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.

Form W-2

  • Issued to all employees of Duke University and Duke University Health System 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 via departments for biweekly and monthly employees.
  • Mailed to terminated employees using the most recent home address in the payroll system.
  • Distributed/postmarked no later than January 31 of each calendar year.
  • All active Duke University and Health System employees receive an electronic W-2 Form. Active Employees access the W-2 Forms using the Duke@Work portal.
  • Employees may elect to discontinue receipt of paper W-2 forms and receive an electronic version only.
  • Instructions for the reverse side of the W-2 form are included (pdf).
  • Instructions for the prior years W-2 forms are also available: For Tax Year: 2015 (pdf) | 2014 (pdf) | 2013 (pdf).

Opting Out of the Paper W-2

Corporate Payroll Services has implemented electronic W-2 Forms for all active Duke University and Health System employees. Active Employees will access their W2 forms using the Duke@Work portal, the same method used for the pay statements. Inactive and terminated employees will continue to receive paper forms mailed to their home addresses.

We are happy to highlight some of the benefits and efficiencies of the online tool:

  • Earlier Distribution Date for Electronic W-2 Forms. (Dates for official distribution will be communicated in January.)
  • Email notification when the online form is available.
  • Electronic W-2 Forms are available online 24 hours per day, 7 days per week.
  • Online messages will be generated for employees who did not have earnings for the calendar year or who are not eligible for a W-2 form.
  • Enhanced security since the online form is accessed using the net ID and password in the Duke@Work Portal.

As a result of having access to an online W2, the process for obtaining duplicate W-2 forms will be handled by directly accessing the Duke@Work portal. All active employees can take advantage of this feature and print duplicate copies at their discretion. The form will be available online for multiple years. Copies of tax documents for calendar years prior to 2011 will not be available online; however, they may be requested by completing the form on the payroll website and submitting to Corporate Payroll Services.

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 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.
  • Distributed via the departments in conjunction with checks and vouchers every January.
  • Mailed to 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 who choose not to have tax withholdings taken from their payment.
  • Distributed via the departments in conjunction with checks and vouchers every January.
  • Mailed to 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.
  • Distributed via the departments, even if the employee has been terminated.
  • Distributed/postmarked no later than March 15 of each calendar year.