To: All Academic Professionals & All Civil Service Staff <everybody@illinois.edu> 
    From: "Office of University Payroll" <Pitner@uillinois.edu>

Reply-To: obfscommunicationsteam@uillinois.edu
 Subject: MASSMAIL - Mailing and Reissue of Forms W-2 & 1042-S

This e-mail contains important information about the mailing and reissue 
of Forms W-2 and Forms 1042-S, including:

1. What to do if you had the incorrect mailing address in NESSIE
2. How to request a duplicate tax form for the current tax year
3. How to request a duplicate tax form for a previous tax year 
4. How to request corrections to Form W-2 or Form 1042-S
5. What to do if you are unsure the amount reported on your Form W-2 is 
correct or does not match your gross earnings
6. How to obtain additional information on tax related payroll issues

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1. MAILING OF FORMS W-2 AND FORMS 1042-S
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FORM W-2:  Your 2004 tax year Form W-2 will be mailed by January 31, 2005, 
to the address listed on the NESSIE Employee Information form as your 
Home/Permanent Address as of January 12, 2005. If on January 12 this 
address was not the correct address to mail your tax form, you should 
request a change of address AFTER February 1, 2005, by following the steps 
below on how to request duplicate tax forms for the current tax year.

FORM 1042-S (for non-resident foreign national employees):  Your 2004 tax 
year Form 1042-S will be mailed by February 15, 2005, to the address 
listed on the NESSIE Employee Information form as your Home/Permanent 
Address as of January 20, 2005. If on January 20 this address was not the 
correct address to mail your tax form, you should request a change of 
address AFTER February 16, 2005, by following the steps below on how to 
request duplicate tax forms for the current tax year. 

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2. HOW TO REQUEST DUPLICATE TAX FORMS FOR THE CURRENT TAX YEAR
******************************

University Payroll has contracted with JAT Software Services to process 
the annual mailing and reissue of Forms W-2 and Forms 1042-S for 
University of Illinois employees.  If you do not receive your Form W-2 by 
February 15, 2005 or Form 1042-S by February 28, 2005, or if you need to 
replace a lost form, you will need to do the following: 

1) Call the JAT Reissue Call Center at 866-923-6767 between the hours of 
8:00 a.m. to 8:00 p.m. (Central Standard Time), Monday through Friday. If 
calling after hours, a voicemail system is available to leave a message. 
Messages will be retrieved and processed the next business day. 

2) Provide your Social Security Number, password (your birth date), 
mailing address, and a contact phone number in case the reissued tax form 
gets returned to JAT. The requested duplicate form will be mailed the next 
business day. PLEASE NOTE: If you are calling JAT to change the address on 
your Form W-2 or Form 1042-S, a representative at the Center will change 
the address on the form and send the reissue to the new address. This 
change of address will only be reflected on the reissued form. To 
permanently change your Home/Permanent address you will need to make that 
change on the NESSIE Employee Information form. 

* NOTE TO NON-RESIDENT FOREIGN NATIONAL EMPLOYEES *: If your 
Home/Permanent Address in NESSIE on January 20 was your home country 
address, but you wish to receive your tax form in the US, you may call JAT 
AFTER February 16 to give them a US address for them to reissue your 
current year Form 1042-S.  After calling JAT, you do not need to make this 
address change in NESSIE.  A planned modification to the system will allow 
you to keep the home country address as your Home/Permanent Address for 
future mailings of tax forms.

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3. HOW TO REQUEST DUPLICATE TAX FORMS FOR A PREVIOUS TAX YEAR
******************************

If you need to request a duplicate Form W-2 or Form 1042-S for a prior tax 
year, you will need to do the following:

1) Fill out the Request for Duplicate Tax Form (W-2 or 1042-S) found on 
the OBFS Web site at: <http://www.obfs.uillinois.edu/forms/ReqDupW2.pdf>

2) Submit the completed form to the University Payroll Service Center 
(mailing addresses for Chicago, Springfield and Urbana-Champaign campuses 
are included on the form). Allow five business days to process your 
request. 

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4. HOW TO REQUEST CORRECTIONS TO FORMS W-2 OR FORMS 1042-S
******************************

If you need to request a correction to your Form W-2 or Form 1042-S, call 
the University Payroll Service Center at 866-476-3586 or 217-265-6363.

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5. TAXABLE GROSS AND MEDICARE EARNINGS ON FORMS W-2
******************************

University Payroll has created a spreadsheet (in Microsoft Excel) entitled 
Verification of Taxable Gross and Medicare Earnings on Your Form W-2. This 
tool can be used if you are unsure the amount reported on your Form W-2 is 
correct or does not match your gross earnings.  If you are familiar with 
Microsoft Excel, this simple spreadsheet will help you verify that your 
reported taxable gross and Medicare earnings are correct.

If you do not have access to Microsoft Excel, or if you need assistance in 
using the spreadsheet, please gather the earnings statement information 
listed in the instructions below and call the University Payroll Service 
Center at 866-476-3586 or 217-265-6363.

* NOTE *: This spreadsheet cannot be used to verify amounts on Form 1042-
S.  It can only be used to verify taxable gross and Medicare earnings on 
Form W-2.

The spreadsheet is available at: 
<http://www.obfs.uillinois.edu/earnings/calcTaxableGross.xls>

To use this spreadsheet, obtain a copy of the final earnings statement 
issued to you for calendar year 2004 and follow these instructions:

1) Enter the Year to Date (YTD) totals in the right column for each of the 
items listed on the earnings statement. 

2) Enter the YTD Gross Pay, YTD Taxable Benefits and YTD Excess Life 
totals from the Summary section of the earnings statement. 

3) Enter any remaining YTD amounts listed within the Deduction Summary 
section of the earnings statement. 

4) The spreadsheet will calculate the totals for you. Medicare Earnings 
will also calculate automatically, but the result is only applicable if 
you have Medicare deductions. 

5) There should not be a discrepancy; however, if there is one between the 
amount calculated on the spreadsheet for Taxable Gross to be reported to 
IRS and the amount listed in Box 1 of your Form W-2, you should contact 
the University Payroll Service Center at 866-476-3586 or 217-265-6363. 

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6. ADDITIONAL INFORMATION 
******************************

Additional information on tax related payroll issues can be found in the 
Tax Information section of the University Payroll & Earnings Web site at:
<http://www.obfs.uillinois.edu/obfshome.cfm?
level=2&Path=earnings&XMLData=taxinfo>

If you have other questions about the Form W-2 or Form 1042-S process, 
please contact the University Payroll Service Center at 866-476-3586 or 
217-265-6363.

Laurie Pitner
Executive Director, University Payroll
Pitner@uillinois.edu <mailto:Pitner@uillinois.edu>


This mailing approved by:
The Office of the President

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