Office of Human Resources - Payroll
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Frequently Asked Questions
Regarding 2007 W-2, W-2C, 1042S and Year-End
What is a Form W-2 and when should I receive it?
Form W-2 reports all taxable wages you received from your employer(s) during the calendar year and all taxes withheld from those wages. The form serves as an annual report that enables you to file your personal income tax return with the Internal Revenue Service (IRS) as well as state and local authorities.
QUESTIONS?HR Payroll |
Form W-2 reports only wages paid during the year, regardless of when they were earned; that is, it does not include amounts earned but not paid until the next year. Your ASU 2007 W-2 will be postmarked no later than January 31, 2008; ASU’s goal is to mail W-2s the week of January 20th.
What address was on my W-2?
If the address on my W-2 is wrong, where will the W-2 be forwarded?
Your W-2 was mailed to the mailing address on file in the PeopleSoft HR Payroll database as of January 11, 2008. The post office will not forward a W-2 to a new address; instead, the post office is required to return the W-2 to ASU and ASU will forward it to your new address. Returned W-2s with no forwarding addresses will be retained by the HR Payroll Office located in the University Service Building (USB), 1551 S. Rural Rd, Tempe.
What if my W-2 has an incorrect name or Social Security number (SSN)?
If your name or Social Security number (SSN) is incorrect on your Form W-2, request a Form W-2c (Corrected Wage and Tax Statement) from Payroll. You may be required to present your Social Security card to Payroll for verification purposes. If your name and SSN are correct, but are not the same as those shown on your Social Security card, you should file for a new card at any SSA office or call 1-800-SSA-1213.
How do I request a reprint of my W-2?
Information will be posted on the ASU website. More information to follow.
Can you fax me a copy of my W-2?
No. Privacy legislation prohibits the faxing of confidential information of this nature to a non-secure fax numbers. W-2 copies are sent from the Payroll Office to the address designated by the employee. Also, employees can reprint their W-2 from the ASU website.
I was overpaid in 2007 and repaid the money. Will my W-2 reflect the repayment?
Yes, if ASU Payroll received the payment before W-2s were created, an adjustment would have been made to reflect your payment.
Does my W-2 include the second half of December’s wages?
What period of earnings does my W-2 reflect?
Wages earned after December 16, 2007, were paid in January 2008; therefore, W-2s will reflect all employee wages paid on pay dates January 15, 2007 through December 21, 2007.
Why is my taxable income (Box 1) different from my year-to-date on my check stub?
Box 1 reflects your taxable gross. Taxable gross is your gross minus any tax-deferred deductions, such as:
- 401(k), 403(b)—voluntary contributions to a deferred investment program
- Pre-Tax parking
- Employee paid health insurance deduction
Why is my taxable income different from my Social Security and Medicare wages?
Box 1 reflects your taxable gross. Some deductions reduce taxable gross but DO NOT reduce Social Security and Medicare gross.
Why is my Social Security wage different from my Medicare wage?
Social Security and Medicare wages are calculated the same; however, there is no maximum amount for Medicare wage and there is a calendar maximum for an employee’s Social Security wage. Once that maximum is reached, Social Security taxes no longer apply for that calendar year. 2007’s maximum is $97,500.00.
Where can I see my year-to-date earnings, taxes and deductions
to reconcile my W-2?
Information will be available after January 30 on ASU Interactive.
Go to Employee Self-Service, then Payroll & Compensation, then W-2/W-2C Information.
I have tried to reconcile information and I think my taxable wage is incorrect.
Who can I follow-up with?
Contact HR Payroll via an email at hrpayroll@asu.edu, or call the HR Employee Service Center at 480.965.2701.
I have questions as to what is on my W-2, who can I speak with?
You may contact HR Payroll via an email at hrpayroll@asu.edu,
or call the HR Employee Service Center at 480.965.2701.
What is a W-2C and when will W-2C be issued?
The W-2C is an addendum to the W-2 and must be filed with your income tax return along with your original W-2 form. A W-2C may be issued for numerous reasons (i.e., the original W-2 may have reported the incorrect name, Social Security number, incorrect wages or incorrect taxes). Only the items that must be corrected will be reflected on the W-2C. The W-2C is sent to the SSA just like a W-2.
How do I request a W-2C?
Information will be available after January 30 on ASU Interactive.
Click on Employee Self Service, then Payroll & Compensation, then W-2/W-2C Information.
Will someone contact me?
Yes, once the W-2C is completed.
Will the W-2C be mailed to me?
Yes, if employee has instructed payroll.
Can I come and pick up my W-2C?
Yes, once the W-2C is completed.
What if I have already filed my W-2 with IRS?
If you receive a W-2C after you have filed your income taxes, the IRS may require that you file an amended income tax return. Contact your tax consultant for the appropriate Internal Revenue Service (IRS) reporting process.
Can my W-2 be downloaded to tax software such as TurboTax?
Information about this option will be posted on ASU Website. More information will follow.
