FAQs - Payroll Services at Texas A&M

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FAQs

Payroll General:

Direct Deposit

Are checks safe?

According to a study by Tinucci & Associates for NACHA, "While the banking system itself is secure, the sheer number of times a check must be passed from hand to hand while it is being processed means there is less security available."

Can I continue to use my hometown bank for direct deposit?

Yes. Direct Deposit can be made through any bank or financial institution that is a member of Automated Clearing House (ACH). A foreign bank must have a correspondent bank in the U.S.

Can I stop using direct deposit if I change my mind or change banks while I am on direct deposit?

Yes. Indicate the change you would like to make on the direct deposit authorization form. Notify Payroll Services before you close an account.

How can I be sure my deposit was made?

Employees who have chosen to receive an "electronic notification of earnings" will access their pay information through HRConnect instead of receiving a paper retainer. Employees who have not made this election will receive a retainer from their departmental payroll contact. Paper retainers are made available by Payroll Services to departments two days before payday. For more information, please visit the Electronic Notification of Earnings page.

How do I begin using Direct Deposit?

Complete a direct deposit authorization form. Forms can be found on the Payroll website, obtained from the Payroll office or your employing department.
Return the form to Payroll Services or your departmental payroll contact.

I am interested in direct deposit but I do not have an account. Can I have my payroll deposited into someone elses account?

Although Texas A&M University has no policy against this, some financial institutions do not allow deposits to be made if the depositor's name is not on the account. Employees should verify the policies of their specific financial institution regarding this type of deposit before making this election.

What can I do to get more employees in our department to sign up for direct deposit?

All employees should be informed that direct deposit is a cost-free employee benefit which is highly encouraged by the Division of Finance and Payroll Services. Efforts to communicate this message include: presentations at each New Employee Orientation that provide details of how the ACH process works, the many advantages of direct deposit, and an opportunity to complete the authorization form; printed promotional material available from Payroll for departments to distribute to their employees; and Direct Deposit Campaigns for non-participating employees, conducted by Payroll at the invitation of department heads and directors. In addition, personal assistance to answer questions and assist individual employees in completing the authorization form is provided by Payroll staff as needed.

What is Direct Deposit?

Direct deposit is the electronic transfer of payment to an individual’s checking or savings account. It is a proven, safe and confidential way to receive your payment.

When do I have access to the money?

Your payment is available to you at the opening of business on payday. Your financial institution can tell you exactly when your money will be available.

Why is Direct Deposit good for consumers?

Direct Deposit is secure, convenient and fast. With Direct Deposit there are no lost checks, it saves consumers from waiting in lines at the bank, and gives many people access to their money earlier than a traditional check.

Why should I help save my employer money?

Direct Deposit saves money for employees, companies, the government and society. Most employees are aware that a stable and healthy company provides a reasonable measure of job security, as well as benefits community and country.

Source: ElectronicPayments.org

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Electronic Notification of Earnings

Does the automatic email that is received by the employee after payroll has been processed contain the earnings data?

No. Because email is not necessarily a secure application, no confidential information is included in the message. The automated message simply tells the employee that the earnings information is available on HRConnect. Using his or her SSN and PIN, the employee can then access the data by signing on to HRConnect.

How is the message sent if a student worker does not have an e-mail address in the payroll system or HRConnect?

The employee should call Benefits in Human Resources at 845-4105 or Payroll at 845-2711 to request assistance. A temporary PIN will be assigned allowing access to HRConnect. Once logged into the system, the correct email address can be entered.

When department payroll staff receive the ACH earnings statements from Payroll Services, how will we know who selected electronic notification and who should have a printed stub for that payday?

A report will be included with the earnings statements that are distributed by Payroll Services. The report lists all employees being paid via direct deposit within the department's pay sequence. If the employee has chosen electronic notification, "Email" will be printed to the left of the name, which indicates that no statement was printed. For any employee who has not made this choice, the department will receive a printed statement for distribution to the individual.

Will student workers and wage employees who are on direct deposit be able to access their pay information through HRConnect?

Yes. Students can now view their pay information on HRConnect. They can also view and print their W-2 on HRConnect.

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Extended Pay Plan

Do all 9- and 10 ½ -month employees have to go on the Extended Pay Plan?

No. The plan is entirely voluntary.

How are insurance premiums paid for the Extended Pay Plan (EPP)?

Insurance premiums will be deducted from each paycheck during the regular work year. In addition, 25% of your monthly out-of-pocket insurance premiums will be withheld each month to cover your summer premiums. If you participate in the Extended Pay Plan, all summer premiums will be deducted from your May paycheck. However, money to cover three months of premiums will be paid to you in May from your withholdings in addition to your May paycheck. This means your overall May take-home pay will be your normal amount, and all of your health and dental premiums can be paid on a pre-tax basis.

How are tax and other deductions affected by the Extended Pay Plan (EPP)?

For tax purposes, the employee will continue to be considered a nine or 10-½-month employee. Therefore, federal income and Social Security taxes will be deducted fully from your pay during the months you work. All of the money held for summer payment will be from your after-tax "take-home" pay or your net pay.

How do I sign up for the Extended Pay Plan (EPP)?

You can sign up for the plan at any time during the year by completing the Extended Pay Plan Authorization Form which can be downloaded from this site or coming by the Payroll Office. You may also contact this office by calling 845-2711 and requesting a form be sent to you.

If you wish to create generally even paychecks year-round, you will need to sign up in September. If you sign up later in the year, you will still receive three summer paychecks but they will be for lessor amounts. You may also stop participating at any time during the year. However, once you stop participation in the Extended Pay program, you cannot sign up again until the beginning of the next fiscal year (September 1). If you end participating, you may receive all withheld funds at that time or wait and receive these funds in three payments during the summer.

How does the Extended Pay Plan (EPP) work?

You can choose to have either 12.5% or 25% of your net pay deducted for a period of nine months. The ending balance of the amount that was deducted for the nine month period, will be divided into three months and disbursed during the summer months. If you work nine months and have 25% withheld from your pay during each of those nine months, your paycheck should be fairly even for 12 months. If you have 12.5% withheld for nine months, your summer pay will be less than your regular pay. The deduction for 12.5% was designed for employees who work 10-½ months and have some summer income.

How is my account paid for the Extended Pay Plan (EPP)?

