2016 W-2's were mailed from James Madison University on January 17th. 2016 1042S forms were mailed or made available on January 13th.
What to do if you did not receive your W-2 - below is W-2 Reprint Information
|If you do not receive your W-2 at your permanent home address within a reasonable amount of time, you can take the following steps to obtain another copy:
|NOTE: No reprints will be processed before February 1st. Any address corrections will need to be done in writing (through letter or secured email) or in person here in the Payroll Services Office to ensure confidentiality of information. Your name, last four digits of your social security number and your current permanent address that should be on file must be included, if you are corresponding in writing. If you are an active JMU employee, you may update your mailing address in MyMadison (under the "Employee" tab).|
|If your W-2 was returned to us, we will re-mail the W-2 to your corrected address or you may pick it up from our office at 1031 S Main Street.
If your W-2 was not returned to us, we will re-print your W-2 and mail it to your corrected address or you may pick it up from our office at 1031 S Main Street. Re-prints will be done on at least a weekly basis beginning February 1st.
|Should you have any questions, you can call our office at 540/568-6233 or email us at email@example.com.|
General Guide to your W-2
The following is an explanation of each box which appears on your W-2 statement and what information is contain in that box. If you have further questions or need other clarifications, contact the Payroll Services Office at firstname.lastname@example.org.
|a||Control Number||Not applicable to JMU at this time|
|b||Employer's Identification Number||JMU's Federal Tax Payer ID Number|
|c||Employer's Name and Address||Employer who will be reporting this information to IRS, SSA, and Virginia|
|d||Employee's Social Security Number||This should be an exact match with your Social Security Card. If there is a discrepancy, please contact Payroll.|
|e||Employee's Name||This should be an exact match with your Social Security Card. If there is a discrepancy, please contact Payroll.|
|f||Employee's address and zip code||This is the last address on file with HR and Payroll. If this is incorrect, please send a written address change request to Payroll @ MSC 5706.|
|Box 1||Wages, tips, and other compensation||Included: all wages, employer paid group term life in excess of $50,000 (Imp Life); graduate level tuition waivers; non-qualified moving expenses; personal use of employer provided automobile.
Not Included: amounts deducted for dependant care; pre-tax heath insurance; non-taxable qualified moving expenses; 403(b); 457 deferred compensation plans and pre-tax parking deductions.
|Box 2||Federal income tax withheld||Applicable federal taxes withheld from compensation reported in BOX 1, and submitted to IRS on your behalf, in accordance with your W-4 Employee Withholding Allowance Certificate on file with Payroll.|
|Box 3||Social Security wages||Included: all wages, employer paid group term life in excess of $50,000 (Imp Life); graduate level tuition waivers; non-qualified moving expenses; personal use of employer provided automobile.
Not Included: amounts deducted for dependant care; medical reimbursement; pre-tax heath insurance; non-taxable qualified moving expenses and pre-tax parking deductions; taxable wages for tipped income
|Box 4||Social Security tax withheld||Applicable FICA (OASDI) taxes withheld from compensation reported in BOX 3, and submitted to IRS and SSA on your behalf. The 2016 OASDI rate was 6.2% up to the Social Security Wage Base rate of $118,500.|
|Box 5||Medicare wages and tips||Included: all wages, employer paid group term life in excess of $50,000 (Imp Life); graduate level tuition waivers; non-qualified moving expenses; personal use of employer provided automobile. Not included: amounts deducted for dependent care; medical reimbursement; pre-tax health insurance; non-taxable qualified moving expenses and pre-tax parking deductions.|
|Box 6||Medicare tax withheld||Applicable FICA (MED) taxes withheld from compensation reported in BOX 3, and submitted to IRS and SSA on your behalf. The MEDICARE rate is 1.45% of the Social Security Wage Base rate. There is no maximum limit. Wages paid in excess of $200,000 are subject to an extra .9% MEDICARE tax.|
|Box 7||Social Security Tips||Taxable OASDI wages for tipped income.|
|Box 8||Allocated tips||Not applicable to JMU at this time|
|Box 9||Advanced EIC payments||This reflects the amount of Advanced Earned Income Credit as subject to the W-5 you elected. For details to see if you qualify for EIC see "Notice to Employees" on the back of copy B of the W-2 Form.|
|Box 10||Dependant Care Benefits||This reflects your pre-tax Dependant Care Contributions.|
|Box 11||Non-qualified Plans||Not applicable to JMU at this time|
|Box 12||See instrs. For Box 12||Please see the back of W-2 form copy C for details.|
|Box 13||Statutory employee||Not applicable to JMU at this time|
|Retirement Plan||This check box should be flagged if during anytime in the calendar year you were an active participant in any retirement plan established by the Commonwealth of Virginia. This includes the Virginia Retirement System, Optional Retirement, or a 403(b) annuity contract.|
|Box 14||Other||BTHLT: Health Premiums Pre-Taxed
CVC: Combined Charitable Campaign Contribution
GLT: Taxable Graduate Level Tuition included in Box 1, 3 and 5.
