Year-End Tax Reminders

2019 Year-end tax reminders

Dates and deadlines

Dec. 31 | NSHE has contracted with Advanced Data Processing (ADP) to process W-2s. Please update your personal email address and home address in Workday by this date (steps one and two below, respectively). In early January, your email addresses, home mailing address and tax information are imported into ADP. Once imported, new employees who became active in 2019 may now access ADP to make updates to their account.

Jan. 31 | W-2s will be mailed out and made viewable online in ADP (learn more in step two below).

Feb. 6 | If you filed as tax exempt in 2019, you must complete your 2020 W-4 by this date in Workday (learn more in steps three and four below).

Apr. 15 | Deadline to file individual tax returns (Form 1040) for the year 2019 or to request an automatic extension (Form 4868). An extension provides an extra six months to file your return. Payment of the tax is still due by April 15. You can submit payment for any taxes you owe along with the extension form. Last day to make a contribution to traditional IRA, Roth IRA, Health Savings Account, SEP-IRA, or solo 401(k) for the 2019 tax year. You have until October 15 to fund a SEP-IRA or solo 401(k) if you get an extension. (For information on why you should leverage the tax benefits of your HSA, see step five below.)

Year-end checklist for saving time and money

NSHE Payroll Services and Human Resources would like tax season to be as simple and easy as possible for you. We’ve put together the following reminders to ensure you receive your statements on time and know what to expect when you file.

  • 1. Verify your personal/home email address in Workday

    Verify your personal/home email address in Workday

    Why is this important? Should you leave the employ of NSHE, you will not be able to access Workday or ADP unless you have a valid personal/home email address listed in Workday. Many employees have used their “@unr.edu” email address for both their work and personal/home email fields in Workday. As a result, these employees will need to regain access to Workday and ADP through our Workday Help Desk should they leave and need to view their pay stubs and tax information.

    What else is your personal/home email address used for? We do not send email to your personal/home email address until you have terminated employment with NSHE. When you leave, you can expect to receive tax information, Workday/ADP password reset links (upon your request), and a faculty exit survey (if you were faculty). We do not add your personal email address to University mailing lists (unless you have personally requested this), and we never share your email address with others.

    How do I update my personal/home email address in Workday? Please see our Knowledge Base article: How do I change my email address? (Requires NetID login.)

  • 2. Verify how and where you will receive your W-2

    Verify how and where you will receive your W-2 

    A list of employees’ primary home addresses and primary work email addresses in Workday are downloaded on December 31, 2019 and uploaded into ADP in early January.  New employees (hired any time in 2019) will not be able to access or update their ADP account until after their information has been imported from Workday to ADP in early January. W-2 documents for the 2019 tax year will be available on the ADP site on January 31, 2020 if you have completed the process for paperless access on the ADP site.  If you have completed the process to access your W-2 online, ADP will mail your W-2.  It will be made available online by January 31, 2020 through Advanced Data Processing (ADP). For former employees, W-2s will be sent to their home mailing and email addresses, as listed in Workday at time of termination, unless delivery preferences were updated by the employee in ADP.

    If you would like to correct your mailing address after December 31, 2019, you will need to contact NSHE Payroll Services for assistance. Please verify and update this information on or prior to this date to ensure it is sent to the correct address.

    Verify and update your home mailing address in Workday by December 31

    1. Log into Workday.
    2. Click on the cloud icon (top right corner of the screen).
      • Note:If you have uploaded a profile picture, you will click on that instead of the cloud icon.
    3. Click View Profile.
    4. Beneath your name on the far left, click Actions > Personal Data > Change Contact Information.
    5. Under the Home Contact Information header; then click on the pencil icon in the Primary Address
    6. Make any address changes you need and click the green Submit button on the bottom of the screen when you are done.

    Go to paperless W-2s via ADP by January 30

    To stop receiving printed pay statements (voucher suppression), do the following:

    1. Log into ADP at https://my.adp.com.
    2. From your account profile, select Settings.
    3. In the Go Paperless box, select the Receive paperless statements slider.
    4. Check the Receive Paperless Annual Tax Statements consent checkbox.
    5. Click I Agree.
    6. Verify Email Address for accuracy.
    7.  Click Finish.

    Access your tax statements online via ADP starting January 31

    If you already have an ADP account, the login link can be found in the registration instructions below, or by calling your institution's help desk. Be aware the system may require you to reset your password. In addition to having access online, you will receive printed W-2s in the mail unless you opted to go paperless in your ADP account last year.

    If you don't have an ADP account, ADP will mail your W-2 to the address listed as your primary home address in Workday. To get faster access to your W-2, register for an ADP account using the NSHE-specific information and instructions. If you are new to ADP, you will need to wait until January 8, 2020 for your information to be uploaded into ADP and your account to be available for activation.

    Need assistance?

    Workday Support is ready to help with any issues you may have while accessing your W-2s.

    Note: W-2s for previous years prior to 2017 will continue to be available on NSHE’s online ESS legacy system or by contacting NSHE Payroll Services.