Whatever amount has been withheld for summer payment will be divided evenly and paid to you on the regular paydays for June, July and August. This money will already have been taxed, and insurance premiums will already have been deducted. If you work part or all of the summer, you will receive your pay for that work in addition to the payments from the Extended Pay Pan.

How will participation in the Extended Pay Plan (EPP) affect my direct deposit?

Direct deposit will not be affected, except that less money will be deposited each month because a portion of your pay will be withheld for the summer. Your summer payments from the Extended Pay Plan will be made via direct deposit as long as you have a valid direct deposit authorization form on file. If you elect to withdraw your money before May, however, you will receive a check.

If I contribute to the Extended Pay Plan all year, will my summer checks exactly equal my regular checks?

It depends. Nine-month employees, who elect 25% withholding should, in theory, have identical checks. However, supplemental pay (any pay in addition to base pay and longevity pay) is not included, which could make summer checks less for some. The variation between regular and summer pay will be more pronounced for 10 ½-month employees and nine-month employees who elect 12.5% withholding.

If I don’t need payments from the Extended Pay Plan because I got a summer appointment, can I leave the money in the plan until next summer?

No. All funds will be given to you so that no funds are held at the end of the fiscal year.

If I join the Extended Pay Plan (EPP) mid-year, can I have a larger percentage withheld?

No. You can have 12.5% or 25% of your net pay withheld each month. If you join the plan mid-year, you will have smaller paychecks during the summer months than you would have had, if you had joined the plan in September.

What happens if I have part of my pay withheld all year and then I get a summer appointment?

You will receive your pay for the summer appointment plus the payments from the Extended Pay Plan.

What is Extended Pay Plan?

The Extended Pay Plan allows employees who work less than 12 months a year to extend their pay over 12 months.

When I file my income tax return, in which year do I include the money withheld for the Extended Pay Plan for my September through December paychecks?

You include the withheld money on your tax return for the year in which it would have been paid had it not been withheld for the Extended Pay Plan. All of your pay will be taxed before any of it goes into the Extended Pay Plan, and your W-2 form will reflect your pay as if you had already received your full amount. You have access to withheld money, and it is considered as already paid to you for tax purposes.

Will I receive interest on my withholdings for the summer?

No. Any interest generated will go toward paying the administrative costs of the Extended Pay Plan. If you wish to earn interest on your pay, you should continue your current pay schedule and set aside money yourself for the summer months in an interest-bearing account or investment.

Will my entire pay be affected by the 12.5 percent or 25 percent reduction?

Only net pay will be affected. Any supplemental payments you receive will not be spread over 12 months.

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General Information

As a payroll contact with responsibility for tracking leave accruals, longevity and state service, how should I obtain verification of prior state service for new employees?

A Request for Employment Verification form should be submitted to Payroll Services. The form may be completed by the departmental payroll contact or by the employee, but it must include the employee's original signature. Payroll needs the employee's signature to authorize release of payroll information. In accordance with University policy, it is the employee's responsibility to request and obtain certification of prior state service from all former state agencies or universities. That certification should be sent directly to Payroll Services at TAMU as stipulated on the form which is available on this website.

Do I have to re-enroll each year to participate in the Extended Pay Plan?

No. Employees enrolled in EPP will receive a letter each August stating that they will remain enrolled and must sign and return the letter only if they wish to STOP participation.

How can a current employee initiate updates so that payroll records at TAMU include previous employment from other state agencies?

It is the responsibility of the individual employee to request that this information be provided directly to Payroll Services at TAMU from each former state employer. For the employee's convenience, a standard form entitled "Previous State Employment Verification Request" is located on the Payroll Services website. The completed form should be signed by the employee and mailed to each former state agency employer at the beginning of his/her employment career at TAMU. An individual authorized to provide certification of employment on behalf of that agency must provide the employment verification on agency letterhead or standard form and send it to Payroll Services at TAMU.

How do I get copies of my pay stubs?

TAMU employees can now access and print pay stubs through HRConnect, which is now accessed thru Single Sign On (SSO).

Log-in with your UIN and Password.
Choose "HRCONNECT" from the SSO Menu.
Select the "Payroll Data" on the HRConnect screen.
Scroll to the bottom half of the page and choose "Show Pay Stub"--click the drop-down menu to locate by pay date.

How long will it take to process a form?

Requests for Form 500 and PAR's are being processed within three working days. Turnaround times on printed forms should be about four working days.

What if I have a question that is not answered on this site?

Please email us at payroll@tamu.edu with any questions or feedback about the services that we deliver. Tell us how we are doing, and how we can serve you better.

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Longevity Pay

Are eligible employees who are transferred temporarily to wages prior to termination to provide a training period for a replacement entitled to receive longevity pay until the termination date?

Yes, eligible employees who are transferred temporarily to wages prior to termination to provide a training period for a replacement are entitled to receive longevity pay if they continue to work full-time. The termination date must be specified on the Form 500 transferring employees to wages.

Are eligible employees who terminate state employment, but remain on the payroll to exhaust vacation entitlement or accrued state or FLSA compensatory time entitled to payment of longevity?

Eligible employees who terminate state employment and remain on the payroll to exhaust vacation entitlement or accrued state or FLSA compensatory time are entitled to payment of full longevity or hazardous duty pay for each month or fraction of a month they continue on the payroll. However, longevity and hazardous duty pay will not be considered in the calculation of the lump-sum pay for vacation of eligible employees who terminate state employment. A lump-sum payment for accrued FLSA compensatory time will include longevity or hazardous duty pay.

Are employees who work two separate positions that add up to 100 percent eligible for longevity pay, such as two separate positions each budgeted at 50 percent?

No. To be eligible for longevity pay, an employee must normally be scheduled to work at least 40 hours a week in a single position. Employees with joint appointments (as defined in SR 33.99.06) will be considered to occupy one position. Those with dual employment status occupy two positions and are ,thus, ineligible for longevity pay unless one position is full time.

Are law enforcement officers that are eligible for hazardous duty pay under the provisions of state law also eligible for longevity pay?

No, law enforcement officers eligible for hazardous duty pay under provisions of state law are excluded from longevity pay.

Can employees receive longevity pay if they teach a course(s) in addition to their full-time nonacademic position?

To determine eligibility for longevity pay, nonacademic employees are those whose full-time positions for any portion of the month, does not involve teaching academic courses and/or whose full-time salary is not, for any portion of the month, paid from faculty salary appropriations. Employees may continue to receive longevity pay if they teach a course(s) in addition to their full-time nonacademic position.

