Employee Tax Information
Duke employees have the opportunity to have taxes withheld from each payment they receive. Employees can select tax withholdings by visiting the My Pay 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 paper 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 or terminated employees are sent to the most current home address in Duke's Payroll System.
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 submitted. Original forms can be hand delivered or mailed to Corporate Payroll Services. Forms can also be scanned to email@example.com. Please note that forms requiring service fees cannot be scanned in.
Corporate Payroll Services charges a $15 fee for requesting duplicate tax documents for prior tax years, 2015 through 2022. Requests for the current 2023 W-2 tax statements must be made via my.adp.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. 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.
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.