW’s two-factor authentication (2FA) solution.
- If you forgot your UW NetID and/or password, contact UW-IT for assistance. Learn more at UW-IT’s About UW NetIDs page.
- To enroll in Duo, visit IT Connect’s Two-Factor Authentication (2FA) page. 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.
1099-R Retrieval
Instructions for Current Employees
- From the Pay worklet in Workday, select the Other Tax Documents (1099R & Stipend Letter) button found under “External Links.”
- Once in Legacy ESS, use the Tax Forms link on the left side of the screen, then select Print Tax Forms.
Instructions for Retirees
- From the Personal Information worklet in Workday, select the Other Tax Documents (1099R & Stipend Letter) button found under “External Links.”
- Once in Legacy ESS, use the Tax Forms link on the left side of the screen, then select Print Tax Forms.
UW Stipend Letter Retrieval
- From the Pay worklet in Workday, select the Other Tax Documents (1099R & Stipend Letter) button found under “External Links.”
- Once in Legacy ESS, use the Tax Forms link on the left side of the screen, then select Print Tax Forms.
1042-S Retrieval
Instructions for individuals with UW Glacier Tax Compliance accounts:
- Log into the Glacier Nonresident Alien Tax Compliance System
- From the Menu, select I would like to view/print my Form 1042-S
Instructions for individuals without UW Glacier Tax Compliance accounts:
- Download and complete the Request for Paper Tax Form Replacement (PDF)
- 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.
Prior Year Tax Form Retrieval
Electronic Forms
Tax forms (W-2, 1099-R, and UW Stipend Letter) from 2017 forward can be accessed within Workday.
Tax forms (W-2, 1099-R, UW Stipend Letter, and 1042-S) from 2012-2016 can be accessed through Legacy ESS, which, in turn, can be accessed via Workday in two different ways:
- In Workday, using the Pay worklet, select the Pre-2017 Tax Documents (Legacy ESS) button found under External Links
-OR- - In Workday, using the Personal Information worklet, select the Legacy Employee Self-Service button found under External Links
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 and 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 Legacy ESS, complete the Request for Paper Tax Form Replacement (PDF) 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 mail the form to the ISC. The request for older paper Form W-2s can take up to 48 hours to process.