What entitles employees to receive longevity pay for a particular month?

To be entitled to longevity pay for a month, employees must be full time, not be on leave without pay on the first workday of the month and have accrued at least two years (24 months) of service credit by the end of the preceding month.

What is a regular full-time employee?

A regular full-time employee is one who is listed in the position identification database in a nonwage position identification number (PIN) for 100 percent time for at least four and one-half months, excluding students holding positions for which student status is a requirement for employment.

What is longevity pay?

Longevity pay is the pay that each regular full-time nonacademic employee of the System is entitled to receive at a rate of $20 per month for each two years of service as an employee of the State of Texas, up to and including 42 years of service.

When does longevity pay begin?

For eligible employees, longevity pay will begin at the end of the 2nd year (24 months) of state service and will be increased at the end of every two years thereafter.

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Processing:

I 9

Can a persons Social Security card marked NOT VALID FOR EMPLOYMENT, but indicate the person is now authorized to work, be used for I-9 verification?

Since such Social Security Cards do not establish employment eligibility, you should ask for another document to establish employment eligibility.

Can a printout from the Social Security Administration with a persons name, Social Security number, date of birth be accepted for I-9 verification?

No. Only a person's official Social Security Card is acceptable.

Can I complete an I-9 if the employee has applied but not received the SSN card and has been issued a temporary ID by Payroll?

Yes. The I-9 should be completed using the temporary ID number. The temporary ID should NOT be written in the SSN field in Section I of the I-9, it should be written in the upper right corner of the I-9. The department representative should note under the temporary ID number that the employee has applied for a SSN.

Can someone other than the employee complete Section 1 of the I-9 for an employee?

Yes. A third party may help an employee who needs assistance in completing Section 1 of the I-9. However, the "Preparer/Translator Certification" block must be completed and signed by the person who assists. The employee must still sign and date the certification block in Section 1 on or before the first day of work.

Can the employer tell the employee which documents to present or which documents the employer prefers to see to complete an I-9?

No.

Do I need to complete a new I-9 when an employee transfers or has been employed by another Texas A&M University System part/member?

Yes. A new I-9 must be completed. For example, if the department hires an employee who is or has been employed by the College of Engineering (E Pin) and is hired by TAMU (M Pin), the department must complete a new I-9.

Do I need to complete a new I-9 when one of my employees is promoted within Texas A&M University (M Pin) or transfers to another department with Texas A&M University still in an M PIN?

No. You do not need to complete a new I-9 for promoted or transferred employees as long as the employee retains an M Pin number.

How can I tell if a USCIS-issued document has expired?

Some USCIS-issued documents, such as previous versions of the Alien Registration Receipt Card (I-151 and I-551), do not have expiration dates and are valid indefinitely. However, the 1989 revised version of the Alien Registration Receipt Card (I-551), which is rose-colored with computer readable data on the back, features a 2-year or 10-year expiration date. Other USCIS-issued documents such as the Temporary Resident Card (I-688) and the Employment Authorization Card (I-688A or I-688B) also have expiration dates. These dates can be found either on the face of the document or on a sticker attached to the back of the document.

I noticed on the Form I-9 that under list A there are two spaces for document numbers and expiration dates. Does this mean I have to see two list A documents?

No. One of the documents found in List A is an unexpired foreign passport with an attached INS Form I-94. The Form I-9 provides space for you to record the document number and expiration date for both the passport and the INS Form I-94.

If an employee has been terminated and is later rehired, does a new I-9 need to be completed?

Yes. Any employee who has been terminated and removed from payroll needs to complete a new I-9 when rehired.

If I receive a notice from Payroll Services requesting an Exception Letter, does the Exception Letter bring the I-9 into compliance?

No. The Exception Letter only explains the reason for non-compliance. The department and TAMU could still be subject to fines and penalties.

If someone accepts a job with a TAMU department but will not start work immediately, can the I-9 be completed when the employee accepts the job?

Yes. The law requires that the Form I-9 be completed when the person begins working. However, the form may be completed earlier, as long as it is completed at the same point in the employment process for all employees.

In the event of a United States Citizenship and Immigration Services or Department of Labor audit, is the University subject to any penalties for failing to comply with Form I-9 requirements?

Employers/Departments who fail to properly complete, retain, and/or make available for inspection Forms I-9 as required by law may face civil money penalties of not less than $100 and not more than $1,000 for each employee for whom the Form I-9 was not properly completed, retained, and/or made available.

Is a new I-9 required if an employee has a name change?

Yes. A new I-9 must be submitted upon completion of Sections 1 & 3. Note in the upper right hand corner "Update Due to Name Change".

Is it necessary to update or re-verify an I-9 based on the following documents? Expired U.S. Passport, Expired green card (I-551) and Expired List B document.

No. An expired U.S. Passport, expired green card (I-551), or expired List B document does not constitute the need to update/re-verify the I-9.

May I accept a photocopy of a document presented by an employee for an I-9?

No. Employees must present original documents. The only exception is that an employee may present a certified copy of a birth certificate.

May I accept an expired document for an I-9?

You may accept an expired United States Passport. You may also accept an expired document from List B to establish identity. However, the document must reasonably appear on its face to be genuine and to relate to the person presenting it. You cannot accept any other expired documents.

Should the employer view and record documents for Section 2 in all three documents, Lists A, B, and C on an I9?

No. Never fill out all three columns. The employer should view and record in Section 2 either one document from List A OR one document from List B and one document from List C.

Some people are presenting me with Social Security Cards that have been laminated for I-9 verification. May I accept such cards as evidence of employment eligibility?

You may not accept a laminated Social Security Card as evidence of employment eligibility if the card states on the back "not valid if laminated." Lamination of such cards renders them invalid. Metal or plastic reproductions of Social Security Cards are not acceptable.

What are the requirements for copying and retaining the I-9?

Documentation provided by a new employee in support of the I-9 should not be photocopied by the employing department. It should only be used in the review process to validate the I-9 but should not be copied nor retained by the department. A photocopy of the validated I-9 should be retained in the employing department ONLY until the department is confident that the original I-9 has been received in Payroll Services AND the employee has received his/her first payroll check. Departments should then destroy the copy.

What must a department do once the employee has presented new documentation that extends/updates the work-until-authorization date?

