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Getting Help with UW Employee Tax Statements


UW Shared Services (UWSS) - Service Operations generates tax documentation for all UW Employees. Current UW employees can find tax statements within their institution's web portal. Employees can also obtain older tax statements by request.

Process Considerations:

  • Contact your institution help desk if you have any problems accessing the or portal.
  • Former employees - You will not be able to access the tax documents after your termination date.
You may click on the links below to navigate directly to a section:

Tax Season advisory for UW Employees from the UW Shared Services - Service Operations Payroll Team

  • Review/Update your address information by January 15th in the or portal and make any needed changes to ensure your preferred address is used for tax statement distribution.
  • Unless you have consented to receiving only an electronic copy of your tax statement(s), your tax form(s) will be sent via U.S. mail to your mailing address.
    • If you do not have an alternate mailing address set, your tax statements will be mailed to your home address.
    • If neither address is in the portal, your tax statements will be mailed to your work/office location.

    : Currently active UW employees that have consented to receiving only an electronic copy will not receive the tax statements (W-2 & 1095-C) by mail.  You will need to print your own copy (guidelines below).

Add Consent for Electronic W-2 or 1095-C forms

If you wish to only have access to an electronic copy of the W-2 or 1095-C, you must complete the consent through the or portal.
  1. On the Payroll Information tile, click Tax Statements.
  2. Click the relative tax statement consent link (W-2 or 1095-C)
  3.  Consent to receive  W-2 electronically or Consent to receive  1095-C electronically.
  4. Review the consent information.
  5. Click the box to acknowledge consent.
  6. Click Submit.

Remove Consent For Electronic W-2 or 1095-C Forms

If you with to remove your consent status, you must complete the consent removal through the or portal.
  1. Access the or (Madison only) portal.
  2. On the Payroll Information tile, click Tax Statements.
  3. Click the relative tax statement consent link (W-2 or 1095-C)
  4. Click the checkbox “I withdraw my consent to receive (tax statement name) forms electronically”
  5. Click Submit.

Printing W-2 and/or 1095-C

An electronic copy of the W-2 and 1095-C form is available through the or portal. 
NOTE: a copy can be printed even if you did not consent to only electronic forms.
warning The W-2 can only be printed from a computer connected to the UW network.
  1. On the Payroll Information tile, click Tax Statements.
  2. Click View W-2 or View 1095-C
  3. Enter required information on the page and check the I Agree box.
  4. Click Save.

Finding and Printing Tax Statements through 2017

Current UW System employees would be able find past W-2 statements within the or portal. Follow the steps below to find your past tax statements. 

  1. On the Payroll Information tile, click Tax Statements.
  2. Select the record to print.
    warning  These records do not have social security number on them, if you need a copy with your social security number on it then request a duplicate tax statement (below).

Requesting Duplicate Tax Statements

Reviewing/Updating Address Information

To review your current address information, log in to the or portal 
  1. Click the Personal Information tile.
  2. If this is not your preferred address for tax statement distribution, click on the ‘Update my Personal Information’ link.
If you no longer have access to the or portal, you may contact UWSS Service Operations  for assistance with updating your address.

Self-Identify Information

While in the ‘Personal Information’ module in the portal, you are also encouraged to use the available links to self-identify your veteran, disability status or ethnicity. Self-identifying is optional. This information is used only for federal reporting purposes and will not be shared in any other way.

Forwarding Addresses & Failure to send tax statements

If you have forwarded your mail via USPS but have not updated your address with the UW System, the original mailing of your tax statement will be returned to UWSS Service Operations and re-mailed to the correct address at a later date.  There is no timeline for the re-sending of tax statements that are returned with forwarding addresses, but they will eventually be sent out at the time that the UWSS Service Operations feels that all tax statements have been returned from USPS after the initial round of tax statement mailings.  

Items returned to UWSS Service Operations without a forwarding address are kept on file at the UWSS Service Operations for 5 years.

1095-C Form Required for UW Employees Filing Taxes

The University of Wisconsin (UW) must file Internal Revenue Service (IRS) Form 1095-C to report and document that full-time UW employees were offered health insurance coverage during the previous calendar year.

The UW will also provide all UW employees who were full-time for all or some months of the previous year with a copy of their Form 1095-C. UW employees will need the Form 1095-C they receive from the UW as part of their documentation requirement when filing taxes.
  • Form 1095-C will be mailed, unless consent is completed to only receive electronic copy of this form, to UW employees in early February at the same address as the W-2 Forms.
  • An electronic copy of the form will also be available in the or portal, on the Payroll Information tile, click Tax Statements.
This IRS tax form requirement is due to the Affordable Care Act (ACA). Form 1095-C will assist UW employees and the IRS in establishing that ACA obligations to offer minimum essential coverage have been met. 

Tax Fraud

UW Employees should contact their institutional payroll office if they suspect that some type tax fraud had occurred.  Employees should also follow the IRS guidelines for reporting suspected tax fraud activities.

Report Tax Fraud to IRS -

Additional Resources

Related KBs:
Related Links:

Get Help

  • Click HERE to contact UW Shared Services or HERE for the Office of Technology Services (OTS) Helpdesk if you have any issues with these instructions.
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Keywords:w2 w-2 tax ytd federal state support troubleshooting taxes support tax document tax documents aca affordable care act aca tax statement statements portal access portal duplicate AG, Affinity Group   Doc ID:21953
Owner:Lauren M.Group:UW–Shared Services
Created:2011-12-27 12:03 CDTUpdated:2021-07-29 13:47 CDT
Sites:UW-La Crosse, UW–Shared Services
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