Reporting to External Entities
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 Systems 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 U. T. System.
- Payroll Reimbursement from UT Austin: Reimbursement of
appropriated payroll and benefit dollars.
- Request for Budget Change (RBC): Reporting to U. T. Systems 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 U. T. Systems 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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