The employee and department must complete and submit a new I-9 to the International Faculty and Scholars Services Office (IFSS). Only Sections 1 and 3 are to be completed. In addition, the Department should process an EPA placing the employee back on payroll.

When does the employee complete Section 1 on an I-9?

Section 1 must be completed, signed and dated by the employee on or before the day the individual begins work. The United States Citizenship and Immigration Services (USCIS) defines this date as the actual commencement of employment of an employee for wages or other compensation.

When does the employer representative complete Section 2 on an I-9?

Section 2 must be completed, signed and dated no later than three business days after the first day of employment, which is the first day on the job.

When is I-9 updating and re-verification required, and what steps are necessary?

When an employee's work authorization expires you must re-verify his or her employment eligibility. A new I-9 must be completed (Sections 1 and 3). The employee must present a document that shows either an extension of the employee's initial employment authorization or a new work authorization. If the employee cannot provide you with proof of current work authorization, the department cannot continue to employ that person. The Department must process an EPA immediately removing the employee from payroll.

When must an I9 be completed?

Every time you hire any person to perform labor for services in return for wages or remuneration an I9 must be completed.

Who is responsible for monitoring the employment eligibility based on the authorization to work until field in Section 1 of the I-9?

The Hiring Department is responsible for monitoring employment eligibility. Departments should maintain a tickler system to ensure that the reverification is completed in compliance with USCIS regulations. See section 3 of the "Guidelines For Completing the I-9 Form" flowchart for specific reverification/updating instructions.

Why is a drivers license from Canada acceptable as a List B document and not a drivers license from Mexico on an I-9?

The United States-Canada Free-Trade Agreement and other reciprocal agreements between these two countries form the basis for accepting a driver's license from Canada as a List B identity document. No such reciprocal agreements currently exist between the United States and Mexico that would allow or permit the use of a driver's license from Mexico as a List B identity document.

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Tax:

1042 S

When and where will I be able to get my 1042S Form?

Payroll Services reports all 1042S Forms through the GLACIER online tax system and the forms should be ready for distribution no later than the end of February.

Individuals who had completed a GLACIER tax record during the previous calendar year and selected to receive their 1042S form electronically will be able to access their GLACIER record and print their 1042S form(s) for Wage/Compensation payments, Non-service Scholarship/Fellowship type payments, and Prize or Award payments. To determine whether you selected to receive the 1042S form electronically, log onto your GLACIER tax record and view your selection on the first screen under "User Agreement." If you have any questions email payroll@tamu.edu and include your UIN number.

Individuals who selected to receive their 1042S Form(s) electronically through GLACIER will receive a notice no later than February 1 via email letting them know that their 1042S Form(s) are ready. This email will contain specific instructions on how to access GLACIER and print your 1042S Form(s).

If you experience difficulty accessing your GLACIER record or printing your 1042S form, please contact Payroll Services via email at payroll@tamu.edu and indicate the problem. Please include your UIN number in the email.

If you selected NOT to receive an electronic Form 1042S via GLACIER or did not complete a GLACIER tax record during the previous calendar year, then your 1042S Form(s) will be mailed to you. If you do not receive your form by the first week of March, you can request a duplicate copy by submitting the following form, Request for Duplicate 1042S, to Payroll Services by mail, fax or in person. If you do not have access to a computer, please call (979) 845-2711 or come by the Suite 1201 of the General Services Complex.

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1098 T

When will the 2008 1098-Ts be available?

Week of January 19,2009 - online 1098-T Forms and Details are released
Friday, January 30, 2009 - paper forms will be mailed in the U.S. Mail

Why doesn’t my 1098-T match what I paid/received?

This is the most common misunderstanding each year. For 1098-T purposes, Texas A&M University reports qualified transactions in the calendar year when amounts were billed and not when amounts were paid, received or posted. For example, undergraduate students were billed during the Fall semester 2008 (usually around mid-December) for classes being taken during the Spring semester 2009, so those amounts are included on your 2008 1098-T even though the actual payment may have been made or applied or posted during 2009.

Amounts of qualified tuition and required fees reported on your 1098-T are defined by the IRS as “tuition and fees required for enrollment or attendance at an eligible educational institution”. The IRS does not consider student health fees, transportation fees, insurance fees, or room and board of any kind* as qualified tuition and related fees, therefore, these fees are excluded from amounts reported on the 1098-T. *Because the Study Abroad Fee includes room and board, this disqualifies the entire amount from 1098-T reporting.

Amounts of scholarships reported on your 1098-T are for determining eligibility for the Hope credit and lifetime learning credit only, NOT for determining taxability of such scholarships. Your scholarships may or may not be taxable, refer to IRS Publication 970 (http://www.irs.gov/pub/irs-pdf/p970.pdf) for details on determining the taxability of different types of scholarships.

I am a former student. How do I get my 1098T?

Former students can get the 1098T Form and Detail online immediately. You must log into AggiE-Pay as a current student only, regardless of status. If you have access problems or you've forgotten your password, contact the CIS Help Desk Central by telephone at (979) 845-8300 or by email (helpdesk@tamu.edu) in order for your access to be restored.

How do I get more information on the 1098-T?

Texas A&M University is prohibited from giving tax advice, or guidance on tax determinations or calculations, and from disclosing any student information over the telephone or to anyone other than the individual student. We offer as much information as possible and include informative resources and references where available. This website of FAQs and the sections “Notes” and “Instructions for Students” on the 1098-T Form attempt to discuss the most common questions we receive annually. Other resources such as browsing the IRS website, which is easy to navigate, and seeking the advice from a qualified tax professional are recommended if you have questions about your specific reporting.

How do I request a duplicate 1098T (for any year)?

To receive another 1098T Form or Detail from the current year or any previous years (2003-2007), you must submit a Duplicate Request Form found here http://payroll.tamu.edu/docs/tax/313ReqDup1098T.pdf. Follow the instructions and complete the form entirely. The most common delays are due to missing or incomplete information on the request form.

For prompt delivery:

- Include your UIN (not SSN) on the form

- Write legibly

- Include a current telephone number and email address

* For email delivery you must include a valid Texas A&M email address. If you are a former student, see next question

What are the amounts reported in the boxes on the 1098T?

The boxes contain the totals of your annual qualified tuition and fees. Box descriptions can be found at bottom of the 1098T itself, and additional information and descriptions can be found on the IRS website (http://www.irs.gov), keyword "1098T"

* * For 1098T purposes Texas A&M University reports amounts when billed and NOT when paid, received, or posted. For this reason Box 1, Box 3 and Box 10 are not used by Texas A&M. * *

What are the contents of my boxes for the 1098T ?

