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 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.
- When can I get my W-2?
• Active employees who have signed up for Electronic Delivery of their W-2 will be able to access it through Raiderlink/Webraider starting January 24, 2013.
• W-2s will be mailed starting January 28th thru 29th.
• The Payroll Offices will NOT distribute hard copies of employee W-2s in the office.
- Can I still sign up for Electronic Delivery to get my W-2 early?
• Yes, if you are an active employee, log into Raiderlink/Webraider prior to January 17, 2014.
• Select Employee tab > My Employment Information > Tax Forms > Electronic W-2 Consent > Check box under My Choice > Click Submit (There is a verification statement at the top of the consent screen letting employees know if their election has been submitted successfully.)
- I haven’t received my 2013 W-2, where is it?
• Before January 24th – See first question above. No W-2s issued prior to this date.
• After January 28th – It is in the mail; verify current PR address in PPAIDEN. If address is incorrect or out of date, obtain correct address and/or have active employees access their W-2 through Raiderlink/Webraider.
• After February 10th – Verify PR address in PPAIDEN. If address is incorrect or out of date, active employees can update through Raiderlink/Webraider. If they elect electronic receipt they can view/print their W-2 online thru Raiderlink/Webraider. Terminated employees need to email firstname.lastname@example.org to request a W-2 reprint. Email should include your Tech ID #, full legal name, last 4 of SSN, and address where they would like their W-2 to be sent. Phone or voicemail requests will NOT be accepted.
- Can I get multiple copies of my W-2?
• Yes, after January 24th – Active employees can access their W-2 through Raiderlink/Webraider if they consent to receive their W-2s electronically
• Select Employee tab > My Employment Information > Tax Forms > W-2 Wage & Tax Statement. *Individual printer settings will vary; employee can adjust margins, etc. through Print Preview option.
• W-2 reprint requests should be emailed to . Email should include your Tech ID #, full legal name, last 4 of SSN, and address where they would like their W-2 to be sent. Phone or voicemail requests will NOT be accepted. **Reprints will be sent starting February 14th and weekly thereafter on a first-come-first-serve basis.
- My reported wages aren’t adding up to my annual salary, why? or My CPA says my W-2 is wrong, why?
• Reported wages do not include pre-tax deductions such as insurance, parking, retirement contributions, tax deferred annuities, Texflex, imputed income, etc…
• Full wage statements for active employees are available through Raiderlink/Webraider. Select Employee tab > My Earnings Statement.
• For terminated employees who have additional questions about their earnings, transfer calls to Tina Rodriguez at 834-4629 or Scott Deck at 834-3519 or send questions by email to
- I didn’t work for TTU/TTUHSC last year, why did I get a W-2?
• Most likely their final check or lump sum vacation payment was paid in January 2013. Verify with PHICHEK.
- I am an international employee and didn’t get a W-2 (or 1042-S), why?
• Non-Resident Aliens will get a W-2 and/or a 1042-S depending on how taxes were withheld from their paychecks. Some NRA’s will only receive a 1042-S some will receive both a W-2 and a 1042-S. Specific questions on the form 1042-S should be directed to
- GENERAL NOTES –
• Forms 1042-S and 1099’s are handled through the Financial Services & Tax Office, direct questions to:
• Forms 1098-T are handled through Student Business Services, direct questions to: Marybeth Wheeler – 806-834-4625 or email
• Specific earnings questions or questions about an individual’s W-2 amounts that you cannot answer briefly should be forwarded to:
• Step by step instructions for active employees on printing electronic W-2s, changing addresses, and other useful FAQ’s are available on the Payroll Services website http://www.depts.ttu.edu/payroll/
• Information about the Form W-2 including; what is the Form W-2, what an employee should do with their W-2, or other tax related issues can be found on the IRS website at http://www.irs.gov
• Due to the sensitive nature of employee W-2s, please do not give out specific information in regards to employee earnings, taxes, deductions or other amounts that may appear on their W-2. Active employees can look up their earnings statements on Raiderlink/Webraider. In addition, requests for information relating to anyone other than the employee you are speaking with should be denied.
• Any duplicate W-2s or W-2 reprint requests must be submitted through email to Do NOT accept requests over the phone or voicemail. Email requests should include the employee’s Full Legal Name, Last 4 of SSN, Current Address information where their W-2 should be sent. Duplicate/Reprint requests will be processed no earlier than February 14, 2014 and then on a weekly basis thereafter. This is to allow ample time for the employee to receive their original W-2 through the mail. Requests for W-2s from 2013 and earlier should be handled the same way.
Please note – duplicate and reprinted W-2s will NOT look like the 4-part original W-2s although they are still considered legal copies and will contain the same information submitted to the IRS from TTU.
• If employees wish to make a change to their withholding allowances on the Form W-4 for 2014, those must be forwarded to HR directly as part of the normal course of business. Form W 4 is available for download from http://www.irs.gov
• If you cannot find the answer to an employee’s question on this sheet or the FAQ’s on the Payroll Website, or if an employee becomes rude, impatient, or belligerent with you on the phone, please forward the call to Payroll at 806-742-3211, or take a message with their name, contact number and a brief description and contact Payroll Services at 806-742-3211 main line or have them email their concerns to
Non-Resident Alien Employees
- Nonresident Alien Employees 1042S:
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, 2014 (reporting payments made in 2013). TTU/HSC will provide the Form 1042S on or before January 31, 2014. 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 27, 2013 to select 'yes" for electronic receipt of your Form 1042S. Log into GLACIER at http://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 2013 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 2013, 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, 2014.
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 2013 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 Form 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 13, 2014, contact Financial Services & Tax at (806) 742-2970 or email@example.com. 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 first week of February. 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, 2014. 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.
Who is the Director of the Academic Program?
When using GLACIER Tax Prep to prepare your U.S. income tax return, it will ask you “Who is the Director of the Academic Program?” Please list the person that signed your immigration document (for example, I-20, DS-2019, I-797, etc.) upon arrival at TTU/HSC.
Do I need to send TTU/HSC a copy of my income tax return?
You do not need to send any GLACIER Tax Prep or tax return documents to any TTU or HSC office. Your tax return should be filed with the Internal Revenue Service. GLACIER Tax Prep will print instructions on where to mail your tax return. You should retain a copy for your files.
Email Scam Alert
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 GLACIER Tax Prep 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.