TO: Temple University Employees
FROM: Nancy L Hinchcliff, Assistant Vice President, Human Resources–Payroll Management
DATE: December 27, 2004
SUBJECT: Important ADDRESS Verification and Calendar Year End W-2 Reporting Reminders
Temple University plans to print and distribute 2004 Form W-2s to all employees during the third week of January.
For all currently active employees paid by the University during calendar year 2004, it is University policy to distribute the W-2 form to the department in the same manner as paychecks. It is the departments’ responsibility to deliver the document directly to the employee. If an employee is not present, the W-2 form will be mailed to the address on record. This is the address that printed on the last paycheck or direct deposit advice issued to you. If you are not sure where your Form W-2 will be distributed, please contact us directly. All address changes must be received by Monday, Jan. 10, to make sure your address is properly stated on your 2004 W-2 form.
The W-2 form is an official tax document and must be retained for your records. The Internal Revenue Service only requires employers to retain this document for four years.
In the event a 2004 Form W-2 must be reissued for any reason, a $35 fee will be charged to reprint the document. Therefore, please make sure the following information is up-to-date:
Home address verification required: Please verify the name and address that appears on your direct deposit advice or paycheck. This address is used to mail paychecks/advices and/or W-2 Forms. Any changes must be reported in writing to the HR–Payroll Management Department immediately. We encourage all employees to verify this information throughout the year. An address change made in your department, in Academic Records or through OwlNet will not change the address that is maintained in the HRS Payroll System.
Submit a new Form W-4 if: You claimed exempt on your 2004 W-4 form. You MUST submit a new W-4 form to the Payroll Management Department by Feb. 15 to retain this status. If a new W-4 is not received, federal income tax will be withheld from your paycheck beginning Feb. 15 at the federal filing status of single zero and we will not refund it. You will have to file for the refund when you file your 2005 1040 federal income tax return. The W-4 form is available on the IRS Web site at www.irs.gov.
To contact the Human Resources Payroll Department, call 204-3116. The department’s address is University Services Building Room 201, 1601 N. Broad St., Philadelphia, PA 19122. At the time of distribution, please be sure to visit the HR Web site at www.temple.edu/hr to obtain highlights of this year’s Form W-2.