Details about the amounts on your specific 1098T can be found on the 1098-T Detail or in your Student Account at AggiE-Pay (http://aggie-pay.tamu.edu). The 1098T Detail itemizes each transaction included in your 1098-T box totals and includes subcode descriptions to further identify each transaction.

* * For 1098T purposes Texas A&M University reports amounts when billed and NOT when paid, received, or posted. For this reason Box 1, Box 3 and Box 10 are not used by Texas A&M. * *

What are the Subcode Descriptions on the 1098T Detail?

The subcode descriptions on your 1098T Detail provide a brief description of each transaction included in your 1098T calculations. Without subcode descriptions it's difficult to reconcile your 1098T to your Student Account because different accounting cycles are used. These descriptions also identify separate transactions that may have been combined and billed together on your Student Account.

What is a 1098T anyway?

The 1098-T (along with the 1098T Detail) provides tax information necessary to determine eligibility for the Hope credit and the lifetime learning credit. The Taxpayer Relief Act of 1997 (TRA97) created these two tax credits for students and their families.

Hope credit - provides up to $1,800 per eligible student for qualified tuition and related expenses for the first two years of postsecondary education. To be eligible, students must be enrolled at least half-time in pursuing an undergraduate degree or other recognized education credential.

Lifetime learning credit - is more broadly applicable to any postsecondary education to acquire or improve job skills. It provides a credit of up to $2000 per return. There is no limit to the number of years that this credit can be taken.

What is the Texas Tomorrow Fund Difference?

The ‘Texas Tomorrow Fund Difference’ found on your Student Account is a tuition waiver that is reported the same as a scholarship for 1098T purposes.

The Texas Tomorrow Fund makes a payment to Texas A&M University in the amount that the Texas A&M “tuition and required fees” exceeds the weighted average of tuition and required fees of the average of all Texas public senior colleges and universities. Since the tuition at Texas A&M University is higher than this statewide weighted average, students are given a tuition waiver for the amount of difference. The IRS requires this difference to be reported the same as a scholarship.

Can I make a suggestion for the 1098T?

Yes. We consider your feedback carefully. Here are some examples of suggestions from past years that we've implemented:

- 1098T Online Delivery

- 1098T Detail Files

- Subcode Descriptions on Detail Files

- Image Scan Email Delivery Option for Duplicates

These enhancements were made from your feedback. Give us your constructive idea in a courteous manner, please: Include:

Your name

Your UIN (not SSN)

An alternative email address if different than sender’s

Details of your idea

Email: payroll@tamu.edu

Did you find your answer in regards to the form 1098T?

If you need additional information, please send us your specific question by email. It is our goal to respond to all inquiries within 24 hours, in most cases we're successful. (Remember that Texas A&M University cannot give tax advice nor disclose tax information.)

Include:

Your name

Your UIN (not SSN)

An alternative email address if different than sender’s

Details of your question

Email: payroll@tamu.edu

For more details on the potential benefits of these tax credits, seek the advice of a qualified tax professional, or refer to the IRS websites at (http://www.irs.gov/publications/p970/ch02.html) and (http://www.irs.gov/publications/p970/ch03.html).

Why should I elect online access?

You can access your 1098-T earlier and easier by electing online delivery. Online forms will be released the week of Monday, January 19,2009 – long before the standard paper 1098-T will be sent in the U.S. Mail.

Along with access the 1098-T Form, you also gain immediate access your 1098-T Detail – which isn’t included in U.S. Mail delivery option. This Detail itemizes each of your student account transactions included in your specific 1098-T box totals. And, if your parent or guardian needs your tax information, you can grant them access to view your record on AggiePay, also.

Can I change back from online delivery of the 1098T to U.S. Mail delivery?

Yes. Unless you elect to receive your 1098T online, you will receive the standard paper 1098-T through the U.S. Mail. The form will be mailed to the permanent address on your student record as of midnight Tuesday, January 13,2009. In compliance with IRS requirements, Texas A&M must mail the paper 1098T's on or before February 2, 2009. You should receive it within 5-7 business days.

*If you've elected online delivery, a standard paper form will not be mailed.

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1098 T for Parents/Guardians

How do I request a duplicate of my student’s 1098T?

To receive a duplicate 1098T Form or Detail, the student must personally complete and sign a Duplicate Request Form found here http://payroll.tamu.edu/docs/tax/313ReqDup1098T.pdf.

Even when the parent/guardian has access to the student’s tax information online, only the student can authorize a duplicate request, and original request form is required.

Can Parents/Guardians Have Access To The Student’s 1098T?

Yes, but only with their direct consent and permission. Texas A&M is prohibited from discussing or disclosing any student information over the telephone or to anyone other than the student themselves. Only the student can grant a parent or guardian access to their online 1098T by going to My Record (https://myrecord.tamu.edu/) and turning ON the parent/guardian flag. Exercising this option allows parents or guardians to view their student’s tax information online.

Where was my student’s 1098-T mailed?

The student’s 1098-T is mailed to the permanent address on the Student Account as of midnight Tuesday, January 13,2009. The mailing address must be updated by that date and time in order to have the 2008 1098-T mailed to the new address. The student can change his/her mailing address online in AggiE-Pay (http://aggiepay.tamu.edu) or by going by Student Business Services on campus.

What if my student is away on study abroad, military duty, etc. and, therefore, cannot gain access to the 1098T?

In situations where the student is away or inaccessible, gaining access to tax information presents a problem. Federal law prohibits the release of any information without the student’s direct consent, even when the student is away for academics, research, or on official military orders.

First, plan ahead and have any required documents signed or have electronic access privileges in place before the student departs; second, maintain contact with the student so he/she can be reached for direct verification; and last, consult with a legal professional to acquire power of attorney. The POA is the only circumstance where Texas A&M University is permitted to release tax information to parents or guardians.

Why is privacy of information so important?

Federal law requires and ensures privacy of information through FERPA – the Family Education Rights and Privacy Act. For access to tax information and for faster responses to your inquiries, please follow all instructions and required procedures. Additionally, if you are requesting a duplicate 1098-T Form or Detail to be sent to you via email, the student must initial and provide direct consent to accepting records over a potentially non-secure internet media, and the student's original signature is required on all duplicate requests. Texas A&M University cannot disclose a student's financial or tax information to anyone over the telephone.

