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What is a Form 1042-S, and when should I receive it? A 1042-S is a year-end federal tax document given to a non-resident alien who received wages exempted from federal and state tax withholding by a tax treaty received a non-qualified taxable scholarship

If an employee has been overpaid by the University, it is considered a legal debt and must be repaid in full.

Payroll provides an explanation of each Box within an employee's W-2 form:

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

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

  • 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.

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

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

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.

No, address changes do not require a corrected 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

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

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.

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

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.

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

It's easy to do this in Workday!  Try the "Show Me How" feature if you need help.

W-2 forms are available in Workday now.  If you have opted for a paper copy, it will be mailed by ADP by January 31. 

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.  For years 2018 and prior, you may access W-2s in your legacy system (Workday for the Academic Division, UltiPro for University Physicians Group).