IMPORTANT REMINDER! – Review and Update Your Personal Information on the RCUH Employee Self-Service System

Friday, December 5, 2014

To:      All RCUH Employees

Re:      IMPORTANT REMINDER!  – Review and Update Your Personal Information on the RCUH Employee Self-Service System 

Believe it or not, we are already at the end of the year!  A few reminders:

(1)        Update Contact Information

All RCUH employees are responsible for keeping their personal contact information updated at all times via Employee Self Service (ESS). This includes the following information:

·         Home and Mailing Address

·         Phone Numbers

·         Email Addresses

It is important to keep this information updated as we often send out important notices and emails, such as information regarding our electronic W-2 forms. Please log in to ESS to ensure that your contact information is current and make any changes before January 11, 2015.

Note:  ESS Blackout periods  (when changes are not allowed):

12/11/14 – 12/18/14

12/26/14 – 1/05/15

 (2)       Electronic W-2 Forms

If you have not done so in previous years, we strongly recommend that you consent to an electronic version of the W-2 form this year.  Your W-2 form will then be available for you to review and print on the ESS system.

No more worries about lost, misplaced or undelivered W-2 forms!   Your confidential information will be safe and secure, and only accessible by you.    Please be on the lookout for instructions on how to give consent to an electronic W-2 form shortly.

(3)        Review 2014 Pay and Tax Information

Review pay and tax information on your pay advices NOW to make sure that they are correct.  All corrections or adjustments must be posted by the 12/01 – 12/15/14 pay period (last pay period in 2014) to be reflected on your 2014 W-2 form.  Please report any discrepancies to your Principal Investigator or Project Administrator immediately.

(4)        2015 Tax Withholdings

Review marital status and withholding allowances on your W-4 (federal) and HW-4 (state) Employee’s Withholding Allowance Certificates for the upcoming 2015 tax year.  Changes to tax withholdings may be completed at any time during the year, but too little withholdings during the year may result in large out-of-pocket payments, often with penalties, come April.

(5)        2015 Tax Form Renewals

Employees with special tax situations must renew tax documents for 2015 (e.g. W-4 exemptions, tax treaty exemptions).  Notification will be sent to applicable employees by email within the next 2 weeks.