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Frequently Asked W-2 Questions

When will I receive my W-2 Form?

W-2 forms will be available online by mid-January.  If you have opted for a paper copy, it will be mailed by ADP by January 31. 

How do I sign up to receive my W-2 form electronically and opt-out of a paper copy?

Click here for instructions.

How do I receive my W-2 Form if I am no longer employed at UVA?

All former employees will receive Form W-2 in the mail.

Why doesn’t the amount in Box 1 (Wages, Tips and Other Compensation) match the total gross earnings on my last payslip of the year?

The W-2 Box 1 amount is federal taxable wages equal gross earnings minus pre-tax deductions such as health/dental/vision insurance, retirement contributions, Tax-Deferred Savings Plans like 403(b) and 457 retirement accounts, and FSA Medical and Dependent Care.

Why doesn’t the amount in Box 3 (Social Security Wages) match the total Gross Earnings on my last payslip of the year?

The W-2 Box 3 amount is taxable wages subject to Social Security taxes. This differs from your Gross Earnings because there are certain deductions that reduce your Social Security taxable wages, such as the pre-tax medical/dental and vision insurance, and FSA Medical and Dependent Care. Retirement deposits and Tax-Deferred Savings Plans do not reduce your Social Security taxable wages. There is also a cap on Social Security taxable wages each year employees with earnings in excess of this cap will no longer have a deduction for Social Security tax for the remainder of that year

Why doesn’t the amount in Box 5 (Medicare wages) match the total Gross Earnings on my last payslip of the year?

The W-2 Box 5 amount is taxable wages subject to Medicare taxes. This differs from your gross earnings because there are certain deductions that reduce your Medicare taxable wages, such as pretax medical/dental and vision insurance, and FSA Medical and Dependent Care. Retirement deposits and Tax-Deferred Savings Plans do not reduce your Medicare taxable wages. Medicare taxable wages do not have a cap amount in the year.

Where can I find explanations of the boxes and associated codes found on the W-2 form?

The explanations of these codes can be found on the reverse side of your W-2 form.

Why don’t I have any Social Security or Medicare Wages reported on my W-2 form?

UVA students enrolled on at least a half-time schedule are exempt from Social Security and Medicare taxes. Additionally, certain foreign nationals on specific visas also are exempt from these taxes

My address is not correct on my W-2 Form. Do I need a corrected W-2 form?

No, address changes do not require a corrected W-2 form.

Are all days worked in December included in my current year’s W-2 form?

For tax reporting purposes, wages are reported when they are paid, rather than when they are earned. Any December days worked and not actually paid in that month are considered earnings in the new year.

My salary is higher this year than last year, but my W-2 earnings are less this year.

You should ensure that your pre-tax deductions (health insurance, retirement, etc.) have not changed drastically from one year to the next. Check to see if you received any type of bonus in the prior year that would have increased your total gross pay. If you did not receive a bonus in the current year as well, that would make it appear that you earned less in the current year despite having a higher base salary

I am a current employee and have misplaced my W-2 form and the deadline is approaching to file my tax return. Can I get another copy?

You can download an identical W-2 reprint from the Employee Self Service website. We don’t provide reprints. (Link to instructions)

I am a former employee and need another copy of my W-2 form

  • You may come in person to the payroll office and pick up a copy (photo ID required) · Contact AskHR@virginia.edu or 434-243-3344
  • Security reasons prevent UVA from emailing W-2 forms.

Who do I call if I have questions on my W-2 Form?

If this online W-2 FAQ section does not help, please contact the HR Solution Center at AskHR@virginia.edu or 434.243.3344.

Who do I call if I am expecting a Form 1099?

Payroll Services does not handle Form 1099. Please contact Procurement Services at 434.924.4212.