Frequently Asked Questions(FAQ's)
Click on a topic to view the most frequently asked questions for that topic.
- Email Scam Alert
Each year there seem to be some email scams that come out around tax time. Please be aware that the Internal Revenue Service (IRS) does not send unsolicited e-mail or faxes about tax account matters to taxpayers. If you receive an email claiming to be from the IRS, you should not open it as it likely contains some sort of virus or malware. You should never provide your SSN/ITIN to anyone via an email. All email communications with TTU/HSC should contain your Banner ID (R#) rather than your SSN/ITIN. If you contact GLACIER or CINTAX support center, they will never ask you for your SSN/ITIN via email and you should never include it when sending in a support email request.
- Where can I pick up my W-2?
All W-2 forms will be mailed to the permanent address of record in the system who did not elect to receive Form W-2 electronically.
- When will W-2's be mailed?
W-2’s will be mailed out by the post office by January 28th & January 29th.
- Can I receive my 2012 W 2 Electronically?
Yes. You can elect to retrieve your 2012 W-2. If you consent for electronic delivery, you will not receive a paper copy Form W-2. You can access and print your Form W-2 using Raiderlink/Webraider. You can retrieve your 2012 W-2 starting January 23th, 2013.
Please log into Raiderlink/Webraider to access your 2012 W-2 Form.
- How do I print my Form W – 2 in Employee Self Service. It is cutting off the right side column 2, 4, 6, & 8?
Please log into Raiderlink /Webraider to access your W-2.
Then use the following navigation:
- Select TTU/HSC Emp Tab,
- Select My Employment Information,
- Select Tax Forms
- Select W 2 Wage and Tax Statement
- Tax Year
- Select Display
- Select Print (scroll down bottom left)
- Go to file on the top and print to your local printer
- How do I consent for electronic delivery?
Then use the following navigation:
- Select employees tab,
- Select My Employment Information,
- Select Tax Forms
- Select W 2 Consent
- Check "Consent to receive W 2 electronically"
Note: You will not receive any confirmation from the system that you have elected for electronic delivery. To confirm, please log back in and verify if consent flag is on.
- Are W-2s mailed to employees' home addresses? If I don't get one, who do I call?
Employees Form W-2 will be mailed to employee’s permanent address in the system. Employers are required by the IRS to mail W-2s to employees by January 31st for the calendar year just ended. If you have not moved recently, your W-2 should come to you within a few days. If you have moved and have not completed a forwarding address form with the Postal Department, your W-2 may be delayed or may be returned to us. Log onto Raiderlink for TTU and TTUSA: (http://www.raiderlink.ttu.edu/)
/Webraider for HSC employees: (http://webraider.ttuhsc.edu/) to verify your permanent address is correct. If you have terminated employment, then contact Payroll Services at (806) 742-3211 to clarify the address in the pay system used for distribution or to see if your W-2 has been returned. A duplicate copy of the W-2 form will be provided to the employee upon request after February 15, 2013.
- What do I need to do to change my address in the system?
To change your address in the system: First log on to your RaiderLink/WebRaider page. Next, click on the TTU/HSC Employee tab. Look in the box on the left labeled My Texas Tech Information and click on the link titled My Personal Information. From the menu, click on Update Address and Phones. View the Permanent address currently in the database. If it is incorrect, go to the drop down box at the bottom of the screen titled Type of Address to Insert. Select Permanent and click on the Submit button. The next screen will allow you to type in the address you wish to have as your Permanent address. You may key the current date in the field titled Valid From This Date. Please do not type an end date. Type your correct address in the fields as indicated. Be sure to click on the Submit button at the bottom of the page to have this data immediately updated in the system.
- When is the last date I can update my address for my 2012 W-2?
Address changes can be made via Employee Self Service in the system through January 18, 2013 for 2012 W-2.
- If I don’t receive a Form W-2, who should I call?
You can log into Raiderlink (TTU and TTU SA employees)/Webraider (HSC employees) and access your Form W-2. If you are unable to access Raiderlink or Webraider and you don’t receive a 2012 Form W-2 by February 15th, please send an e-mail to or contact Payroll Services at (806)742-3211. A copy of the duplicate W-2 will be provided to the employee upon request.
Payroll Services will start processing duplicate W-2 requests starting February 15, 2013. Please do not submit requests for a duplicate W-2 until February 15, 2013.
- Why doesn't my W-2 reflect my December earnings paid in January?
The IRS requires employers to report wages on tax form W-2 in the year in which the wages were paid. Wages for the December are paid in January and are therefore reportable in the following calendar year.
- I did not work for Texas Tech last year, so why did I receive a W-2?
Form W-2 reports wages paid during the year, not wages earned during the year. Texas Tech pays monthly salaries on the first working day of the following month. If your last day worked was in December of one year and you were paid in January of the following year, those wages would be reported on the W-2 for the second year.
- I started working at Texas Tech in December but did not receive a W-2. Why not?
Wages for December are normally paid in January of the following year. If you started working in December you probably did not receive a payment until January, and those wages will be reported on next year’s W-2. The W-2 reports wages paid during the year, not wages earned during the year.
- Why is the amount in box 1 not the same as the calendar year to date gross pay amount?
The amount reflected in Box 1 represents taxable wages for a given calendar year. The amounts reflects gross wages less pre-tax deductions such as medical, dental and life insurance premiums, pre-tax parking, retirement contributions, tax sheltered annuity contributions, Texflex, etc.
- Why is the amount in box 1 not the same as my applicable gross year to date amount for Federal Income Tax on my last check?
