As 2023 comes to a close, here are some important reminders and announcements related to your pay, taxes and benefits. Some items may require action on your part, so please note these upcoming deadlines.
Electronic 1095-C Form
January 1, 2024
- The 1095-C form confirms that an employee has health insurance; it is a reporting document required by the Affordable Care Act (ACA). Many employees store the document and present it to their tax professionals annually.
- Sign up before January 1, 2024, to receive your 2023 1095-C form electronically. Log in to UCPath online, then select Employee Actions > Income and Taxes > Online 1095-C consent.
W-2 Information
Sign up for Your Electronic W-2
- By January 12, 2024: If you have not already done so, submit your consent for an electronic W-2 for your 2023 tax information in UCPath.
- To submit your consent form, log in to UCPath online and choose Employee Actions > Income and Taxes> Enroll to Receive Online W-2.
- If your current status says CONSENT RECEIVED, then you do not have to do anything – you’re already signed up for the electronic statement.
- Once you’ve signed up, all notifications pertaining to your W-2/W-2c will be sent to your preferred email address on file in the UCPath system. Please check that it’s up to date if you have recently changed it.
W-2 Statements and Important Security Reminders
- UC does not send actual W-2 statements to employees by email or text. You must log in to UCPath online to view your electronic W-2 (if you enrolled to receive one). If you receive an email or text that has an attachment for viewing your W-2, it is a phishing scam designed to gain your private information. Scammers may also send emails with fraudulent links. Do not open any attachments or click on any email links. To access your electronic W-2 statement, always go directly to the UCPath site and/or AYSO online using a safe/known link and log in.
1042-S Tax Forms
- International persons receiving wages from the University of California may receive either a W-2, 1042-S (Foreign Person's U.S. Source Income Subject to Withholding), or both.
- IMPORTANT: No later than December 29, 2023, verify your email and home mailing addresses exactly match in both UCPath online and in the GLACIER tax database to ensure that your 1042-S notification and/or form is sent to the correct email and home address. If you update your addresses after this date, they will not be updated in the 1042-S database, and you may not receive notifications.
- Additionally, you may select consent to have an electronic 1042-S sent to you via your GLACIER account as well.
- To learn more about Form 1042-S, review this article by the IRS.
Add/Update Your Personal Email and Home Address on UCPath
- By January 15, 2024: In addition to your work email, it’s important to add or update your personal email in UCPath online, as well as update your home address. Whether you are receiving an electronic or paper W-2 form, it is important that your supervisor and the University of California have your accurate information. Log in to UCPath online to review and/or update your emails and address of residence.
Dependent information
- By January 15, 2024: The Affordable Care Act (ACA) requires employers to make reasonable efforts to obtain Social Security numbers for its employees and their spouses/domestic partners and dependents. Log in to UCPath online to review and/or update your dependent information. From the Employee Actions menu, choose Employee Actions > Health and Welfare > Dependent Coverage.
- Also note that Box C of the 1095 Affordable Care Act form will have the UCPath Center's address as the employer:
University of California
14350-1 Meridian Parkway
Riverside, CA 92518
Federal and State Earned Income Tax Credit (EITC)
- In accordance with the Earned Income Tax Credit Information Act, the university includes a notice with all Form W-2 statements notifying employees that they may be eligible for the federal Earned Income Tax Credit (EITC). The Earned Income Tax Credit, EITC or EIC, is a benefit for working people with low to moderate income. To qualify, you must meet certain requirements and file a tax return, even if you do not owe any tax or are not required to file. EITC reduces the amount of tax you owe and may give you a refund. To see if you qualify, use the EITC Assistant. Additional information regarding the federal Earned Income Tax Credit (EITC), can be found in IRS Notice 797, or by contacting the Internal Revenue Service by calling 1-800-829-3676.
- You also may be eligible to receive the California Earned Income Tax Credit (California EITC) starting with the calendar year 2015 tax year. The California EITC is a refundable state income tax credit for low-income working individuals and families. The California EITC is treated in the same manner as the federal EITC and generally will not be used to determine eligibility for welfare benefits under California law. To claim the California EITC, even if you do not owe California taxes, you must file a California income tax return and complete and attach the California EITC form (FTB 3514). For information on the availability of the credit, eligibility requirements, and how to obtain the necessary California forms and get help filing, contact the Franchise Tax Board at 1-800-852-5711.
Claiming Exemption from Withholding
- Before February 15, 2024: The IRS requires you to complete a new W-4 form each year if you are claiming exemption from tax withholding. If you wish to claim exemption from withholding in 2024, you must make this choice on UCPath online before Feb. 15, 2024, 5pm.
2024 Payroll Calendar
- Find the latest UCPath payroll calendar under the Quick Links section on the front home page of UCPath. You can select Payroll Resources and then Payroll Calendars to view both biweekly and monthly calendars.
- The first pay dates of 2024:
- For employees paid monthly, the pay date for December 2023 earnings will be January 2, 2024.
- For employees paid biweekly, the first pay date of 2024 will be January 3, 2024.
Have Questions or Need Help?
- Visit UCPath and click Ask UCPath Center to submit an inquiry. You may also call the UCPath Center at 855‐982‐7284 from 8 a.m. to 5 p.m. (PST) Monday – Friday and speak with an associate.
