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W-2 and 1042-S


Form W-2: Wage and Tax Statement

UVA is required by federal law to provide each employee with a Form W-2. Employees can expect to receive a Form W-2 by January 31 of each year. This form has details about

  • earnings for the past calendar year
  • taxes withheld
  • taxable cost of group term life insurance
  • cost of employer sponsored health coverage
  • contributions to retirement or tax-deferred savings plans

Requesting Prior Year W-2s

  • Current employees access W-2s through Employee Self-Service
  • Former employees also access W-2s through Employee Self-Service for 13 months after leaving employment
  • After 13 months, former employees email to request W-2s
    • Email must be sent from your personal email account
    • It must include your full name, the last four digits of your Social Security number, the years for which the W-2s are needed, and the address where they should be sent
    • Requests will be processed within one week of receipt of the request

Benefits of an Online Form W-2

The UVA Finance - Payroll department prefers to make Forms W-2 available electronically through Employee Self-Service, but you may instead get a paper copy mailed to the home address on file.

  • You see your forms earlier because you don’t have to wait for a paper version in the mail
  • The W-2 is at far less risk to be lost or stolen
  • You can view the form anywhere that has internet availability
  • An electronic form has far less environmental impact

Check the resources at the bottom of this page to find out how to stop receiving paper W-2s.

Form 1042-S for Foreign Nationals

Employees and students who are nonresident aliens are sent a Form 1042-S if they received

  • wages that were exempt from federal and state tax withholding by a tax treaty
  • a non-qualified taxable scholarship

Some foreign nationals may receive both a Form W-2 and a Form 1042-S for the same tax year.

Visit the Human Resources Compliance and Immigration Services webpages for more information.