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Payroll Services: Reporting to External Entities

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Audit, Analysis, and Monitoring

We complete audit, analysis, and monitoring activities of Finance - Payroll Services transactions to ensure the proper functioning of computer information systems and internal control systems. Examples of these activities are as follows:

  • Reconciliation of data between the FRS and HRMS Systems
  • Payroll bank reconciliation
  • Analysis of outstanding travel advances

Compliance

We monitor Finance - Payroll Services processes to ensure UTMB compliance with relevant laws, rules, and regulations. Examples of such compliance areas are:

  • Internal Revenue Code
  • Fair Labor Standards Act
  • Immigration and Naturalization Laws

Human Resources Payroll Information

We maintain and Verify Human Resources Payroll Information (HRIS ) in UT System Office in Austin.

Reporting

We complete reporting to entities external to UTMB which contain data relevant to the compensation of UTMB's workforce (including employees and non-employee service providers). Examples of routine reporting activities are as follows:

  • Form W-2, Wage and Tax Statement: Annual reporting of employees' taxable income as well as Federal Income, Social Security and Medicare tax withholdings
  • Form 1042-S, Foreign Person's U.S. Source Income Subject to Withholding: Reporting of compensation to Non-Resident Alien (NRA) employees exempt from tax under tax treaties and other taxable payments to NRA independent contractors
  • Form 941, Employer's Quarterly Federal Tax Return: Summary reporting showing Federal Income Tax, Social Security and Medicare Taxes withheld from employees compensation over the course of a calendar quarter
  • Unrelated Business Income Tax (UBIT) - An exempt organization, such as UTMB, is not taxed on its income from an activity that is substantially related to the charitable, educational, or other purpose that is for the organization's exemption status. However, if an exempt organization regularly carries on a trade or business that is NOT substantially related to its exempt purpose, the organization is subject to tax on its income from the unrelated trade or business. This reporting to UT System summarizes net income or loss from unrelated business activities
  • Form 1099-INT: Reporting to the Internal Revenue Service, interest payments made in the course of business
  • Form 1099-MISC – Miscellaneous Income: Reporting to the Internal Revenue Service, payments of at least $10 in royalties or at least $600 in rents, services, prizes & awards, other income and medical & health care
  • Form 1098-T – Tuition Payments Statement: reporting to the Internal Revenue Service qualified student tuition payments for the Lifetime Learning Credit
  • FTE State Employee Quarterly Report – State Auditor's Report: Reporting of the University's Full-time Equivalents (FTEs), Consultants and Contract Individuals by appropriated funds to the Office of the State Auditor
  • Annual Budget: reporting of FTEs and Compensation for all UTMB employees, necessary for the next FY operations to UT System
  • Payroll Reimbursement from UT Austin: Reimbursement of appropriated payroll and benefit dollars
  • Request for Budget Change (RBC): Reporting to UT System any change, to Tenured Faculty, A&P employee that reports to a Vice President or Transfer of Funds in excess of $100,000 that is not currently in the Budget
  • Docket: Summary reporting to UT System showing RBCs done in a quarter

Duplicate Copies of Tax Forms

A duplicate copy of Form W-2, 1042-s or 1098-T can be obtained by either of two methods:

  • Method 1:Visit the Benefits Office at the 2nd Floor of the Administration Building, and complete the "Request for Duplicate Form W-2" form. Note: if you are requesting anything other than a W-2, you must specify which form is being requested.
  • Method 2:Submit a written request via e-mail, U.S. mail, campus mail, and/or fax (see contact list). Your written request must include the following information:
    • Form requesting
    • Year requesting
    • Social Security Number
    • Name
    • Telephone Number
    • Signature
    • Date

Method of delivery (2 options: mail or pick-up)

  • For mail delivery please include a good mailing address with written request.
  • For pick up of the duplicate form, please go to the Bursar's Office on the 2nd floor of the Administration Building on the following Monday (and/or working business day) after the regularly scheduled Friday print day. Note: Schedule is subject to change (reference 'Schedule Print Day' below)

Scheduled Print Days

External prints duplicate forms every two- (2) weeks, on Friday. During the busy tax- reporting season, we print weekly, on Friday. Duplicate W-2s will be placed in the mail the same day they are printed. Employees may also pick up the duplicate form(s) at the Employee Service Center on Friday afternoon. Duplicate print requests must be submitted before the scheduled print day to guarantee the timely printing of requests. For current schedule, please contact Finance - Payroll Services, Reporting at x77951.

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