Office of Human Resources - Payroll
Frequently Asked Questions
W-2s, W-2C and 1042S
| Understanding Your W-2 Payroll Abbreviations (Excel) |
QUESTIONS?
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ASU uses an outside vendor to distribute W-2 information. If you received a W-2 from ASU last year, you are eligible to receive your W-2 electronically instead of through regular mail.
W-2Cs | Electronic W-2s| Non-resident Aliens | Retirees
What is a Form W-2 and when should I receive it?
Form W-2 reports all taxable wages you receive 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 federal and state income tax returns.
Form W-2 reports only wages paid during the tax year, regardless of when they were earned; in other words, it does not include amounts earned but not paid until the next year. Your ASU 2008 W-2 will be postmarked no later than January 31, 2009, but ASU’s goal is to mail W-2s the week of January 19.
What do I do if 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.
For questions regarding a parking deduction, contact Parking and Transit Services at 480.965.6124.
What address is on my W-2—and if it is wrong, where will the W-2 go?
Your W-2 is mailed to the mailing address on file in the PeopleSoft HR Payroll database as of Jan. 7, 2009. The post office cannot forward a W-2 to a new address; instead, it is required to return the W-2 to ASU for forwarding to your new address. Returned W-2s with no forwarding addresses will be retained by the HR Payroll Office.
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, ask Payroll for a Form W-2c (Corrected Wage and Tax Statement). 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.
Can Payroll fax me a copy of my W-2?
No. Privacy legislation prohibits the faxing of confidential information of this nature to non-secure fax numbers. W-2 copies are sent from the Payroll Office to the address designated by the employee. Employees also can reprint their W-2 from our vendor's website.
I was overpaid in 2008 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.
What earnings are included on my W-2?
W-2s for the 2008 tax year include all employee wages paid between Jan. 4, 2008 and December 19, 2008. Wages earned after December 15, 2008 are paid in January 2009 and are not included on the 2008 W-2.
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, which can include:
- 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. 2008’s maximum is $102,000.00.
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 My ASU:
Human Resources Information > Paycheck & Payroll Info > 2008 YE Balances
I have tried to reconcile information and think my taxable wage is incorrect.
Who should I call?
You have two options:
Email HR Payroll at HRESC@asu.edu
Call the HR Employee Service Center at 480.965.2701
Who should I call if I have questions about what is on my W-2?
You have two options:
Email HR Payroll at HRESC@asu.edu
Call the HR Employee Service Center at 480.965.2701
W-2Cs
What is a W-2C and when will it 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:
- the original W-2 may have reported the incorrect name
- Social Security number, incorrect wages or incorrect taxes.
The W-2C only reflects items that must be corrected and 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 My ASU:
Human Resources Information > Paycheck & Payroll Info > W-2/W-2c Information.
Will someone contact me?
Yes, once the W-2C is completed.
How will I get my W-2C?
It will be mailed to you if you have asked Payroll to mail it. You also can come and pick it up when it 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.
ELECTRONIC W-2s
Why choose an electronic W-2?
You can:
- get your electronic W-2 sooner online
- print as many copies as you need
- download it to your personal computer for access anytime
- access it on the vendor’s website through October 15
- can upload it into some tax preparation software (TurboTax and Quicken)
- eliminate the risk of identity theft that sometimes occurs with regular mail.
What if I don’t want to receive my W-2 electronically?
Employees who do not want electronic delivery do not need to do anything. You will be mailed a hard copy W-2 by the end of January, as required by the Internal Revenue Service (IRS).
Accurate distribution of W-2 forms is dependent on each employee keeping their address current in MyASU.
To update your information, log in to MyASU:
Human Resources Information > Update Home/Dept. Address
When do I have to decide how to receive my W-2?
Employees have until January 7, 2009 to request electronic delivery of your W-2. If you do nothing, Payroll will mail you a paper W-2 by the end of January.
If I sign up to receive an electronic W-2, how will I get it?
In January, you will receive an email notification that your W-2 is available online. You can print it or download it to your computer. You will not receive a mailed copy.
How do I sign up to receive my W-2s electronically?
Because the IRS has strict requirements on how the election to receive electronic W-2s is documented, you must register on our vendor’s website. The entire process takes about five minutes.
To sign up, you can go through MyASU or log directly onto our vendor’s website at www.ces-ereports.com and select
If you would like to register based on your W-2, click here. If you have already created an account, just log in.
Follow the prompts given, but here are a few tips on what to expect:
- W-2 Online Instructions for sign up can be found at: www.asu.edu/hr/payroll/seemyw2info.html
- Because of the level of security for the account, the case sensitive password you choose will require three of the following four items
and cannot have any repeat characters: UPPER CASE letters, lower case letters, numbers and symbols. - You’ll enter your social security number, date of birth and email while setting up your account.
This ensures the delivery of the correct W-2 to you (and not to anyone else).
How do I request a reprint of my W-2?
ASU uses an outside vendor for W-2s. You can reprint your W-2 through MyASU:
Human Resources Information > Paycheck & Payroll Information > W-2/W-2c Information > W-2 Online
The W-2 Online link goes to our vendor’s website at www.ces-ereports.com (separate login required).
Can my W-2 be downloaded to tax software such as TurboTax?
Yes, you can do that through our vendor’s website.
Non-resident Alien (NRA)
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.
The 1042-S will have an 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 every February to the address that appears on your paycheck or advice slip. The 1042S will be postmarked no later than March 31, 2009.
Who can I call if I have questions about my 1042S?
You have two options:
Email HR Payroll at HRESC@asu.edu
Call the HR Employee Service Center at 480.965.2701
Retirees
I am retired and received benefits in 2008. 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 forms should be issued by Jan. 31, 2009.