Employee Matters

Year-end tax statements and Fellowship/Scholarship Information letter

The Office of Human Resources (OHR) will produce three 2008 year-end tax statements: W-2, 1042-S, and the Fellowship/Scholarship Information letter. These documents contain information you may have to report on your annual tax forms. Statement explanations are available online. The statement explanation has a picture of the form and gives a description of how the dollar amount is derived for some of the boxes.

Who will receive a W-2?

All UW System employees with earned income in 2008 will receive a W-2, including rehired annuitants and some international visitors (see “Who will receive a 1042-S” below).

Who will receive a 1042-S?

Foreign nationals with treaty benefits in 2008 will receive a 1042-S. You may also receive a W-2 for wages beyond what is allowed under your treaty benefits. Fellowship stipends paid to nonresident aliens will also be reported on a 1042-S.

What is a Fellowship/Scholarship Information letter?

This letter contains the amount of payment you received as an advanced opportunity fellow, fellow, graduate intern or trainee, scholar, trainee, or postdoctoral fellow. IRS Publications 505 and 970 can help you determine if you must report these payments on your federal tax return.

Where will my tax form be mailed?

Your annual tax form will be mailed to the home address listed on the payroll system. If you have access to the My UW Madison portal, you can verify your address on the Work Record tab. If the address is incorrect, you are also able to request a change right from that tab. If you do not have access to the portal, you can contact your departmental payroll coordinator to obtain the Employee Campus/Home Address Change Form (UW1035).

When should I expect to receive my year-end tax statements?

The documents should begin arriving at your home address after Tuesday, Jan. 20. You can also find your year-end tax statement(s) at the “My UW” portal, http://my.wisc.edu, after Jan. 26 on the Work Record tab.

If you do not have access to the “My UW” Madison portal and need to request a duplicate 2008 statement, we will start accepting requests on Monday, Feb. 16. If needed, a duplicate statement can be ordered by calling 262-5931, or you can request one using the Duplicate Tax Statement Request form.

Could I receive other non-Office of Human Resources year-end tax forms?

You may receive other year-end tax forms produced by other sections of the University: 1098-T (tuition), 1098-E (interest on student loans), 1042-S and 1099-MISC (the latter both relating to accounts payable payments). You must contact those departments with questions about these forms.

What if I want more information?

You can visit Human Resources or e-mail payroll@ohr.wisc.edu.