What is a Form 1042S and when should I receive it?
A 1042-S Form is a year-end tax document given to a Non-Resident Alien (NRA) who:
- Received wages protected by a tax treaty, or
- Received a Non-Qualified Scholarship.
1042-S will be generated for each or all of the above. The 1042-S will indicate the income code, which describes the type of income. In certain cases, you may receive multiple 1042-S Forms or a W-2 Form in addition to a 1042-S Form. The form will be mailed to you in February of each year to the address that appears on your paycheck or advice slip. 1042S will be postmarked no later than March 31, 2008.
If I have questions about my 1042S, who can I talk to about my concerns?
You may contact HR Payroll via an email at hrpayroll@asu.edu,
or call the HR Employee Service Center at 480.965.2701.
I am retired and received benefits in 2007. Will ASU report my retirement income from ASRS, Fidelity, AIG Retirement (Formerly AIG Valic), TIAA-CREF or other supplemental retirement plan and provide me with a W-2?
No, the financial institution providing your benefits will report your retirement income and provide you with a 1099R. These should be issued by January 31, 2008.
How do I understand my W-2?
See table below.
| Box # and Name | Description | |
|---|---|---|
| Box 1 | Wages, Tips, Other Compensation | This is your taxable wages (total gross wages less all "reduction items" such as retirement, health, dental and vision insurance, parking, etc). This amount will not equal the year-to-date total on your last paycheck for the year. This amount does include taxable employer provided benefits such as tuition assistance benefits, housing subsidy, etc. |
| Box 2 | Federal Income Tax Withheld | Total amount of federal tax withheld, including "additional withholding." |
| Box 3 | Social Security Wages | Total reportable wages less reductions which are not subject to Social Security taxes. Retirement plans are not "reduction items" for Social Security tax purposes and so are included. There is an annual maximum of Social Security Wage; 2007 = $97,500.00 |
| Box 4 | Social Security Tax Withheld | Total amount of Social Security withheld. There is an annual maximum of tax each year; 2007, $6,045.00 |
| Box 5 | Medicare Wages and Tips |
The category is not applicable to ASU. |
| Box 6 | Medicare Tax Withheld | The total amount of Medicare withheld. There is no yearly limit for Medicare tax withheld. |
| Box 7 | Social Security Tips | The category is not applicable to ASU. |
| Box 8 | Allocated Tips | The category is not applicable to ASU. |
| Box 9 | Advance EIC Payment | The amount paid to the employee as Advance Earned Income Credit Payment based on the filing of a W-5. |
| Box 10 | Dependent Care Benefits | Total amount of dependent care withheld. |
| Box 11 | Nonqualified plans | The category is not applicable to ASU. |
| Box 12 | "See instructions for Box 12" | See instructions for Box 12. |
| Box 13 | Retirement Plan | "Retirement Plan" will be checked if enrolled in any retirement plan. |
| Box 14 | Other | |
| Box 15 | Name of State | The employee’s tax residence state (AZ) |
| Box 16 | State Wages, Tips, etc. | This is your taxable wages (total gross wages less all reduction items such as health, dental and vision insurance, parking, retirement, etc). This amount will not equal the year-to-date total gross wages on your last paycheck for the year. For most employees this figure will match Box 1. If you are an NRA receiving a 1042S for tax-exempt wages, this amount may be different than Box 1. |
| Box 17 | State Income Tax | The total amount of state tax withheld in the calendar year, including "additional withholding." |
| Box 18 | Local Wages, tips, etc. | The total of reportable wages, less reductions, which are not subject to Local taxes. |
| Box 19 | Local Income Tax | The total amount of tax withheld in the calendar year. |
| Box 20 | Locality Name | Local name will appear here. |
I was overpaid in 2007 and want to repay the funds in 2008. What do I do?
Now that we are in 2008, you must repay the gross amount of your over-payment. For additional questions or more information, you may contact the HR Payroll Department via email at: hrpayroll@asu.edu.
Your federal tax was deposited into your IRS account and you will likely take a tax credit or wage reduction to recoup any overpayments you may be entitled to (see IRS Publication 525 and IRS Publication 529).
No adjustments are made to your taxable wages or your taxes withheld. You can use a copy of your personal check to provide a receipt for the payment or HR Payroll can provide a receipt (letter), which can be used to support an adjustment on your personal tax return.
When HR Payroll receives your repayment, the department will provide a corrected W-2 (W-2C) for tax filing purposes that shows a correction of your contributions to Social Security and Medicare accounts only.
What do the abbreviations on my paycheck mean?
View Payroll Abbreviations (Excel) on your Check.
What do I do if my paycheck is not correct?
My paycheck is not correct:
If the problem appears to be with the gross amount being paid, contact your department administrator.
If the problem is related to a benefit deduction, contact the Human Resources Employee Service Center at 480.965.2701.
If you have a question regarding a parking deduction, contact Parking and Transit Services at 480.965.6124.