2020 W-2 Distribution Instructions – New Process for 2020

January 19, 2021

The dates for the distribution of both electronic and paper W-2 forms are included below. Please note the new processes for paper W-2 forms issued to active employees (only those who elected to receive paper W-2 forms) based upon the number of departments that are working remotely.

Friday, January 22, 2021 – Active Employees who have enrolled in Electronic W-2 Forms

We anticipate that the Electronic W-2 forms will be available no later than Friday, January 22, 2021. 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 2020, 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.

Monday, January 25, 2021 - Active Employees who have elected to receive paper W-2 Forms

Please note that there will be a different distribution process for paper W-2 forms this year, based upon the number of departments that are working remotely. W-2 forms for all active employees who elected to receive a paper copy will be distributed by U.S. Mail. The forms will be mailed to the most recent home address that is on file in the Payroll System. In the event there are any delays by the U. S. Postal Services, electronic W-2 forms are available to active employees.

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

Based on IRS requirements, all forms must be postmarked by February 1, 2021. The processes noted above will ensure compliance with this requirement. If Departmental Payroll Representatives and/or HR Managers would like to review the list of employees who are scheduled to receive paper W-2 forms, please run the Duke@Work report using the link below.

Employee W-2 Elections by Org Key

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.