2019 W-2 Distribution Instructions

January 10, 2020

The dates for the distribution of both electronic and paper W-2 forms are included below.

Friday, January 17, 2020

We anticipate that the Electronic W-2 forms will be available no later than Friday, January 17, 2020. Each employee who opted out of paper W-2 forms will receive an email notification when the W-2 form is available for viewing. The email will include a link to the online form. For those employees who do not have an email address but have earnings for calendar year 2019, the online form will be available through the MyInfo tab under the MyPay section of Duke@Work. As a reminder, in support of our ongoing security initiatives, accessing the W-2 form requires entering the last four digits of the social security number.

Thursday, January 23, 2020

W-2 forms for all active employees who elected to receive a paper copy will be distributed by Org Key via Campus Mail Services. Please note that this is the same process used for biweekly and monthly check distributions. Please distribute forms immediately upon receipt. Based on IRS requirements, all forms must be provided to employees by January 31, 2020. In order to ensure compliance with this IRS mandate, please be sure that any documents still in your possession as of January 30, 2020, are postmarked and placed in your outgoing mail no later than January 31, 2020.

Departments that normally pick up payroll checks at 705 Broad Street may pick up their W-2 forms Thursday, January 23, 2020 at 8:00 AM. Please be sure to have valid photo identification. Only Payroll Representatives or Department Heads should pick up these forms. Please note that monthly checks will be released Friday, January 24, 2020 as scheduled.

W-2 forms for inactive and terminated employees will be placed in the mail to the home addresses recorded in the Payroll system.

Please take this opportunity to share this announcement with your staff.

Thank you for your continued support and partnership. Please contact our office at 684-2642 or email payroll@duke.edu, if you have any questions.