Distribution of Bureau of State Payrolls and PeopleSoft W-2 Forms

Michael V. McKee, University Controller

Employees’ W-2 forms for 2004 will be disbursed to departments from University Tax Services (24 Tigert Hall) on Thursday, January 27, 2005. We will be furnishing each department two sets of W-2 forms. One set will contain the W-2 forms issued by the Bureau of State Payrolls for the pay periods of January 1, 2004 through June 30, 2004 and the second set of forms will be the University W-2 forms for the pay periods of July 1, 2004 through December 31, 2004. The Bureau of State Payrolls W-2 forms will be sorted by Timekeeping Location (TKL) order and then by the employees’ social security numbers. The University W-2 forms will be sorted by department numbers and then by social security numbers.

We are requiring the departmental payroll administrators to distribute the W-2 forms to employees by Monday, January 31, 2005. Departments will also be provided window envelopes for mailing W-2 forms to terminated employees or employees working in other locations. The W-2 forms that are mailed must be postmarked by January 31, 2005. Mailing the W-2 form to the employee’s last known address is considered a reasonable effort to make delivery. The IRS requires us to keep the undeliverable W-2 forms for a period of 4 years. Therefore, it will be important to return any undeliverable W-2 forms to University Tax Services. All undeliverable W-2 forms and their postmarked envelopes will be retained in University Tax Services for audit purposes.

If an employee misplaces their W-2 forms, the departmental payroll administrators should notify University Tax Services. The IRS requires us to replace the lost W-2 forms with a “reissued statement.”

The IRS deadline for mailing 1042-S forms for international employees is March 15, 2005. We will be receiving the 1042-S forms from the Bureau of State Payrolls before March 15, 2005 and it is possible that your employees could receive two 1042-S forms (one from the Bureau of State Payrolls and one from UF). Both forms will be distributed at the same time to the departmental payroll administrators before March 15, 2005. Please inform these employees that they should not file their United States income tax returns until they receive their 1042-S forms.

Please contact Elda Quijano eldaq@ufl.edu or Eric Davidson davidsoe@ufl.edu at 392-1324 if you have any questions concerning this matter.