Year End Tax Resources (2018)

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.

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.

For International Students – Glacier Tax Prep Resources: These resources can help International Students with filing personal tax returns:

• Glacier Tax Prep Software sponsored by 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)
  • Glacier Tax Prep Drop-In Advising (select the link for their drop-in schedule)
  • International Student Services’ How to File overview 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.

W-2 Retrieval

To Retrieve Your University of Washington W-2

1. From the Pay worklet in Workday, select My Tax Documents.
2. 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).
3. Your W-2 will then be delivered to your Notifications (select the “bell” icon at the top right of the page).

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:

1. Select the “cloud” icon in the upper right corner of Workday, then select My Account.
2. Select Change Preferences.
3. In the screen that opens, under the Account Preferences header, select the Simplified View checkbox.
4. Select OK.
5. Select the “W” icon in the upper left corner of the screen to return to the Workday homepage.
6. Select the Pay worklet.
7. Under the View heading, select My Tax Documents.
8. 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:

1. From the Cloud icon on the top of the screen, select View Profile.
2. Select the Pay tab on the left of the screen, then select the Tax Documents tab on the top of the screen.
3. 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).
4. Your W-2 will then be delivered to your Notifications (select the “bell” icon at the top right of the 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:

1. From the Payroll worklet in Workday, select My Tax Documents
2. 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).
3. Your W-2 will then be delivered to your Notifications (select the “bell” icon at the top right of the page).

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

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.

UW Stipend Letter Retrieval

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.

1042-S Retrieval

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.

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-R) 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 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.

W-2 Frequently Asked Questions

My W-2 hasn’t arrived yet; what should I do?
The ISC mails paper tax forms on January 25 each year. Mail may take several business days to arrive. If you feel enough time has passed for delivery and you still haven’t seen your tax forms, first verify your designated mailing address in Workday. If your address was incorrect or if your tax forms were lost in the mail, you will need to access your tax documents online in Workday following the steps above.

I would also like a copy of a prior year tax form; how do I find those?
Tax documents prior to 2017 can be found using Legacy ESS. For details and step-by-step guidance, or to learn how to request paper tax form replacements, see the Obtaining Prior-Year Tax Forms section, above.

I have worked multiple positions this year across the campus. Where do I find my other University of Washington W-2(s)?
Your one University of Washington W-2 reflects your wages and taxes paid for ALL of your positions at the University of Washington, UW Medical Centers and Harborview.

I earn a “Stipend” for my position – is it on my W-2?
At the University of Washington, a Stipend is an Earning Type used to pay a scholarship or fellowship. There are two Stipend Earning Types used by the University: STP and SWB. Stipends are not considered wages, so are not reported on the W-2. However, that does not mean that the Stipend isn’t taxable. Student Fiscal Services (SFS) assess UW Stipend Earnings. For students, any stipend earnings are reported on Form 1098-T. Non-students will receive a Stipend Letter, mailed in late January.

What should I do if my Social Security Number or Name is wrong on my W-2?
If your name and/or SSN in Workday does not match up with the information on your Social Security card, you will need to submit a copy of your Social Security Card to the ISC’s Payroll department, either in person at the ISC (UW Tower, Floor O-2) or via secured fax line at 206-543-8137 (important security note: please do not ever include your Social Security Number in an email). Once the information is validated, the ISC will make any necessary corrections.

Why is Box 1 different than Box 3 and Box 5?
Box 1 is your reportable taxable income for the calendar year, and is the amount you will enter on the wage line of your tax return per IRS rules; it includes your gross wages minus any pre-tax items such as medical and health premiums, FSA/DCAP contributions and retirement amounts. Box 3 is the amount of your total reportable wages subject to Social Security taxes; retirement plans are not considered pre-tax items for the purposes of Social Security, so Box 3 may be larger than Box 1. Box 5 is the amount of your total reportable wages subject to Medicare taxes; as there is no cap for Medicare taxes the way there is for Social Security taxes, Box 5 may be larger than Box 1 and Box 3.

I made more than what shows in Box 1; why is there a difference?
Box 1 is not usually the same as your gross wages; it is simply the amount of your taxable wages, as determined by the IRS. Box 1 will not include amounts such as your pre-tax benefits, elective deferrals, mandatory retirement contributions or any other amount not subject to taxes.

Why is Box 2 empty?
Box 2 is the amount of Federal Withholding Tax you chose to withhold from your paychecks when you completed your W-4 during the onboarding process. Each employee determines their own amount of withholding. If Box 2 is empty on your W-2, it means either you claimed exempt on your withholding or your calculated withholding elections exceeded your salary, so no amount was withheld from your paychecks. You can update your withholding elections at any time; for guidance, see the Update Federal Withholding Elections User Guide.

Why are Boxes 3 and 5 empty or smaller than expected?
Many student employees are exempt from paying Social Security and Medicare taxes and their earnings aren’t subject to tax. Box 3 and Box 5 will be empty or reduced if you qualified under these student FICA exemption rules. You can find more information about student exemptions on the Tax Office’s FICA page, as well as on the ISC’s OASDI (Social Security & Medicare) page.

Why is Box 3 different than Box 5?
Box 3 is the amount of your total reportable wages subject to Social Security taxes. Box 5 is the amount of your total reportable wages subject to Medicare taxes. As there is no cap for Medicare taxes the way there is for Social Security taxes, Box 5 may be larger than Box 3.

Why is Box 9 empty? Is there supposed to be a verification code?
You may have heard about “verification codes” being used in Box 9 on the employee’s W-2 on the news. Though 16-character long verification codes are being used by some employers to help the IRS verify whether the W-2 information is accurate, W-2 verification codes are currently only a pilot program being used by certain payroll service providers (PSPs). The University of Washington is assessing whether to participate in this program at a future date. A verification code is not necessary for you to complete your tax return.

What is Code DD in Box 12? Do I need to report DD?
The IRS requires employers to include the cost of employer-sponsored health coverage on the employee’s W-2. This amount is reported with Code DD. This amount is not taxable.

Why is my UWRP not in Box 12?
Box 12 includes the amount of elective deferrals and various other types of compensation. The IRS has not designated an official code for mandatory contributions to retirement plans, and therefore the amount would not be displayed in Box 12. Additionally, because contributions to UWRP are considered mandatory contributions and not elective deferrals, UWRP contributions have been taken into account in Box 1 and are not itemized in Box 12. Your year-to-date totals can be found on your payslip.

Other Year-End FAQs

How do I know which tax form I should receive?
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).

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

What is the difference between a W-2 and a W-4?
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.

Can I change my withholding elections?
Yes, you can update your withholding elections in Workday at any time. For step-by-step guidance, see 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, you may not see the change on 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.

Why did my net take-home change on my first paycheck in January?
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 seen in the first paycheck of a new tax year.

TurboTax says I overpaid OASDI (Social Security and Medicare) taxes; what should I do?
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.

I’ve already maxed out my Social Security at another employer; do I still have to pay it at the UW?
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.

Are there any 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 (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:

• 2018 Declaration of Tax Status form (PDF)
• 2019 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. Versions of the form are available for both the current and upcoming calendar years:

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.