UWSS Support - UW Employee Tax Statement Help
GENERAL DESCRIPTION:
UW Shared Services (UWSS) - Service Operations generates tax documentation for all UW Employees. Current UW employees can find tax statements within their institution's web portal. Employees can also obtain older tax statements by request.
PROCESS CONSIDERATIONS:
- Contact your institution help desk if you have any problems accessing the my.Wisconsin.edu or my.wisc.edu portal.
- Former employees - Please see the UW portal access guidelines section in this document to figure if you still have access to your institution's portal as each institution may have different guidelines for retaining portal access for former employees.
Tax Season advisory for UW Employees from the UW Shared Services - Service Operations Payroll Team
- Review/Update your address information by January 15th in the my.Wisconsin.edu or my.wisc.edu portal and make any needed changes to ensure your preferred address is used for tax statement distribution.
- Unless you have consented to receiving only an electronic copy of your tax statement(s), your tax form(s) will be sent via U.S. mail to your mailing address.
- If you do not have an alternate mailing address set, your tax statements will be mailed to your home address.
- If neither address is in the portal, your tax statements will be mailed to your work/office location.
Add Consent for Electronic W-2 or 1095-C forms
- On the Payroll Information tile, click Tax Statements.
- Click the relative tax statement consent link (W-2 or 1095-C)
- Consent to receive W-2 electronically or Consent to receive 1095-C electronically.
- Review the consent information.
- Click the box to acknowledge consent.
- Click Submit.
Remove Consent For Electronic W-2 or 1095-C Forms
- Access the my.Wisconsin.edu or my.wisc.edu (Madison only) portal.
- On the Payroll Information tile, click Tax Statements.
- Click the relative tax statement consent link (W-2 or 1095-C)
- Click the checkbox “I withdraw my consent to receive (tax statement name) forms electronically”
- Click Submit.
Printing W-2 and/or 1095-C
NOTE: a copy can be printed even if you did not consent to only electronic forms.
The W-2 can only be printed from a computer connected to the UW network.- On the Payroll Information tile, click Tax Statements.
- Click View W-2 or View 1095-C
- Enter required information on the page and check the I Agree box.
- Click Save.
Finding and Printing Tax Statements through 2017
Current and some former UW employees would be able find past W-2 statements within the my.Wisconsin.edu or my.wisc.edu portal. Follow the steps below to find your past tax statements.
- On the Payroll Information tile, click Tax Statements.
- Select the record to print. These records do not have social security number on them, if you need a copy with your social security number on it then request a duplicate tax statement (below).
Requesting Duplicate Tax Statements
- W-2
- You can request your past years' tax statements by completing the Duplicate Tax Statement Form.
- 1095-C
- Contact the UWSS Service Operations Support staff to have your 1095-C printed and mailed to you.
Reviewing/Updating Address Information
- Click the Personal Information tile.
- If this is not your preferred address for tax statement distribution, click on the ‘Update my Personal Information’ link.
- For additional instructions on how to update your address information: https://uwservice.wisc.edu/help/personal-information.php
- If you have questions regarding updating your address information, please contact your Payroll/Staff Benefits coordinator.
Self-Identify Information
Forwarding Addresses & Failure to send tax statements
If you have forwarded your mail via USPS but have not updated your address with the UW System, the original mailing of your tax statement will be returned to UWSS Service Operations and re-mailed to the correct address at a later date. There is no timeline for the re-sending of tax statements that are returned with forwarding addresses, but they will eventually be sent out at the time that the UWSS Service Operations feels that all tax statements have been returned from USPS after the initial round of tax statement mailings.
Items returned to UWSS Service Operations without a forwarding address are kept on file at the UWSS Service Operations for 5 years.
1095-C Form Required for UW Employees Filing Taxes
The University of Wisconsin (UW) must file Internal Revenue Service (IRS) Form 1095-C to report and document that full-time UW employees were offered health insurance coverage during the previous calendar year.The UW will also provide all UW employees who were full-time for all or some months of the previous year with a copy of their Form 1095-C. UW employees will need the Form 1095-C they receive from the UW as part of their documentation requirement when filing taxes.
- Form 1095-C will be mailed, unless consent is completed to only receive electronic copy of this form, to UW employees in early February at the same address as the W-2 Forms.
- An electronic copy of the form will also be available in the my.Wisconsin.edu or my.wisc.edu portal, on the Payroll Information tile, click Tax Statements.
This IRS tax form requirement is due to the Affordable Care Act (ACA). Form 1095-C will assist UW employees and the IRS in establishing that ACA obligations to offer minimum essential coverage have been met.
Tax Fraud
UW Employees should contact their institutional payroll office if they suspect that some type tax fraud had occurred. Employees should also follow the IRS guidelines for reporting suspected tax fraud activities.
Report Tax Fraud to IRS - https://www.irs.gov/individuals/how-do-you-report-suspected-tax-fraud-activity