Guide to Payroll Tax Forms

    Withholding Election Form

    FORM DEFINITION HOW TO ACCESS/UPDATE/PRINT IN WORKDAY ADDITIONAL INFORMATION SUPPORT
    Federal W-4 The Federal W-4 is an Internal Revenue Service form (IRS) used to Yale University know how much money to withhold for federal income taxes.
    • Login to Workday with your NetID and NetID password
    • Click on the Pay Worklet
    • Under Action, select Withholding Elections.
    • Select Federal Elections.
    • Click the Update button to make changes in your Federal withholding elections.
    • Select Company and Effective Date.
    • Click OK to proceed.
    • Complete fields as needed. Note: Fields marked with an  asterisk (*) are required.
    • Click I Agree.
    • Click OK.
    		 Please review your withholding allowances whenever there is a Life change event. Examples of life change events which may impact your tax status include:
    • Marriage or divorce
    • Birth of a child/adoption
    • Other changes in dependents

    For new employees If you don’t complete a W-4, Yale is required to withhold taxes at the highest tax rate of Single-0 Allowances

    		 For assistance on completing or updating your tax withholdings elections in Workday please contact employee services at 203-432-5552 or employee.services@yale.edu.
    For specific questions on your tax status please consult a tax advisor. You may also refer to the IRS withholding calculators below to help determine the correct portion of taxes to withhold.
    Connecticut State W-4 (for additional applicable state’s reference your state’s department of revenue website) The State W-4 Form is used to let Yale University know how much money to withhold from your pay check for state income taxes.
    • 1. Login to Workday with your NetID and NetID password
    • 2. Click on the Pay Worklet
    • 3. Under Action, select Withholding Elections.
    • 4. Select State Elections.
    • 5. Click the Updates  button to make changes in your State withholding elections.
    • 6. Select Company, Effective Date, and State. (Note: Connecticut is the default State, but the drop-down menu includes selected other states.)
    • 7. Click OK to proceed.
    • 8. Select the appropriate Withholding Code. based on your Marital Status, income, etc. Note: To view the details of the Withholding Codes, click View Blank Form. For exempt, choose Withholding Code E.
    • 9. Optional fields: Insert Additional Amount or Reduced Withholding Amount.
    • 10. Click I Agree.
    • 11. Click OK.
    		 Please review your withholding allowances whenever there is a life change event. Examples of life change events which may impact your tax status include:
    • Marriage or divorce
    • Birth of a child/adoption
    • Other changes in dependents

    For new employees If you don’t complete a W-4, Yale is required to withhold at the highest tax rate for the current year, which is currently 6.99%.

    For assistance on completing or updating your tax withholding elections in Workday please contact employee services at 203-432-5552 employee.services@yale.edu.

    For specific questions on your tax status please consult a tax advisor. You may also refer to the Connecticut Department of Revenue to help determine the correct portion of taxes to withhold.
    Connecticut State W-4NA (non-resident exempt) Form CT-W-4NA is used if you are Non-Resident of Connecticut and perform services partly within and partly outside of Connecticut. This form will tell Yale University the correct amount of state income tax to withhold based on the percentage of your services your estimate you will perform in Connecticut.
    • 1. Login to Workday with your NetID and NetID password
    • 2. Click on the Pay Worklet
    • 3. Under View, click My Tax Documents.
    • 4. Click View/Print; it may take a minute to process the request.
    • 5. Under Action, select Withholding Elections.
    • 6. Select State Elections.
    • 7. Click the Update button to make changes in your State withholding elections.
    • 8. Select Company, Effective Date, and withholding form type drop down: CT-W4NA Nonresident Exempt and Click OK to proceed.
    • 9. Fill in the estimated number of days working inside and outside Connecticut, the estimated number of days physically present in Connecticut for employment and Workday will automatically calculate your percentage of services performed in Connecticut.
    • 10. Click I agree.
    • 11. Click OK.
    		 By submitting this form, you are certifying that you are not a resident of Connecticut and you are accurately estimating the percentage of services performed in Connecticut. Yale will withhold CT taxes based upon the percentage you choose. Please ensure you are filling out a W-4 form for any other applicable state.

    For assistance on completing or updating your tax withholding elections in Workday please contact Employee Services at employee.services@yale.edu or 203-432-5552.

    Annual Tax Statements

    Tax Form Definition How to Access/Update/Print When Available? Additional Information Support
    W-2 Wage and Tax Statement Yale University employees receive a W-2 to report their annual income and any federal, state, and local taxes withheld to the Internal Revenue Service (IRS) and States/Localities In Workday: By January 31st
    For U.S mail copies: Postmarked by January 31st *Terminated students can only access the Workday system until April 15th of the following year. Terminated Staff and Faculty will have no Workday access and will receive W-2 in the mail*    		 You can confirm the accuracy of your W-2 by matching your last pay statement to your W-2. Please reference the How to Read Your W-2 guide for assistance.

    For any questions regarding your W-2 please contact employee services at employee.services@yale.edu or 203-432-5552.
    1099-MISC, Miscellaneous Income Yale University will issue a 1099-MISC annually to report non-employee compensation (PDF, PDF Sub). Payroll department issued 1099-MISC’s will be post marked via U.S mail by January 31st. Postmarked via U.S. mail by January 31st You can confirm the accuracy of your 1099-MISC by referencing your last pay statement and comparing it to your 1099 (Applicable for Payroll issued 1099-MISC’s only). Please reference the 1099 guide (link TBD) for assistance.
    Yale does not withhold taxes on non-employee compensation. You have the option to setup Estimated Quarterly Tax Payments with the IRS. For additional information please reference the IRS guide.
     

    For any questions regarding your 1099-MISC please contact the Finance Support Center at 203-432-5394 askfinance@yale.edu.

    View About Form 1099-Misc, Miscellaneous Income
    1042-S, Foreign Person’s U.S Source Income Subject to Withholding Yale University will issue a 1042-S annually to report any non-resident alien wages and tax withholdings.

    All original copies will be post marked via U.S. mail to the address on file in Workday by 03/15. If original copies are not received you can register for FNIS (Foreign National Information System) to access a PDF copy by 03/15.

    Login to Foreign National Information

    		 Post marked Via U.S. mail 03/15
    Via FNIS: 03/15

    Please reference the 1042-S guide (link TBD) for assistance.

    Your 1042-S may include payments from various departments such as (Payroll, AP, Banner, Yale Press, Graduate Student Funding)

    For any questions regarding your 1042-S, please contact the Finance Support Center at 203-432-5394 askfinance@yale.edu. For any questions regarding your residency status, please contact the International Tax Department at internationaltax@yale.edu.