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This website provides pay related tax information for employees and students. Employees can find information regarding the process of modifying their filing status and allowances. Students who receive non-compensatory payments can find information about the types of payments considered reportable income and the process for modifying their filing status and allowances. Detailed information about year end tax forms (W2s, 1099s, 1042S, and courtesy letters) including the distribution process, distribution deadlines, and process for requesting duplicates can also be found on this site.

Employees

Duke employees have the opportunity to have taxes withheld from each payment they receive. Employees can select tax withholdings by visiting the My Info tab at Duke@Work. Employees who wish to claim an "exempt" tax status must complete the online W-4 form for federal taxes and NC-4 form for North Carolina taxes. The corresponding state form must be submitted for individuals working in an approved state. The exemption for federal taxes expires February 16 of each calendar year, and the exemption for state taxes expires December 31 of each year.  Employees must update current-year tax forms to renew the exemptions.   Foreign national employees must complete paper W-4 and NC-4 forms.

At the conclusion of each calendar year, Corporate Payroll Services issues tax documents that employees must use when filing income tax returns.  For US Citizens, residents for tax purposes, and lawful permanent residents, the Internal Revenue Service (IRS) requires all employers to issue form W-2 to employees summarizing their taxable income for the calendar year.  W-2s must be distributed by January 31 of each calendar year.  W-2 forms for active biweekly and monthly employees can be accessed online either through Duke@Work or by clicking on this direct link.  Forms for inactive employees are sent to the most current home address in Duke's Payroll System or can be accessed by clicking on this direct link. Forms for terminated employees are sent to the most current home address in Duke's Payroll System or can be accessed by visiting MyADP.com.

Tax documentation received for foreign national employees (who are not residents for tax purposes or permanent residents) will vary depending on the employee’s eligibility for a tax treaty.  Employees who are eligible for and claim a tax treaty will receive form 1042S summarizing their taxable income covered by the tax treaty for the calendar year. These individuals will receive W-2 forms for all compensation above the annual limits covered by the tax treaty. The IRS requires employers to distribute 1042s forms no later than March 15 of each calendar year. Detailed information on tax treaties and renewals is available for foreign national employees.  

Corporate Payroll Services will issue duplicate tax documents for active and terminated employees dating back seven years from the current calendar year. Active employees can go online and print their prior-year W2s without paying any fees. For former employees, an original Tax Document Request Form and the appropriate service fee must be paid when requesting historical tax statements. Original forms can be mailed to Corporate Payroll Services. Forms can also be submitted through the Payroll Incident Management System. Please contact Corporate Payroll to pay the service fee online.

Corporate Payroll Services charges a $15 fee for requesting duplicate tax documents for prior tax years, 2015 through 2023. Requests for the current 2024 W-2 tax statements must be made via MyADP.com. Former employees mailing the form should pay using a cashier's check or money order drawn on a US bank and payable to Duke University or contact Corporate Payroll to pay by credit card. Please note all requests received up through 5 pm each Friday will be ready for pickup on the following Wednesday and Friday from 10 am-12 noon or mailed if mailing is requested. Request for 2022 to 2024 W2 tax statements must be made via MyADP.com.

Terminated employees can include a home address on the duplicate request form. Corporate Payroll Services will send the duplicate to that address and update the payroll system with the home address listed on the duplicate request form.

Students

Duke students may receive two different types of payments through Corporate Payroll Services - compensatory payments for work performed (paid either biweekly or on the 25th of each month) or non-compensatory payments (paid on the last day of the month) for scholarships, fellowships, certain internships, and post-doctoral awards. For student employees who receive compensatory payments for work performed, please view the Employee Tax Information section of this page.

(US Citizens, permanent residents and residents for tax purposes)

Students receiving non-compensatory payments for a scholarship or a fellowship may select to submit IRS form W-4 and NC Department of Revenue form NC-4 to have withholdings taken from their award payment. Scholarship and fellowship recipients who select to have withholdings will receive IRS form 1099 reflecting all award payments issued during the calendar year. Scholarship and fellowship recipients, who elect not to have withholdings taken from their award payment, will receive a non-compensatory letter reflecting award payments issued during the calendar year. Both form 1099 and the non-compensatory letter are distributed in conjunction with the January pay date of each calendar year.

Postdoctoral scholars and students receiving non-compensatory internship payments may select to submit IRS form W-4 and NC Department of Revenue form NC-4 to have withholdings taken from their award payment or will be defaulted to a single marital status with zero allowances as these payments are considered reportable income by the IRS and the NC Department of Revenue. These recipients will receive form 1099.

Foreign national non-compensatory recipients, who are not residents for tax purposes or permanent residents, will receive form 1042S reflecting non-compensatory payments made to them for the calendar year.  Forms 1042S are distributed by mail to the most recent address on file no later than March 15 of each calendar year. 

Student employees and non-compensatory recipients can request duplicate tax forms if necessary.

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

  • 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.
  • 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 the prior calendar year, you can access your electronic W-2 now in the following ways:
  • Visit the MyInfo tab in Duke@Work and select View/Print my Current 2024 and prior years back to 2022 W-2 Tax Statement at ADP under 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 2024 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).
  • W-2s for 2021 and earlier are accessible via Duke@Work by selecting View/Print my Employee W-2 Tax Statement for 2021 & Prior on the MyInfo tab, My Pay category in Duke@Work.

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. 

  • Terminated and inactive Duke employees will receive their 2024 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. 
  • 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 you have not received your W-2 Form one week after the 31st, you can contact payroll on how to retrieve it from the ADP website. 
  • If you need copies of 2021 or earlier W-2s, please complete the Tax Document Request Form.

Note: Inactive Duke employees can access their Duke 2024 W-2 using the direct ADP link. They also received an email at their Duke employee address, including this link.

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.