The amount listed in your year to date applicable gross for Federal Income Tax does not include the taxable portion of your group-term life insurance over $50,000 which must be included in your taxable earnings reported in box 1 on the W-2. The difference between the amount listed on your final earning statement for Federal Income Tax and the amount reported in box 1 of the W-2 should be the amount listed in box 12C of the W-2 for the taxable portion of the group-term life insurance over $50,000.
- Why is the amount in box 3 and box 5 more than the amount in box 1?
Boxes 3 and 5 report your social security and Medicare taxable wages. Some deductions that are sheltered from income tax are not sheltered from social security and Medicare. These deductions include tax sheltered annuities, deferred compensation, Teacher Retirement, and Optional Retirement.
- Why is the amount in box 3 less than the amount in box 5?
There is an annual maximum on the amount of wages subject to social security retirement deductions. These deductions stop when you salary reaches that maximum. There is no maximum on the Medicare portion of the social security taxes.
- Why was Social Security tax not taken out of my checks?
The IRS exempts student employees who work at their own university and are employed in a position that requires them to be a student, from Social Security taxes as long as they are enrolled and attending classes half time. Certain foreign employees are also exempt from Social Security for a limited time period.
- Why is there no amount listed in box 12? The retirement box is checked, and I had retirement deductions taken out.
Voluntary retirement contributions, such as to a tax sheltered annuity, ROTH, or deferred compensation plan contributions are reported in box 12. TRS and ORP contributions are not voluntary, and therefore are not required to be reported in box 12.
- Why is there an amount in box 12DD? Will I be taxed on this amount?
This amount is both the employee and employer cost for health insurance coverage for the year which is required to be reported on W-2 forms beginning in 2012. This reporting to employees is for their information only. The reporting is intended to inform them of the cost of their health care coverage and does not cause excludable employer-provided health care coverage to become taxable
Non-Resident Alien Employees
- I am an international employee and worked for Texas Tech, why did I not receive a W-2?
If you received wages/compensation from Texas Tech University/Health Sciences Center and all or part of these wages were exempt from federal income tax withholding based on a tax treaty exemption, you will receive a Form 1042S. If all of your wages were exempt, you will receive a Form 1042S only. If only a portion of your wages were exempt, you will receive both a Form W-2 and a Form 1042S.
- Who will receive a Form 1042S?
A Form 1042S is issued to (1) international employees if all or part of your wages were exempt from federal income tax withholding based on a tax treaty exemption and/or (2) international students that received nonqualified scholarships (e.g., scholarships in excess of qualified tuition and fees). You may receive more than one Form 1042S if you were both an employee and a student receiving scholarships.
- When will I receive the Form 1042S?
The IRS deadline for providing Form 1042S to is March 15, 2013 (reporting payments made in 2012). TTU/HSC will provide the Form 1042S on or before January 31, 2013. International employees/students should not file their US income tax returns until they receive their Form 1042S.
The Form 1042S will be available electronically through GLACIER to all those that selected “yes” to electronic receipt. You will receive an email notifying you when the Form 1042S is available for viewing/printing. The Form 1042S will be mailed to the permanent address listed in GLACIER to all those that did not select “yes” to electronic receipt.
NOTE: It is possible to receive more than one Form 1042S from Texas Tech University/Health Sciences Center. For example, if you received wages/compensation payments and non-service scholarship/fellowship type payments you may receive a Form 1042S for each type of income received.
- How do I select “yes” for electronic receipt of the Form 1042S?
You can log into your GLACIER record anytime on or before December 30, 2012 to select “yes” for electronic receipt of your Form 1042S. Log into GLACIER at www.online-tax.net with your username/password. There is a button “I forgot my username/password” that can be selected if you have forgotten.
- Why did I receive a Form 1042S?
You will receive a Form 1042S if you received payments from TTU/HSC during 2012 that are reportable on Form 1042S. Form 1042S is issued if you received the following types of payments from TTU/HSC: (1) wages, all or a part of which were exempt from federal income tax withholding based on a tax treaty exemption and/or (2) nonqualified scholarships (e.g., scholarships in excess of qualified tuition and fees).
The Form 1042S, along with any other tax documents you receive reporting payments made to you during 2012, provide you with the information you need to complete a U.S. individual income tax return to be filed with the Internal Revenue Service (IRS) on or before April 15, 2013.
- Why didn’t I receive a Form 1042S?
You will not receive a Form 1042S if you did not receive payments from TTU/HSC during 2012 that are reportable on Form 1042S. Form 1042S is only issued if you received the following types of payments from TTU/HSC: (1) wages, all or a part of which were exempt from federal income tax withholding based on a tax treaty exemption and/or (2) nonqualified scholarships (e.g., scholarships in excess of qualified tuition and fees).
- If I don’t receive a 1042S, who do I call?
If all or part of your wages/compensation were exempt from federal income tax withholding based on a tax treaty exemption or you received nonqualified scholarships and you do not receive an email that your Form 1042S is available through GLACIER or by mail, for those that did not select “yes” to electronic receipt, by February 15, 2013, send an email to: A copy of the 1042S will be provided to you upon request.
- What is GLACIER Tax Prep?
TTU/HSC has purchased a license agreement so that our nonresident employees and students can use GLACIER Tax Prep to prepare your U.S. income tax return. GLACIER Tax Prep typically becomes available the last week of January. Once it is available, a separate email will be sent to nonresident employees and students that have completed their Individual Record in GLACIER with complete instructions on how to access and use GLACIER Tax Prep. GLACIER Tax Prep is only available for nonresident alien tax returns. If you are a resident alien for tax purposes, you will need to file the same tax returns as U.S. citizens.
Your tax return should be mailed to the Internal Revenue Service (IRS) on or before April 15, 2013. Please be advised that TTU/HSC does not assist in the preparation of your U.S. income tax return or provide any individual income tax advice.