Find specific details about FERPA and the privacy of information at (http://www.ed.gov/policy/gen/guid/fpco/ferpa/students.html).

Did you find your answer in regards to the form 1098T?

If you need additional information, send us your specific question by email. It is our goal to respond to all inquiries within 24 hours, in most cases we're successful. (Remember that Texas A&M University cannot give tax advice nor disclose tax information.)

Include:

Your name

Your UIN (not SSN)

An alternative email address if different than sender’s

Details of your question

Email: payroll@tamu.edu

Can I make a suggestion for the 1098T?

Yes. We consider your feedback carefully. Here are some examples of suggestions from past years that we've implemented:

- 1098T Online Delivery

- 1098T Detail Files

- Subcode Descriptions on Detail Files

- Image Scan Email Delivery Option for Duplicates

These enhancements were made from your feedback. Give us your constructive idea in a courteous manner, please:

Include:

Your name

Your UIN (not SSN)

An alternative email address if different than sender’s

Details of your idea

Email: payroll@tamu.edu

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Glacier

Can I be exempt from tax withholding?

The U.S. maintains income tax treaties with approximately 63 countries. Certain taxable payments made to you (or portions of those payments) may be exempt from U.S. tax based on an income tax treaty entered into between the U.S. and your country of tax residence. The existence of a tax treaty does not automatically ensure an exemption from tax withholding; rather, you must satisfy the requirements for the exemption set forth in the tax treaty and provide all applicable forms and documents to the Institution Administrator as identified in GLACIER. If you qualify for a tax treaty exemption, you must complete and submit Form W-8BEN (for all scholarship, fellowship, or royalty payments) or Form 8233 (for all compensation payments).

How long will I be a nonresident alien?

Your Residency Status Change Date is the day on which your U.S. Residency Status for Tax Purposes will change, generally from Nonresident Alien for Tax Purposes to Resident Alien for Tax Purposes. The U.S. tax system is based on a calendar year period (January 1 - December 31). In most cases, when your U.S. Residency Status for Tax Purposes changes, you will become a Resident Alien for Tax Purposes retroactive to the first day of the calendar year during which your status changed; this day is called the Residency Status Start Date. Most students on F or J visas will be a nonresident for tax purposes for the first five years in the U.S. as an F or J student.

What if I do not submit my Glacier forms and documents?

If you do not complete the information in GLACIER and/or submit the required forms and documents in a timely fashion, the maximum amount of tax will be withheld from all payments made to you.

Why am I required to provide information in GLACIER?

The Internal Revenue Service (IRS), the U.S. government tax authority, has issued strict regulations regarding the taxation and reporting of payments made to individuals who are not citizens or U.S. permanent residents. Because US tax regulations governing such individuals are different from those governing U.S. citizens or permanent residents, it is important to be sure payments made to you are appropriately taxed and that benefits such as tax treaties are correctly applied if you are eligible for them. The GLACIER Online Tax Compliance System is an efficient and effective way to manage tax liability and is much easier for you to use than the previously used paper forms.

Why is my tax status important?

In order to comply with U.S. tax laws, your U.S. Tax Residency Status must be determined. The Substantial Presence Test is used to determine whether an individual is a Nonresident Alien or Resident Alien for purposes of U.S. tax withholding. GLACIER Online Tax Compliance System will calculate your U.S. Residency Status for Tax Purposes based on the information provided by you. For many people, the test is simple, but for others it can become complex. Because of the complexity of the many exceptions to the rules for this test, it is much easier for the software program to help determine your tax residency than for you to try to do this by reading the tax regulations. However, if you want to read the regulations yourself, you may do so in IRS Publication 519, the U.S. Tax Guide for Aliens.

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International Employee/Student

None

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Students

Are international students and teachers/researchers exempt from paying federal income tax withholding?

An international employee is exempt from paying federal income tax withholding only if there is a tax treaty between the U.S. and the country for which the employee is trying to claim a treaty benefit. The employee must meet the conditions as set forth in the treaty.

In order to claim a treaty benefit, the employee must complete Form 8233 and Attachment to Form 8233. These documents are submitted to Payroll services for review. If approved, these documents are faxed to the Internal Revenue Service (IRS). The IRS has ten days to accept or reject the application.

Form 8233 and the Attachment expire December 31 of each year. A new form and attachment must be submitted between November 1 and December 10 of each year to continue uninterrupted exemptions in the next year. IRS Publication 901 contains a list of the countries the U.S. has tax treaties with and a brief summary description of the different treaty parts.

Are students exempt from paying Social Security (OASI) and Medicare (OAHI) taxes?

Under IRS Section 3121(b)(10) of the Internal Revenue Code, students performing services as an employee of a college or University could be exempt if certain conditions are met.

For detailed information, go to the student employee FICA Exemption.

Do I need to file a new W4 form each year?

You are not required to submit a new W4 form each year unless you have claimed "Exempt". If you claim "Exempt" on your W4, please be aware it will expire on December 31 of each year. If a new W4 form is not submitted, your tax withholding will automatically default to a single filing status with zero allowances.

How can I tell if a USCIS-issued document has expired?

How do I get a copy of my W2?

If you signed up to receive your W2 form electronically, you will receive an email no later than February 2, 2009 that it is available in HRConnect.

If you did not sign up to receive your W2 electronically, the paper form will be mailed by February 2, 2009 and available in HRConnect by February 6, 2009.

Upon availability, TAMU employees will be able to access and print W-2 forms through HRConnect, which can be accessed thru Single Sign On (SSO).

Log-in with your UIN and Password.
Choose "HRCONNECT" from the SSO Menu.
Select the "Payroll Data" on the HRConnect screen.
Scroll to the bottom half of the page and choose "Show W2 Form"--click the drop-down menu to check for multiple W2s.

If you experience difficulty logging into SSO, follow the on-screen help or contact your Departmental Administrator to have your password reset. If you are a former employee, your administrator will be the last department you worked for, or contact Payroll Services at payroll@tamu.edu.

How long will I be a nonresident alien?

How should the W4 form be completed for an international student or teacher/researcher?