|Box 15||State/Employer's state ID||JMU's State Tax Payer ID Number|
|Box 16||State wages, tips, etc.||See Box 1 Description|
|Box 17||State income tax||Applicable Virginia taxes withheld from compensation reported in BOX 1, and submitted to Virginia on your behalf, in accordance with your VA-4 Employee Withholding Allowance Certificate on file with Payroll.|
|Box 18||Local wages||Not applicable to JMU at this time.|
|Box 19||Local income tax||Not applicable to JMU at this time|
|Box 20||Locality||Not applicable to JMU at this time.|
Regarding your W-4 Filing Status
– You May Need to Check your Withholding Form W-4
|Since you last filed Form W-4 did you:
||Were there major changes to:
|If you answered "Yes" to any of these questions or you owed extra tax when you filed your last return, you may need to file a new Form W-4. Now is the time to check your withholding (displayed in the upper right hand corner of your direct deposit advice).|
Faculty/Staff Tax Information
Pre-tax Payment of Vehicle Registration Fees
Effective January 1, 1999, all vehicle registration fees paid by payroll deduction will be deducted on a pre-tax basis. Employees will automatically be enrolled in the pre-tax program unless they notify the University in writing that they are opting out. (Faculty & Staff Permit Fees)
Taxable use of Employer Provided Automobiles - Updated: October 2016
|For tax year 2016, the personal use of an employer-provided automobile continues to be taxable income. For federal tax reporting, there are two methods of determining the value of that benefit: the "commuting use" and the "annual lease value" methods. The "commuting use" can only be used if all vehicles are used 100% for business; no personal use. Since this restriction precludes JMU, the annual lease valuation method is used for determining taxable income.
Under the annual lease valuation method, the lease value of the automobile is considered to be income to the employee. The IRS requirement for documentation of business use includes maintenance of a diary or log which records the following elements:
The Automobile Use Form and your submitted travel reimbursement vouchers should serve to meet these requirements. It is essential that these records be properly maintained. Automobile use forms should be submitted to Payroll Services by November 4, 2016. Employees leaving University employment should submit their forms as soon as practical, after returning the automobile. Failure to submit the mileage log will create the presumption that all mileage was personal and 100% of the lease value of the automobile will be reported as taxable income on your W-2 form.
Additionally, the University has elected not to withhold federal taxes on income resulting from the personal use of these vehicles. This election is effective for the special reporting period November 1, 2015 - October 31, 2016 and continues until revoked by the University. Applicable income will be recorded on your 2016 W-2 statement and applicable FICA and state taxes will be deducted from your December 16, 2016 paycheck.
Should you have any questions concerning this policy, please contact Sherry Willis (540-568-8034) in Payroll Services.
IRS Federal W-4 Withholding Calculator
IRS Publication 505
International Tax Information
What to do if you did not receive your W-2/1042S - see above information regarding a W-2 Reprint
Student Tax Information
Student Employment FICA Exemption - Updated: September 2008
Background - The Internal Revenue Code imposes a tax on employers and employees referred to as the Federal Insurance Contributions Act (FICA). The Code, however, contains a number of exceptions to the FICA tax, one of which exempts services performed for a college or university by a "student who is enrolled and regularly attending classes" at the institution.
Guidelines - A student employee of James Madison University is eligible for this exemption if the following conditions are met:
- The student employee must be enrolled and attending classes on at least a half-time basis, either in an undergraduate or graduate program of James Madison University. Per the University Registrar's guideline, half-time basis equates to at least six credits taken each term for undergraduate students; and at least five credits taken each term for graduate students.
- The student employee must not be eligible to receive benefits from James Madison University that are offered to non-student positions. These benefits include but are not limited to the 403-b annuity program, the state retirement program or the tuition waiver benefit.
- The FICA exemption is eligible to the student employee who starts to work a month or less before the semester in which he/she is enrolled as a half-time student or more. The exemption is also available for the student employee who completes working for JMU within a month of the completion of the semester in which he/she was enrolled as a half-time student or more.
- The FICA exemption is not eligible for a student employee during summer break if he/she is not enrolled at James Madison University on at least a half-time basis during the summer semester.
- The FICA exemption does not apply to any other University break if that break extends more than five weeks in length.
- A student employee status as half-time will be determined at the end of the drop-add period each semester.
- If you have questions in regard to this Internal Revenue Code, contact Payroll Services at 540/568-6233.