Take the time NOW to verify and update your name, mailing address and e-mail information on the RCUH Employee Self Service (ESS) system.

An incorrect email address may prevent you from receiving important information about electronic W-2 forms available on the ESS.

An incorrect mailing address may cause delay in the delivery of paper W-2 forms.  A $10.00 reissue fee will be assessed if another W-2 is requested (no exceptions).

2.tElectronic W-2 Forms

Be on the lookout for information in January regarding receiving your W-2 forms electronically.  No worries about lost, misplaced or undelivered W-2s!

3. tReview 2012 Pay and Tax Information

Review your pay and tax information on ESS to make sure that your 2012 information is correct.  All corrections or adjustments must be posted by the 12/01 – 12/15/12 pay period (last pay period in 2012) to be reflected on your 2012 W-2 form.  Please report any discrepancies to your Principal Investigator and/or Project Administrator immediately.

4.t2013 Tax Withholdings

Review marital status and withholding allowances on the W-4 (federal) and HW-4 (state) Employee’s Withholding Allowance Certificates for the upcoming 2013 tax year in ESS.    Changes to tax status and allowances may be completed at any time during the year, but too much or too little withholdings during the year may result in large refunds or large “out-of-pocket” payments (often with penalties) come April.

5.t2013 Tax Form Renewals

Employees with special tax situations must renew tax documents for 2013 (e.g. W-4 exemptions, tax treaty exemptions).  Notification will be sent to applicable employees by email.

6.tVacation Forfeitures

Discuss with your Principal Investigator or Project Manager about scheduling vacation time before 12/31/12 to avoid vacation forfeitures.