Year End Information for Employees

Note: Neither the Payroll Office, nor any other University of Washington employee can provide personal, legal, or tax advice.

Opt Out of Paper Tax Forms!

The deadline to Opt Out of paper tax forms is 5:00 pm on Thursday, January 5, 2017.  All you need to do is to log into ESS using your UW NetID and password.  Choose the “Update Opt-Out Selection” button located on the Taxes page and follow the prompts.

Address Updates

Tax Forms Distributed by Payroll

Tax Form Replacement

Annual Forms Requiring Renewal (if eligible)

Form W-4

  • Exemption status is only valid for one calendar year.  Any employee who claimed exempt from federal withholding tax on IRS Form W-4 and who wishes to claim exempt for the new year must fill out a new W-4. 
  • W-4 information can be updated through Employee Self Service

Form 673- US citizens working overseas

  • IRS Form 673 applies to U.S. citizens only. It does not apply to resident aliens

Other Resources

Foreign National year-end information
• Questions about IRS Form 1099-Misc should be directed to the Accounts Payable Office
• Questions about IRS Form 1098-T should be directed to the Student Fiscal Services Office

Tax Forms Distributed by Payroll

Tax Form Description Recipient(s) Electronic Delivery Paper Delivery
W-2 IRS Form W-2 Explanation Employee Forms for all employees is available online through Employee Self Service the first payday in January Forms for active employees will be distributed on the second payday in January
Forms for separated or inactive employees will be mailed to the home address listed in Employee Self Service the last week of January
1099-R IRS Form 1099-R Explanation Retiree Forms for all qualified retirees is available online through Employee Self Service the first payday in January Forms for all qualified retirees will be mailed to the home address listed in Employee Self Service the last week of January
UW Stipend Letters UW Stipend Letter Explanation Non-UW student scholarship/fellowship recipient Forms for all qualified stipend recipients is available online through Employee Self Service the first payday in January Forms for active qualified stipend recipients will be distributed on the second payday in January
Forms for separated or inactive qualified stipend recipients will be mailed to the home address listed in Employee Self Service the last week of January
1042-S IRS Form 1042-S Explanation

Employee

Undergrad Student
Graduate

Student/Doctoral Candidate

Retiree

Non-UW student scholarship/fellowship recipient

Independent Contractor

Forms for all employees is available online through Employee Self Service the first payday in March

Currently there is no option to view 1042-S forms not paid through Payroll

Forms for active employees will be distributed on the first payday in March

Forms for separated or inactive employees and amounts paid outside of Payroll  will be mailed to the home address listed on Foreign National paperwork by March 15

1095 See Benefits website regarding Health Coverage on IRS 1095 Form

See Benefits website

Not distributed by Payroll Not distributed by Payroll
1099-Misc See Accounts Payable website regarding Independent Contractors

Foreign National
Non-resident alien for tax purposes

Foreign National
Resident alien for tax purposes

Not distributed by Payroll Not distributed by Payroll
1098-T See Student Fiscal Services website

US Citizen or Immigrant

Foreign National
Resident alien for tax purposes

Not distributed by Payroll Not distributed by Payroll