| Form W-2 |
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| Where can I pick up my W-2? |
Starting in January, 2008, all W-2 forms will be mailed to the address of record in the payroll system. |
| When will W-2's be mailed? |
W-2’s will be delivered for mailing to the post office by January 7, and will be mailed out shortly thereafter by the post office. |
| Are W-2s mailed to employees' home addresses? If I don't get one, who do I call? |
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. 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 copy of the W-2 form will be provided to the employee upon request. |
| What do I need to do to change my address in the Techpay system? |
To review your current address in the system, please log into Personnel web page: http://www.depts.ttu.edu/personnel/ select the Current Employee’s section on the page, update your Biographic Information selection. You will need your eRaider ID to log into the secured database. Once you are logged in, you will first see the address as Mailing address. You need to scroll down to view the current W-2 address. If a change is required to the W-2 address, please make your correction and save.
Updating mailing address will not automatically update the W-2 address. We have different databases and each database will have to be updated separately. You will need to update individual address if a change is required separately.
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| If I don’t receive a Form W-2, who should I call? |
If you don’t receive a 2007 Form W-2 by February 13th, please contact Payroll Services at (806)742-3211 or send an e-mail to webmaster.payroll@ttu.edu. A copy of the duplicate W-2 will be provided to the employee upon request.
Payroll Services will start processing duplicate W-2 request starting February 14. |
| 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? |
The 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 received no pay until January, and those wages will be reported on next year’s W2. The W2 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 on my earnings statement? |
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 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 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. |
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| Non-Resident Alien Employees |
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| 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 and all or part of these wages were exempt from Federal Income Tax because of a tax treaty, you will receive a Form 1042S. |
| When will I receive the Form 1042S? |
The IRS deadline for mailing Form 1042S to international employees is March 15th, 2008 (reporting wages paid in 2007). International employees should not file their US income tax returns until they receive their Form 1042S.
NOTE: It is possible to receive more than one Form 1042S from Texas Tech. For example, if you received wages/compensation payments and non-service scholarship/fellowship type payments you will receive a Form 1042S for each type of income. |
| 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 because of a tax treaty and you do not receive a Form 1042S by March 20, 2008, contact Tax Compliance & Reporting at (806) 742-3255 to verify the address used for distribution or to see if your Form 1042S has been returned. A copy of the 1042S will be provided to the employee upon request. |