A nonresident alien employee is required to complete form W4 as follows:

Request withholding as "Single" regardless of actual marital status on line 3;
Claim only one allowance on line 5;
Write "Nonresident Alien" or "NRA" above the dotted line on line 6;
Cannot claim "Exempt" status on line 7; Leave line 7 blank;
Nonresidents for tax purposes are NO longer required to request an additional withholding amount on line 6, however my request additional withholding at their option.

Here are specific instructions for completing the W4 Form as a Non-Resident Alien Employee.

How will I be taxed on payments from U.S. sources?

If you receive dependent compensation (salary or wages), you are generally required to complete Form W-4 as "Single" (regardless of your actual marital status), "One" Personal Withholding Allowance (regardless of your actual number of dependents), and an additional amount of tax to offset potential under withholding of tax.
If you receive a scholarship or fellowship (for which NO services are required), your scholarship or fellowship may consist of nontaxable items (tuition, book allowance, required registration fees, and mandatory health insurance), Taxable items (including, but are not limited to, room and board, stipend, living allowance, travel payment/reimbursement), or a combination of both nontaxable and taxable items. If you are present in the U.S. under an F, J, M, or Q immigration status, the applicable rate of tax withholding is 14 percent; if you are present in the U.S. under any other immigration status, the applicable rate of tax withholding is 30 percent.
If you receive an honorarium, guest speaker fee, consultant fees, royalty, or any other type of income, the applicable rate of tax withholding is 30 percent.

I noticed on the Form I9 that under list A there are two spaces for document numbers and expiration dates. Does this mean I have to see two list A documents?

No. One of the documents found in List A is an unexpired foreign passport with an attached INS Form I94. The Form I9 provides space for you to record the document number and expiration date for both the passport and the INS Form I94.

In the event of a United States Citizenship and Immigration Services or Department of Labor audit, is the University subject to any penalties for failing to comply with Form I9 requirements?

Employers/Departments who fail to properly complete, retain, and/or make available for inspection Forms I9 as required by law may face civil money penalties of not less than $100 and not more than $1,000 for each employee for whom the Form I9 was not properly completed, retained, and/or made available.

Is a new I-9 required if an employee has a name change?

Yes. A new I-9 must be submitted upon completion of Sections 1 & 3. Note in the upper right hand corner "Update Due to Name Change".

Is it necessary to update or re-verify an I-9 based on the following documents?

Expired U.S. Passport
Expired green card (I-551)
Expired List B document

No. An expired U.S. Passport, expired green card (I-551), or expired List B document does not constitute the need to update/re-verify the I-9.

May I accept a photocopy of a document presented by an employee?

No. Employees must present original documents. The only exception is that an employee may present a certified copy of a birth certificate.

May I accept an expired document?

Should the employer view and record documents for Section 2 in all three documents, Lists A, B, and C?

No. Never fill out all three columns. The employer should view and record in Section 2 either one document from List A OR one document from List B and one document from List C.

Some give me with printouts from the Social Security Administration with their name, Social Security Number, and other information. May I accept such printouts as evidence of employment eligibility?

No. Only a person's official Social Security Card is acceptable.

Some people are presenting me with Social Security Cards that have been laminated. May I accept such cards as evidence of employment eligibility?

What are the requirements for copying and retaining the I9?

What do I do if the employee has applied for but has not received the SSN card and has been issued a temporary ID by Payroll Services?

The I-9 should be completed using the temporary ID number. The temporary ID should NOT be written in the SSN field in Section I of the I-9, it should be written in the upper right corner of the I-9. The department representative should note under the temporary ID number that the employee has applied for a SSN.

What is a History of Presence form?

This is an internal document used by Payroll Services to determine if an international student, professor or research scholar is eligible for exemption from certain types of taxes. Without this form on file, Payroll Services will not allow tax exemption benefits.

Please note that Payroll Services has the History of Presence form with the Tax Summary Report generated by GLACIER. For more information on GLACIER please see the Glacier FAQ.

What is the difference between a nonresident and a resident for tax purposes?

U.S. federal regulations use the term "alien" to refer to someone who is not a U.S. citizen or a U.S. permanent resident. If you are a Nonresident Alien for Tax Purposes, you are subject to different tax withholding and reporting regulations than a U.S. citizen or U.S. permanent resident; if you are a Resident Alien for Tax Purposes, you are taxed in the same manner as a U.S. citizen or U.S. permanent resident. There are benefits and disadvantages to both situations. For additional details, you should refer to the U.S. Tax Guide for Aliens. (Remember, many uses of the terms "resident" and "non-resident" exist. For instance, use of these terms occurs when determining your immigration status in the U.S. and also in relation to a student's residency status in Texas when paying in-state or out-of-state tuition. Neither of these definitions of "resident" or "non-resident" have anything to do with your tax residency status. For example, it is possible to be a "non-resident" for tax purposes but a "resident" for tuition purposes.)

What must a department do once the Employee has presented new documentation that extends/updates their work until authorization date?

The Employee and Department must complete and submit a new I-9 to the International Faculty and Scholars Services Office (IFSS). Only Sections 1 and 3 are to be completed. In addition, the Department should process a EPA placing the employee back on payroll.

What should I do if persons present Social Security Cards marked NOT VALID FOR EMPLOYMENT, but state they are now authorized to work?

You should ask them to provide another document to establish their employment eligibility. (Since such Social Security Cards do not establish this.) You should also recommend that they go to the SSA and request a new card without the restriction.

When and where will I be able to get my 1042S Form?

Payroll Services reports all 1042S Forms through the GLACIER online tax system, and the forms should be ready for distribution by the first week of February.

Individuals who had completed a GLACIER tax record during the previous calendar year and selected to receive their 1042S form electronically will be able to access their GLACIER record and print their 1042S form(s) for Wage/Compensation payments, Non-service Scholarship/Fellowship type payments, and Prize or Award payments. To determine whether you selected to receive the 1042S form electronically, log onto your GLACIER tax record and view your selection on the first screen under "User Agreement." If you have any questions email payroll@tamu.edu and include your UIN number.

Individuals who selected to receive their 1042S Form(s) electronically through GLACIER will receive a notice no later than February 1 via email letting them know that their 1042S Form(s) are ready. This email will contain specific instructions on how to access GLACIER and print your 1042S Form(s).

If you experience difficulty accessing your GLACIER record or printing your 1042-S form, please contact Payroll Services via email at payroll@tamu.edu and indicate the problem. Please include your UIN number in the email.

