Important Year End Payroll Information
Payroll Services is currently preparing for the close of calendar year 2018 and for the timely distribution of W-2's by Thursday, January 31, 2019. In order to minimize errors in your W-2, we are asking you to please take a moment to review the following items on your most recent paycheck or in GMS:
NAME AND SOCIAL SECURITY NUMBER
Your name and Social Security Number (SSN) should be stated exactly as shown on your Social Security Card. To correct your legal name in GMS follow the steps below. Any changes made to your name will be routed to your HR Contact for verification.
- Under Applications, click on the Personal Information icon
- Under View, select Name
- Select Edit (if you need to make a change)
SSN corrections are processed by certain roles within GMS. Please contact your HR Contact or Department Administrator for assistance and they will process or route your request to the appropriate resource. If you need help identifying your HR Contact, you can search for them in GMS by clicking on the hyperlink titled HR Contact Information located under Announcements.
Please note that all Nonresident Alien Tax Withholding update requests must be made via the Foreign National Information System (FNIS). If you do not have a username and password, or you have forgotten your password, complete the Georgetown University Nonresident Alien Tax Request Form and the Tax Department will provide this to you.
- If you are exempt from FICA (OASDI and Medicare) taxes, please make sure these taxes were not withheld for tax year 2018 on your most recent payslip. Please use the Georgetown University Nonresident Alien Tax Request Form to request FICA refunds.
- If you anticipate receiving compensation in 2019, please make sure your information in FNIS is current (Visa, I-20 or DS-2019, etc.).
- If you are eligible for treaty benefits in 2019, the Tax Department will provide you with a new pre-populated Form 8233 after you update your information in FNIS.
All update and refund requests should be made to the Tax Department by December 14th. IRS 1042-S forms for the 2018 calendar year will be mailed or ready for download in FINS depending on your preference no later than March 15, 2019. Contact the Tax Department at email@example.com if you have questions.
The Home (Primary) address shown in GMS under Home Contact Information is where your 2019 W-2 will be mailed. If this is not your current home address, a correction/update is required in GMS by December 20, 2018. You can also update your home phone number, emergency contact information, and work contact information through your Personal Information worklet.
VOID OR UNCASHED CHECKS
It is important that Department Administrators please check for checks employees have not picked due to overpayment, or termination in 2018. These checks should be sent to Payroll with a memo as soon as possible and no later than December 20, 2018. *Main Campus Faculty and Fellows, please contact your Department Administrator for assistance.
Thank you for taking the time to review (and update, if needed) your information as we prepare to close out the current year. All of us in the Payroll Office wish you a wonderful holiday season and look forward to serving you in the new year. As always, if you have questions, please email firstname.lastname@example.org and we will be happy to assist you.
Director, Payroll Services