Form Number

Form Name

Purpose

IRS

W-2

Wage and Tax Statement

Issued annually by the UW Payroll Office, the form provides a summary of taxable wages paid to and taxes withheld from an employee during the calendar year.

W-4

Employee's Withholding Allowance Certificate

Provides the UW Payroll Office with withholding instructions.

W-7

Application for IRS Individual Taxpayer Identification Number

Application for ITIN, an alternate tax id for foreign nationals who don't qualify for a SSN but who must file a tax return or wish to claim a tax treaty.

W-8BEN

Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding

Used to claim an exemption from federal withholding tax due to a tax treaty.

W-8BEN-E

Certificate of Entities Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities)

Used by foreign entities to document their status for purposes of chapter 3 and chapter 4, as well as for certain other code provisions.

1040, 1040A or 1040EZ

U.S. Individual Income Tax Return

Used by resident aliens for tax purposes to file an annual tax return if they earned any income or had any taxes withheld from payments.

1040C

U.S. Departing Alien Income Tax Return

Used by alien individuals who intend to leave the United States to report income they received or expect to receive for the entire tax year and pay the expected tax liability on that income.  Must be filed before an alien leaves the U.S.

1040NR or 1040NR-EZ

U.S. Nonresident Alien Income Tax Return

Used by nonresident aliens for tax purposes to file an annual tax return if they earned any U.S. source income during the year.

1042-S

Foreign Person's U.S. Source Income Subject to Withholding

Issued annually by the UW, the form provides a summary of amounts paid to foreign persons (including persons presumed to be foreign) that are subject to withholding even if no amount is deducted and withheld because of a treaty or code exemption.

1099-MISC

Information Return

Issued annually by the UW, the form provides a summary of payments made to and taxes withheld from an independent contractor during the calendar year.

2063

U.S. Departing Alien Income Tax Statement (Annual Certificate of Compliance)

Used by alien individuals who intend to leave the U.S. and have filed all U.S. income tax returns they were required to file and paid any tax due. The portion of the form, the "Annual Certificate of Compliance" is returned to the departing alien.

8233

Exemption from Withholding on Compensation for Independent Personal Services of Nonresident Alien Individual

Used to claim an exemption from federal withholding tax due to a tax treaty.

8843

Statement for Exempt Individuals and Individuals With a Medical Condition

Nonresident aliens for tax purposes must file this form every year by April 15th.

 

Social Security Administration

SS-5

Application for a Social Security Card

Used to apply for a Social Security Number.

 

Department of Homeland Security

DS-2019

Certificate of Eligibility for Exchange Visitor Status

Issued by the UW and used by a foreign national to:

  1. apply for a J-1 visa for the Exchange Visitor Program at a US consulate overseas or

  2. apply for a change of status from within the U.S. or

  3. authorize transfer to a new program within the U.S.

I-9

Employment Eligibility Verification Form

Documents an employee’s eligibility to work in the U.S.

I-20

Certificate of Eligibility for Nonimmigrant (F-1) Student Status

Issued by the UW. Used by a foreign national to apply for an F-1 visa, and documents that the individual has been accepted to a U.S. university.

I-94

Arrival-Departure Record

Issued by Customs and Border Protection (CBP), documents the date the foreign national (if a citizen of a non-Visa Waiver Program Country) arrived in the U.S. and the date when the authorized period of stay expires.  

 

UW

UW Form 1007

Foreign National Payment Data Sheet

Used by all UW offices issuing payments to foreign nationals to determine federal tax withholding, except Payroll.

UW Form 1631

Honoraria Checklist for Invited Guest Speakers

Verifies that a foreign national hired as a guest lecturer is eligible to be paid an honoraria and not as an employee.

UW Form 1632

Employee Versus Independent Contractor Classification Checklist

Verifies that a foreign national is correctly hired as an independent contractor for non-lecturer type services.