W-2 (Wage and Tax Statements) Now Available Online; to be Mailed by January 31, 2017
(Additional Tax Forms to be Distributed in February and March)
The 2016 W-2 Wage and Tax Statements are now available online in the MyUW portal for UW System institutions or for UW-Madison. Your statement is located under the Tax Statements tab in the Payroll Information app. Paper copies of the W-2 will be mailed via U.S. mail and postmarked by January 31, 2017.
A printed Form W-2 from the portal is a valid document for tax filing. However, if you are filing a paper tax statement, you must write your Social Security number or Individual Tax Payer Identification number in the 'a' field at the top of each Form W-2 section. In order to increase the security of sensitive information online, any U.S. Social Security or Tax Payer Identification number has been removed from the online statements.
Additional Tax Forms to be Distributed
Some employees will also receive additional tax forms from the University (Examples: 1095-C, 1042-S, Fellowship/Scholarship Letter, 1099-Misc Form).
- The 1095-C Form will be mailed via U.S. mail to employees in early February and available on the portal by mid-February. All UW employees who were full-time for some or all months of 2016 will have a 1095-C form to document that health insurance coverage was offered to them. Employees will need the 1095-C Form as part of their documentation requirement when filing 2016 taxes.
- The 1042-S Forms will be available in the Glacier Online Tax Compliance System for those who chose the option of electronic delivery; others will have them mailed to their home address. The 1042-S forms will be posted on the portal sometime in March.
- The Fellowship/Scholarship Letter and 1099-Misc Forms will be mailed to your home address.
Filing Your Taxes
Please remember to use your W-2 Form, not your final 2016 Earnings Statement, to file your taxes. Some employees have had adjustments made to their 2016 taxable earnings since the last 2016 payroll was paid. These employees may have an additional earnings statement generated reflecting these adjustments. These adjustments will already be reflected on the W-2 Form that the employee receives.
The Internal Revenue Service (IRS) will begin accepting returns on January 23, 2017 for the 2016 tax filing season. To minimize your chance of a fraudulent return being processed using your Social Security number (SSN), or Individual Tax Payer Identification number (ITIN), you may want to consider filing a return as early as you are able and once you have received all necessary tax forms. More information is available on the IRS website.
Late February HR System Outage Will Affect Availability of Tax Forms on Portal
Please note that the UW’s Human Resource System (HRS) will have a multi-day outage towards the end of February in order to implement a technical upgrade of HRS. During this outage all electronic statements on the portal, including the electronic copies of all tax forms, will be unavailable. We anticipate that statement access will be restored when HRS comes back on-line on the morning of Monday, February 27th. If you need an electronic copy of a statement during the outage, please contact your institution payroll administrator during normal business hours; they will be able to retrieve copies of your statements on your behalf. See the ‘Help’ link in the My UW Payroll Information app for payroll administrator contact information for your institution.
Source: UW Service Center