Payroll Tax Forms & Direct Deposit
With limited exceptions, Oklahoma law (74 O.S. 292.12) requires that state employees receive their paychecks electronically through direct deposit to a checking or savings account. Employees who are unable to have an account at a financial institution will receive their pay on a Paycard.
Direct Deposit can be updated via either PeopleSoft Self-Service or by obtaining a Direct Deposit form in person from the Human Resources Office located at:
Payroll: 905 Asp Ave., Nuclear Engineering Lab (NEL) , Room 205.
For information on how to update your direct deposit through Self-Service please follow the link provided below to the Human Resources website. Please note, that this action will require a 'Duo' authentication push to gain access - for information regarding Duo authentication please visit the OU IT informational page using the IT link provided.
Employees that do not provide direct deposit information will receive their wages deposited on the Conduent Way2Go Card. The Conduent Way2Go Card has features similar to a debit card and free withdrawals can be made at Comerica Bank or Money Pass ATMs. Other transactions made with the Way2Go Card may have fees.
Payroll Tax Forms
The W-2 tax form reports your earnings during the previous year. This end-of-year tax form is mailed by January 31 every year.
Anatomy of Your W-2 Tax Form: Everything you want to know about your W-2 Tax Form can be found on the Tip Sheet PDF included below. Visit with your accountant or tax adviser if you have more questions about your W-2.
Update Address by December 31: To avoid having your W-2 sent to the wrong place, please update your address in Employee Self-Service by December 31, or contact Norman Payroll and Employee Services for further assistance.
Duplicates: Duplicate W-2 tax forms are available through Employee Self-Service starting February 15. If you no longer have access to Employee Self-Service, you can request a duplicate W-2 starting February 15 by contacting Norman Payroll and Employee Services or HSC Payroll. Requests are processed one day a week and will be mailed to the individual unless otherwise specified.
W-2 Tax Forms were mailed as of January 31st, 2020. If you have questions regarding the form or need to recieve a duplicate copy please follow the directions listed below:
For more information regarding Current and Previous employee W-2 Forms please click the link provided below to visit the W2 & 1095-C webpage.
1095-C's will be mailed as of February 7, 2020. If you have questions regarding the form or need to recieve a duplicate copy please follow the directions listed below:
In compliance with the federal Affordable Care Act, the Form 1095-C indicates if you had medical insurance provided by your employer during the previous year. Benefits eligible employees who received or were offered medical insurance from OU will receive a Form 1095-C, including: COBRA participants, Retirees covered under the "Pre-65" retirement plan, and benefits eligible employees with a 0.50 FTE and higher.
For information regarding 1095-C line codes and instructions please review the 1095 decoder at mytaxform.com: 1095-C decoder
If you have additional questions/concerns regarding the 1095-C, please contact Payroll and Employee Services at (405) 325-2961 to speak with the Affordable Care Act Analyst or email Payroll directly at email@example.com
- 1095-B Form - Student Health Participants
In place of a 1095-C form, some employees and covered individuals will receive the 1095-B form. This form is sent directly by Blue Cross Blue Shield (BCBS) to individuals covered under the Student Health Plan.
Form 1095-B is a tax form that reports the type of health insurance coverage you have, any dependents covered by your insurance policy, and the period of coverage for the prior year. This form is used to verify on your tax return that you and your dependents have at least minimum qualifying health insurance coverage.
Students on the university's Student Health Plan will receive their 1095-B directly from the insurance provider to the mailing address they have on file with the carrier.
If you need to request an additional form or have questions regarding possible errors, please contact BCBS at (855) 267-0214 to speak with a representative.
Please note that the 1095-B is not available online.
- Duplicates: Duplicate 1095-C forms for the calendar year 2018 and forward are available online by visiting https://www.mytaxform.com/. For information on how to register for the site,
Current Employees: You can register for electronic forms by visiting one.ou.edu and navigating to Resources>Employee Services>My Tax Forms and following the link to the instructions. Additional information regarding the new online system is available on the payroll website at ou.edu/payroll under the section titled Tax Forms.
Previous Employees: contact Norman Payroll and Employee Services at firstname.lastname@example.org or by calling payroll at 405.325.2961, please provide your Sooner ID, last four digits of your ssn and date of birth for identity verification purposes.
Duplicate 1095-C forms for calendar year 2017 and prior can be requested by contacting Norman Payroll and Employee Services at email@example.com or by calling payroll at 405.325.2961, please provide your Sooner ID or Employee ID to process your form request. However, 1095-B "student health" form duplicates are made available by calling the Student Health hotline and requesting a new copy via USPS.
The W-4 tax form indicates your marital status and tells us how many withholding allowances you are claiming. This information will determine the amount of federal withholding taxes the university will withhold from your paycheck. You can review and update your tax withholding level as needed. Active employees can update their tax forms using PeopleSoft Self-Service. The IRS Withholding Calculator can assist employees who need assistance in determining how many allowances to claim on their form.
Do I Need to Fill Out a New W-4?
Here is a video tax tip from the IRS:
The IRS YouTube channels provide short, informative videos on various tax related topics in English, Spanish and ASL.
Confused on how to complete the W-4 Tax Form? The Oklahoma Tax Commssion has provided a quick 5-minute video that can be of great assistance when filling out the W-4, please see below:
W4 New Hire Onboarding - Oklahoma Tax Commission
IF YOU DO NOT LIVE OR WORK IN OKLAHOMA:
The university of Oklahoma will not withhold Oklahoma state income taxes if you do not live or work in Oklahoma. We are required to withhold taxes for the state in which you live and work. To indicate the state where you live and work outside of Oklahoma, you will need to complete section A & C of this form, provide a completed copy of your state tax withholding form and return to Payroll and Employee Services. State taxes will be withheld at the single and zero rate for the state in which you live and work until your completed state tax form is received in our office.
If this applies to you please complete the follwing: State Income Tax Withholding document and return to Payroll and Employee Services for processing.
- The 1042-S tax form reports earnings that are covered under a tax treaty. This end-of-year tax form is mailed by March 31 to employees with applicable earnings. Visit with your accountant or tax adviser if you have more questions about your 1042-S tax form.
- Update Address by December 31: To avoid having your 1042S sent to the wrong address, please update your mailing address in Employee Self-Service by December 31, or contact Payroll and Employee Services.
- Duplicates: Duplicate 1042-S forms may be retrieved by contacting Norman Payroll and Employee Services at firstname.lastname@example.org or by calling payroll at 405.325.2961, please provide your Sooner ID or Employee ID to process your form request.