Annual Wage and Tax Statement W-2

• Description
• Employee Procedures
  • Replacing a Lost or Missing Form
  • Updating Your Local Address
• Payroll Coordinator Procedures
• Regulations
• W-2 Explanation
• Contact Person
• Click here to download the official UW Notice concerning the printing error for 2002 W-2
  

Description:

• Employees who are active in the payroll system at the end of the year will receive their W-2 along with their January 25th paycheck.
• For those who are inactive or separated from the University during the past year, the W-2 will be mailed prior to January 31st. This local address also appears on the paycheck or Advice of Deposit. Check your paycheck to confirm whether the address is correct. If not correct, please follow the procedure for updating the address.

Employee Procedures:

Replacing a Lost or Missing Form

• The W-2 form is available online from Employee Self Service

• Requests for all other forms (1099R, 1042S 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 phone line will be operational February 1 to April 13.
  • After April 13, please call (206) 543-9213.
• 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 1st
• Requested tax forms will be mailed first class or held for pick-up at the University of Washington Payroll Office, 3903 Brooklyn Ave NE.
• Forms may only be picked up by the individual named on the form and a picture ID will be required

Updating Your Local Address

• 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 (ESS)
• If you are unable to access ESS, notify your home department payroll coordinator of your change in address
• Address changes must be made by December 27, 2007 to be reflected on the W-2

Payroll Coordinator Procedures:

• Make sure all employee addresses are updated on the Personal Contact Data screen on HEPPS.
• If you need help with updating, contact pronline@u.washington.edu. A payroll representative will contact you.
• Confirm the local address with all separating employees.
• Be familiar with the W-2 so you can help employees in your department who have questions.

Regulations:

By law employers are required to distribute W-2's by January 31st.

Contact Person:

• If you are an employee, contact your departmental payroll coordinator.
• If you are a departmental payroll coordinator, please contact the W-2 Replacement Coordinator.

Payroll Box 355655 A Division of Financial Management payroll@u.washington.edu Modified: March 21, 2008

University of Washington 3903 Brooklyn Ave. NE Seattle, WA 98105 Office (206)543-9202 Fax (206)543-8137 Box 355655 Hours: 8am - 5pm