Year End Tax Forms (W-2, 1099, 1042S) | Corporate Payroll Services

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.

Beginning with the 2022 tax year (distributed in January 2023), Corporate Payroll Services will partner with ADP to distribute W-2 forms to active, inactive, and terminated employees.

Form W-2

General Information

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.
Instructions for the current year Form W-2 can be found here: Current Tax Year.

Current Duke Employees

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 2022, you can access your electronic W-2 now in the following ways:

Visit the MyInfo tab in Duke@Work and select View/Print my Employee W-2 Tax Statement for 2022 at ADP in 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 2022 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).

Please note: If you are currently in an "inactive status," you cannot access your W-2 through Duke@@Work, but can use the direct link.

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.
Current employees who have discontinued their paper W-2 will receive their 2022 W-2 Form mailed to the most current home address in Duke’s payroll system.

Terminated and Inactive Employees

Terminated and inactive Duke employees receive their 2022 W-2 Form based upon their distribution election as of the last day active on Duke’s payroll.
- If they opt out of receiving a paper W-2, they receive their 2022 W-2 Form electronically.
- If they elect to continue to receive a paper W-2, they also receive their 2022 W-2 Form via mail. W-2s are mailed to terminated employees using the most recent home address in the payroll system.

Please note: inactive Duke employees can access their Duke 2022 W-2 using the direct ADP link. They also received an email at their Duke employee address, including this link.

Duke sends all terminated and inactive employees, as of December 31, 2022, a letter confirming how they will receive their 2022 W-2 Form and Duke-specific instructions for accessing their electronic form.
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 need copies of 2021 or earlier W-2s, please visit this website and follow the instructions to complete the W-2, Tax Document Request Form found in the Tax section of the page.
If you are a terminated or inactive employee and did not receive the letter, contact Duke Corporate Payroll Services at 919-684-2642 or payroll@duke.edu. You will not receive a letter if you were terminated after December 31, 2022.

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.