Guidelines for Refunds of State Income Taxes

GUIDELINES FOR REFUNDS OF STATE INCOME TAXES

By order of the Controller, the University of Missouri adopted the following guidelines for processing refunds of State income taxes erroneously withheld from employee paychecks. The guidelines are effective for refunds processed on or after April 1, 2015.

If the amount of State income tax withheld (and requested to be refunded) is more than $50 for the tax year:

The University of Missouri will file an amended tax return for the specified year with the State withholding agency, (e.g., Form MO-941X would be submitted to the Missouri Department of Revenue). In addition, the University of Missouri will prepare corrections to annual informational returns, (e.g., Form W-2c or 1099-R). The State copy of the corrected annual informational return will be attached as supporting documentation to the amended tax return. The University of Missouri will issue a copy of the corrected annual informational return to the employee or former employee.

The State withholding agency will issue a refund or credit to the University of Missouri for any excess remittance over the actual amount due for the tax year. The University of Missouri will deduct a processing fee of $25.00 for each* **amended tax return filed with the State withholding agency. The $25.00 processing fee will be assessed for each amended return required ($25.00 for each year corrected and $25.00 for each time corrected, if applicable). Once the balance of the refund or credit is received from the State withholding agency, the processing fees will be assessed and the remaining refund issued to the employee or former employee.

*Each return means the W-2c and the State 941X are treated separately = $50 processing fee.

**If the correction involves both Missouri and Illinois W-2c and 941X forms, this would be a total of four forms = $100 processing fee.

If the amount of State income tax withheld (and requested to be refunded) is less than $50 for the tax year:
The employee or former employee must pay the processing fee in advance by submitting a personal check or money order payable to the University of Missouri, 1105 Carrie Francke, Suite 108, Columbia, MO 65211. The amount of the check or money order is determined by multiplying $25.00 by the number of amended tax returns to be processed, (contact the Central Payroll Office at CentralPayrollOffice@umsystem.edu or by calling 573-882-6739). Upon receipt of full payment for the processing fee of $25 for each* **amended tax return, the University of Missouri will file an amended tax return for the specified year(s) with the State withholding agency, (e.g., Form MO-941X would be submitted to the Missouri Department of Revenue). In addition, the University of Missouri will prepare corrections to annual informational returns, (e.g., Form W-2c or 1099-R). The State copy of the corrected annual informational return will be attached as supporting documentation to the amended tax return(s). The University of Missouri will issue a copy of the corrected annual informational return to the employee or former employee.

The State withholding agency will issue a refund or credit to the University of Missouri for any excess remittance over the actual amount due for a period. Once the refund or credit is received from the state withholding agency, the entire amount of the refund or credit received from the State withholding agency will be issued to the employee or former employee in this situation (since the processing fee was paid in advance by the employee or former employee).