If you selected NOT to receive an electronic Form 1042S via GLACIER or did not complete a GLACIER tax record during the previous calendar year, then your 1042S Form(s) will be mailed to you. If you do not receive your form by February 20, you can request a duplicate copy by submitting the following form, Request for Duplicate 1042S, to Payroll Services by mail, fax or in person. If you do not have access to a computer, please call (979) 845-2711 or come by the 1st floor of the General Services Complex.

When does the employee complete Section 1?

When does the employer representative complete Section 2?

Section 2 must be completed, signed and dated no later than three business days after the first day of employment, which is the first day on the job.

When is I-9 Updating and Re-verification required and what steps are necessary?

When an employee's work authorization expires you must re-verify his or her employment eligibility. A new I-9 must be completed (Sections 1 and 3). The employee must present a document that shows either an extension of the employee's initial employment authorization or a new work authorization. If the employee cannot provide you with proof of current work authorization, the department cannot continue to employ that person. The Department must process a EPA immediately removing the employee from payroll.

When must an I-9 be completed?

Every time you hire any person to perform labor for services in return for wages or remuneration an I-9 must be completed.

When will I be able to get my W-2 form?

If you signed up to receive your W-2 form electronically, you will receive an email no later than February 2, 2009 that it is available in HRConnect.

If you did not sign up to receive your W-2 electronically, the paper form will be mailed by no later than February 2, 2009 and available in HRConnect by February 6, 2009.

Who is responsible for monitoring the employment eligibility based on the authorization to work until field in Section 1 of the I-9?

The hiring department is responsible for monitoring employment eligibility. Departments should maintain a tickler system to ensure that the re-verification is completed in compliance with USCIS regulations. See section 3 of the "Guidelines For Completing the I-9 Form" flowchart for specific re-verification/updating instructions.

Why am I required to provide information in GLACIER?

Why are my W-2 form wages less than my actual wage?

A W-2 worksheet will be available online in February through Single Sign On (SS0). The worksheet will show what information was used to create your Box 1 taxable wages.

Box 1 - Taxable wages = Gross pay + Longevity + Emoluments - Pretax deferred compensation (TRS/ORP/TDA/DCP) - Pretax health related deductions (medical, dental, vision, ADD and health spending accounts) - Pretax Parking

Box 3 - Social Security wages = Gross pay + Longevity + Emoluments - Pretax health related deductions (medical, dental, vision, ADD and health spending accounts) - Pretax Parking

Why does my Box 1 wages differ from my Box 3 Social Security wages?

The wages in these boxes are computed differently.

Box 1 - Taxable wages = Gross pay + Longevity + Emoluments - Pretax pension (TRS/ORP/TDA/DCP) - Pretax health related deductions (medical, dental, vision, ADD and health spending accounts) - Pretax Parking

Box 3 - Social Security wages = Gross pay + Longevity + Emoluments - Pretax health related deductions medical, dental, vision, ADD and health spending accounts) - Pretax Parking

Why does my last pay stub of the calendar year not match the wages information on my W2?

W-2 worksheet will be available online in February through Single Sign On (SS0). The worksheet will show what information was used to create your Box 1 taxable wages.

Box 1 - Taxable wages = Gross pay + Longevity + Emoluments - Pretax deferred compensation (TRS/ORP/TDA/DCP) - Pretax health related deductions (medical, dental, vision, ADD and health spending accounts) - Pretax Parking

Box 3 - Social Security wages = Gross pay + Longevity + Emoluments - Pretax health related deductions (medical, dental, vision, ADD and health spending accounts) - Pretax Parking

Why is a drivers license from Canada acceptable as a List B document and not a drivers license from Mexico?

Why Is My Tax Status Important?

Will I be receiving a 1042-S form?

If you received wages/compensation from TAMU and all or part of these wages were exempt from Federal Income Tax because of a tax treaty, you should receive a 1042-S Form.
If you are a Nonresident for tax purposes and were billed International Withholding Tax on your student fee account, you should receive a 1042-S Form.
If you are a Nonresident for tax purposes and received a taxable non-service Scholarship/Fellowship/ Stipend payment(s) that was exempt from International Withholding tax because of a tax treaty, you should receive a 1042-S Form.
If you are a Nonresident for tax purposes and received a student travel reimbursement that was considered a non-service scholarship/fellowship and/or a Prize or Award payment that was subject to tax withholding, you should receive a 1042-S Form from TAMU.

Note: It is possible to receive more than one 1042-S Form from TAMU. For example, if you received wages/compensation type payments and non-service scholarship/fellowship type payments you will receive a 1042-S for each type of income. Or if you worked for different departments whose payroll is processed by different workstations, you could receive a 1042-S from each workstation.

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Social Security

What is the link to the Social Security Administration website?

Please follow this link for the most up to date answer.

If I paid maximum tax and change jobs, should a new employer deduct tax?

link

If I receive benefits, do I continue to pay Social Security tax on my earnings?

link

Do I have to pay income tax on my Social Security benefits?

link

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W2

When will I be able to get my W-2 form?

If you signed up to receive your W-2 form electronically, you will receive an email no later than February 2, 2009 that it is available in HRConnect.

If you did not sign up to receive your W-2 electronically, the paper form will be mailed by February 2, 2009 and available in HRConnect by February 6, 2009

How do I get a copy of my W2?

If you signed up to receive your W2 form electronically, you will receive an email no later than February 2, 2009 that it is available in HRConnect.

If you did not sign up to receive your W2 electronically, the paper form will be mailed by February 2, 2009 and available in HRConnect by February 6, 2009.

Upon availability, TAMU employees will be able to access and print W-2 forms through HRConnect, which can be accessed thru Single Sign On (SSO).

Log-in with your UIN and Password
Choose "HRCONNECT" from the SSO Menu
Select the "Payroll Data" on the HRConnect screen
Scroll to the bottom half of the page and choose "Show W2 Form"--click the drop-down menu to check for multiple W2s

Why does my Box 1 wages differ from my Box 3 Social Security wages?

Why does my last pay stub of the calendar year not match the wages information on my W2?

The information on the last pay stub of the year may not match the wages reported on your W2 because Box 1 reflects income less pretax items such as TRS, ORP, TDA, medical, dental, health care spending account, etc.

What if my question is not addressed in the above list of W2 FAQs?

Questions regarding W2 issues may be emailed to payroll@tamu.edu. Please include:

Full name
Phone number
UIN (or last 4 digits of SSN and date of birth)
Brief description of inquiry

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