Tax Year 2009 Information for Employees

Forms W-2, 1099-R and UW Stipend Letters for active employees will be distributed with paychecks on Monday, January 25, 2010.
Forms W-2, 1099-R and UW Stipend Letters for separated, partial leave or inactive employees will be mailed to your home mailing address. Check Employee Self Service to confirm or update this address.

Form 1042-S for active employees will be distributed with paychecks on Wednesday, March 10, 2010.
Form 1042-S for separated, partial leave or inactive employees will be mailed to your home mailing address. Check Employee Self Service to confirm or update this address.

Your Form W-2 is available online in Employee Self Service.
Requests for all other forms (1099-R, 1042-S or UW Stipend Letter) must be submitted in writing using the Tax Form Replacement Request.
To obtain a Tax Form Replacement Request by phone, call (206) 543-9214. This line will be operational February 1 to April 15. After April 15, please call (206) 543-9268.
Mail or fax the completed Tax Form Replacement Request to the Payroll Office:

3903 Brooklyn Ave NE

Seattle, WA 98105

Fax: (206) 543-8137

Replacement requests received in January will not be processed until February 1, 2010.
Requested tax forms will be mailed first class or held for pick-up at the University of Washington Payroll Office, 3903 Brooklyn Avenue NE. Forms may only be picked up by the individual named on the form and a picture ID is required.

The address listed on your paycheck is the local address on file in the payroll system.
Update your local address or other contact information by logging into Employee Self Service.
If you are unable access ESS, notify your home department payroll coordinator of your change in address.
Address changes must be made by 4:00pm on December 28, 2009 to be reflected on the tax forms.

The Payroll Office must receive the completed Overpayment Option Form (Payroll Deductions; options 1 & 2) by noon on December 18, 2009.
Repayments via personal check MUST be received by the Payroll Office by noon on December 28, 2009.
If the net amount is not received by December 28, 2009, the University will recalculate the amount of the repayment due, resulting in a higher amount owed by the employee. The IRS does not allow the University of Washington to adjust federal income tax withholding for prior years so the University will need to recover not only the net pay but also the federal withholding taxes.
Please contact Marie Atienza at overpay@u.washington.edu if you have questions regarding the overpayment process.

If your filing status or withholding allowances have changed since the last filing of a W-4, you should update your Form W-4 (Employee Withholding Allowance Certificate).
Form W-4 affecting the January 10, 2010 payday must be updated by 4:00pm on January 5, 2010.
US Citizens and immigrants can update Form W-4 information through Employee Self Service.
Specific instructions for Forgein National Form W-4 information is available on the Foreign Nationals web page.
The University of Washington will not refund federal withholding taxes due to either a late or incomplete Form W-4 information.

If you claimed exempt status on your federal income tax withholding during 2009 and believe you are eligible to renew your claim for 2010, you MUST update your Form W-4 information in Employee Self Service between December 29, 2009 and February 16, 2010.
If the information is not updated on time, the University is required by law to withhold federal income taxes from your wages (at the maximum tax table rate of single, with zero withholding allowances).
The University of Washington will not refund federal withholding taxes due to either late or incomplete Form W-4 information.

PERS retirement plans are a 401(a) defined benefit plan. For more information regarding all the retirement plans, visit the Benefits website.
The Social Security maximum wage for 2010 is $106,800.
Full time employees may claim $ (amount available in Jan) in supplemental pension/workers compensation on the IRS schedule A for tax year 2009.

Payroll Office