Year End Tax Forms (W-2, 1099, 1042S)

Corporate Payroll Services distributes a variety of tax forms to summarize payments made during a calendar year. Individual status and type of payment dictate the type of form(s) an individual will receive. A further detailed listing of tax documents and the departments responsible for distributing them is also available for viewing.

Corporate Payroll Services has partnered with ADP to distribute W-2 forms to active, inactive, and terminated employees beginning with the 2022 tax year and beyond.

Form W-2

General Information

• Issued to all Duke University and Duke University Health System employees who are US citizens, permanent residents, or residents for tax purposes.
• Issued to foreign national employees who are not eligible for or do not claim a tax treaty.
• Issued to foreign national employees whose earnings exceed allowable maximums of a tax treaty.
• Distributed/postmarked no later than January 31 of each calendar year.
• Instructions for the current year Form W-2 can be found here: Current Tax Year.

Current Duke Employees

• Duke employees are encouraged to opt-in to receiving electronic W-2s at the point of hire as they complete SuccessFactors onboarding. Employees who do not opt-in during onboarding can also opt-in through the Duke@Work employee self-service portal. Electronic W-2s are the fastest, most efficient way to receive W-2s providing 24-hour, 7-day-a-week access with the ability to both print and download the W-2.
• All current Duke University and Health System employees receive an electronic W-2 Form. As a current Duke employee with earnings in 2023, you can access your electronic W-2 now in the following ways:

• Visit the MyInfo tab in Duke@Work and select View/Print my Employee W-2 Tax Statement for 2023 at ADP in the My Pay category to access ADP's site. You will not be required to enter NetID, password, and MFA a second time to access ADP's site, as Duke@Work is a protected site.
• Select this direct link to access ADP's site and your Duke 2023 W-2. To ensure the security of your documents, you will be required to enter your NetId and password along with completing Multifactor Authentication (MFA).

Please note:

• If you are currently in an "inactive status," you cannot access your W-2 through Duke@Work, but can use the direct link.
• Any additional products, services, or third-party content do not constitute an endorsement or recommendation by Duke University and Duke Health System.  Always seek advice of qualified tax professionals regarding any specific question or concern. 

• W-2s for 2021 and earlier are accessible via Duke@Work by selecting View/Print my Employee W-2 Tax Statement for 2023 & Prior 2022 Employee W-2 Tax Statement at ADP on the MyInfo tab, My Pay category in Duke@Work.

Terminated and Inactive Employees

• Terminated and inactive Duke employees receive their 2023 W-2 Form via mail.  W-2s are mailed to terminated and inactive employees using the most recent home address in the payroll system as of January 31st of each year. 

Please note:  inactive Duke employees can access their Duke 2023 W-2 using the direct ADP link. They also received an email at their Duke employee address, including this link.

• W-2 Forms may not be available electronically or postmarked until January 31. Please allow time for receipt before contacting Duke Corporate Payroll Services. If they have not received it one week after the 31st, they can contact payroll on how to retrieve it from the ADP website. 
• If you need copies of 2021 or earlier W-2s, please visit this website and follow the instructions to complete the W-2, Tax Document Request Form found in the Tax section of the page.

Form 1099

• Issued to students who are US citizens, permanent residents, or residents for tax purposes who receive scholarships and fellowships through the non-compensatory payment system and who choose to have tax withholdings taken from their payment.
• Issued to all postdoctoral scholars and student internship recipients who are US citizens, permanent residents, or residents for tax purposes who receive payments through the non-compensatory payment system.
• Mailed active and terminated non-compensatory recipients using the most recent home address in the payroll system.
• Distributed/postmarked no later than January 31 of each calendar year.

Courtesy Letters

• Issued to students who are US citizens, permanent residents, or residents for tax purposes who receive scholarships or fellowships through the non-compensatory payment system and who choose not to have tax withholdings taken from their payment.
• Mailed active and terminated non-compensatory recipients using the most recent home address in the payroll system.
• Distributed/postmarked no later than January 31 of each calendar year.

Form 1042S

• Issued to foreign national employees who are claiming a tax treaty for earnings that fall within the scope of the tax treaty
• Issued to foreign national students who are not residents for tax purposes or permanent residents who receive scholarship and fellowship payments through the non-compensatory payment system. In some instances, students may receive multiple 1042s forms – one for payments that fall under the tax treaty and another for payments that fall outside the tax treaty.
• Issued to foreign national postdoctoral scholars and non-compensatory internship recipients who are not residents for tax purposes or permanent residents. In some instances, students may receive multiple 1042s forms – one for payments that fall under the tax treaty and another for payments that fall outside the tax treaty.
• Mailed to all recipients using the most recent home address in the payroll system.
• Distributed/postmarked no later than March 15 of each calendar year.