  • 3. Learn more about the revised Form W-4 for 2020

    Learn more about the revised Form W-4 for 2020

    The IRS has released a revised W-4 for 2020. 

    The IRS has significantly revised their Form W-4 to comply with recent tax law changes. The revised form is required for all withholding changes beginning January 1, 2020 by new workers and by current workers who wish to make changes with an effective date of 1/1/20 or after. You do not have to fill out the new form if you are a current worker and you either do not need to make changes or your changes have an effective date before January 1, 2020. Withholding tables for 2020 will update your 2019 elections.

    Please visit the NSHE Payroll Website News page to find out more details about this change.

  • 4. Double-check your tax withholdings with the IRS Withholding Estimator

    Double-check your tax withholdings with the IRS Withholding Estimator

    Validate your W-4 tax withholdings using the IRS Withholding Estimator. Using the calculator helps you identify your tax withholdings, so you can make sure the right amount is withheld from your paycheck.

    View your W-4 and use the estimator

    1. Log into Workday.
    2. Select the Pay Worklet.
    3. Click on the Withholding Elections
    4. On the following page, select Update.
    5. On the following page, click OK.
    6. View and update your W-4 as needed.
    7. Visit the IRS online to use the calculator to guide your W-4 withholdings.
  • 5. Leverage your HSA for triple tax advantages – and retirement, too!

    Leverage your HSA for triple tax advantages – and retirement, too!

    If you have a Health Savings Account (HSA) and you are not contributing the full amount, you may wish to adjust your contribution.  Your HSA account isn’t just for covering out-of-pocket medical expenses in any given year, and there isn’t a use-it-or-lose-it provision. Think of it as a tax shelter, retirement account, and rainy-day fund.

    Your HSA features three main tax advantages:

    1. Contributions are tax deductible: Like with a 401(k), you contribute pre-tax dollars to a HSA, which reduces your taxable income for the year. For example, if you contribute $7,100 for you and your family, and that amount would have otherwise been taxed at 25%, you are earning a $1,775 tax savings! In other words, a $7,100 investment is only costing you $5,325.
    2. Earnings grow tax-free: You can invest your HSA contributions and the interest accrues tax-free.
    3. You can withdraw money tax-free if it’s used for qualified medical expenses. You can find a list of these expenses on the IRS website in Publication 502, Medical and Dental Expenses.

    Here are some additional benefits:

    • You can spend the money in your HSA on anything you wish after age 65 and you will pay normal income taxes on that purchase. Before age 65, if you spend the money on a non-eligible medical expense, you will pay taxes plus a 20% penalty on that purchase. 
    • Your HSA account is portable. The funds are yours and will go with you wherever you go from here.
    • HSAs can be used to pay out-of-pocket medical expenses that apply to your deductible and coinsurance (for you and your tax dependents) regardless of whether or not your dependents are covered by your insurance plan. HSAs can be used to fund things like Lasik eye surgery, dental procedures, and cosmetic surgeries that are deemed medically necessary, but are not always covered by insurance.

    How do I change my HSA election / contribution?

    Log into HealthSCOPE Benefits using PEBP as the company name. Once logged in, click on the HRA / HSA Administration link on the right-hand menu. From here, select change my HSA election.

    How much can I contribute annually?

    2019 Maximum Contributions

    Contribution Type

    Annual tax-free employer contribution

    Maximum pre-tax employee contribution

    IRS maximum total employee and employer amounts

    Catch-up pre-tax employee contribution (age 55+)

    IRS maximum total employee and employer amounts for age 55+

    Full-time employee only

    $700 base + $400 bonus = $1,100

    $2,400

    $3,500

    $1,000

    $4,500

    Full-time employee and family (spouse and/or one child)

    $700 base + $400 bonus + ($200 x 1 child) = $1,300

    $5,700

    $7,000

    $1,000

    $8,000

    Full-time employee and family (spouse and/or two children)

    $700 base + $400 bonus + ($200 x 2 children) = $1,500

    $5,500

    $7,000

    $1,000

    $8,000

    Full-time employee and family (spouse and/or three children)

    $700 base + $400 bonus + ($200 x 3 children max) = $1,700

    $5,300

    $7,000

    $1,000

    $8,000

     

    2020 Maximum Contributions

    Contribution Type

    Annual tax-free employer contribution

    Maximum pre-tax employee contribution

    IRS maximum total employee and employer amounts

    Catch-up pre-tax employee contribution (age 55+)

    IRS maximum total employee and employer amounts for age 55+

    Full-time employee only

    $700

    $2,850

    $3,550

    $1,000

    $4,550

    Full-time employee with spouse and/or one child

    $700 + ($200 x 1 child) = $900

    $6,200

    $7,100

    $1,000

    $8,100

    Full-time employee with spouse and/or two children

    $700 + ($200 x 2 children) = $1,100

    $6,000

    $7,100

    $1,000

    $8,100

    Full-time employee with spouse and/or three (or more) children

    $700 + ($200 x 3 children max) = $1,300

    $5,800

    $7,100

    $1,000

    $8,100