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W-2 Information for Inactive Employees

Overview

This provides information for inactive employees about retrieving and understanding the W-2.

Does your W-2 look different than last year? Variations might be caused by:

  • Lump sum payments and other types of additional pay
  • Every 10th year, a biweekly pay cycle results in 27 paychecks. In 2009, for example, 27 paychecks were issued, while 26 paychecks were issued in both 2010 and 2011—the typical number for employees who are paid on a biweekly pay cycle
  • Changes you made to your IRS Form W-4 during the calendar year that can impact your federal withholding tax
  • Changes in tax laws or tax withholding rates implemented by the IRS

Retrieving Your W-2

  1. Some inactive employees maintain access to consent and retrieve their W-2s electronically, based on having another UF affiliation (see W-2 Information for Active Employees)
    Unfortunately, third-party vendors such as TurboTax and H&R Block cannot pull tax information directly from the online W-2 into their systems.
  2. Electronic W-2 forms are not available through download through the myUFL system for employees who no longer have a UF affiliation
  3. Printed W-2s for inactive employees who have not provided electronic consent will be mailed on January 31 for the preceding calendar year to the last known mailing address in the UF Directory
  4. Former employees may also update their mailing address with Human Resource Services using the Former Employee Address Change Request form, providing for more timely delivery of any mailed year-end tax forms
    • For security purposes, W-2 forms cannot be faxed internationally, but can be mailed to a foreign address

Requesting Duplicate Forms

  1. Complete a W-2 or 1042S Duplicate Request Form
  2. Mail, fax, or e-mail the form to the address on file
  3. Payroll Services will process the form and deliver the duplicate W-2 based on the option indicated on the form. Please allow 1-2 weeks.

Correcting Errors

  1. Bring a copy of your Social Security card to Payroll Services, located at Suite 1250 in the East Campus Office Building, if your name is misspelled on your W-2 form
  2. Payroll Services will update your name as it is shown on your Social Security card and reprint a W-2 form

W-2 Codes

Box 12, Code DD

The Affordable Care Act requires employers to report the cost of coverage under an employer-sponsored group health plan. Reporting the cost of health care coverage on the Form W-2 does not mean that the coverage is taxable. This reporting is for informational purposes only and provides employees useful and comparable consumer information on the cost of their health care coverage. In general, this amount includes both the portions paid by the employer and by the employee.

Box 14

The numbers in Box 14 of your W-2 represent Internal Revenue Service code sections.

  • 125 – All before-tax deductions to health, life, dental, vision, flexible spending and other qualified plans
  • 132 – Before-tax parking deductions
  • 401a – Employee contributions to the FICA Alternative Plan
  • 414h – Mandatory retirement contributions. The FRS requires all members to contribute 3% employee contributions. These contributions, as required by s. 121.71(2), Florida Statutes, are treated for tax purposes as employer-paid employee contributions (commonly called an employer pick-up) under Internal Revenue Code section 414(h)(2).

More information on these Internal Revenue Code sections may be found on the IRS website.

Last Reviewed

05/01/2020: reviewed content

Resources:

About IRS Form W-2

UF HR – Former Employee Address Change Request form

IRS Publication 15 (Circular E), Employer’s Tax Guide

IRS Publication 15-A, Employer’s Supplemental Tax Guide

Contacts

Payroll Services: (352) 392-1231

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