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Payroll & Benefits

Form W-2 & 1042-S & 1095-C Distribution

University Payroll & Benefits (UPB) is responsible for issuing the following forms:

  • Form W-2, Wage and Tax Statement. According to Federal Treasury Regulation §31.6051-1, Form W-2 must be furnished, meaning properly addressed and postmarked, by January 31. If January 31 falls on a weekend, then it would be furnished the next business day.
  • Form 1042-S (for Foreign National employees) must be furnished, meaning properly addressed and postmarked, by March 15. If March 15 falls on a weekend, then it would be furnished the next business day.
  • Form 1095-C, Employer Provided Health Insurance Offer and Coverage, must be furnished, meaning properly addressed and postmarked, by January 31. If January 31 falls on a weekend, then it would be furnished the next business day.

UPB sends announcements detailing the specific dates each year.

In addition to the traditional form distribution process by postal mail, the University of Illinois System offers employees the opportunity to receive their Form(s) W-2 or 1042-S, and 1095-C electronically.

Key information to remember regarding the W-2, 1042-S, and 1095-C Distribution:

Link Description Timing
Electronic Distribution Employees must consent to electronic distribution prior to the announced deadline to ensure the online form is available. Employees that do not consent prior to the deadline will automatically receive a paper copy, which will be distributed by postal mail. Consent for the current tax year is open until mid-January
Electronic Access Employees who have elected to receive an electronic or online W-2, 1042-S, and/or 1095-C will receive a communication at the email address provided in the consent process when the electronic form becomes available. Approximately Mid-January
Postal Mail Distribution Paper tax forms will be mailed January 31, W-2 or 1042-S, and 1095-C. January 31
Employee Address Change Paper tax forms for W-2, 1042-S, and 1095-C are mailed to the address on file as of December 31. Address changes must be made by December 31 to be effective for the mailing of tax forms. December 31
Reissue Forms

Employees who need a duplicate copy or reissue of the W-2 or 1042-S, and 1095-C form can retrieve an electronic copy.

NOTE: Retrieving a copy or reissued form does not require employees to consent to online W-2/1042-S/ 1095-C distribution. Contact UPB for assistance.

Historical tax forms are available for seven previous years.
Approximately the second week of February
(W-2/1042-S/1095-C)

Electronic Distribution 

The Internal Revenue Service has approved electronic distribution of Form W-2, 1042-S, and 1095-C with the requirement that the employee consents to the electronic distribution in a manner that proves the employee has access to receive the form electronically. The University of Illinois System has elected to provide this benefit for employees through a contracted vendor, Greatland Software.

The System Human Resource Services website is where employees may provide consent and access the forms.

To access your Form W-2 or 1042-S, and 1095-C electronically:  

  • Use one of the supported browsers, updated to the most current version:

Windows PC: Microsoft Edge, Mozilla FireFox, Google Chrome

MAC PC: Mozilla FireFox and Apple Safari

  • U of I System employees must be enrolled in 2-Factor Authentication (2FA) to access forms electronically. Employees can set up 2FA from any on-campus University network computer (such as a work computer or a department computer) by visiting the NetID Center.
  • Electronic access to tax forms (Form W-2, 1042-S, and/or 1095-C) is not available when accessing the forms from outside the United States, regardless of consent.
  • Vendor software utilizes your browser's PDF viewer. If you have issues viewing, printing or saving your tax document, verify that cookies are enabled in your browser, clear cookies, close all browser tabs, clear history, or try a different browser.

Electronic Consent

Consent to Receive Form W-2/1042-S/1095-C Electronically

Once employees consent to receive their Form W-2 or 1042-S, and/or 1095-C electronically, they will be able to retrieve the form every year without consenting again.

To provide consent, employees should follow these steps: 

  1. Go to the My UI Info website.
  2. Under the My Pay section, select W-2/1042-S Tax Statement.
  3. Click the green Access Tax Forms button.
  4. Log in using your NetID and Password (you will be prompted to use 2-Factor Authentication).
  5. Click the Continue button.
  6. On the Online Tax Forms page, click the Consent/Withdraw Consent link.
  7. Select the forms you would like to consent or withdraw consent for electronic receipt (W-2/1042-S/1095-C).
  8. Retrieve your consent code:
    1. Select the Click here for your consent code link to retrieve your code.
    2. Enter the consent code.
    3. Confirm the email address you want your notification regarding retrieval of your Form W-2, 1042-S, and 1095-C to be addressed to. You may change your email address if desired. This does not need to be your University of Illinois System email.
  9. Click the Consent button to consent for electronic distribution of your selected forms.
  10. Select Log Out to exit. Once employees submit this information, they will receive an email indicating they have consented to receive their Form W-2, 1042-S, and/or 1095-C electronically.

Withdraw Consent to Receive Form W-2/1042-S/1095-C Electronically

Employees that would like to withdraw consent should follow these steps: 

  1. Go to the My UI Info website.
  2. Under the My Pay section, select W-2/1042-S Tax Statement.
  3. Click the green Access Tax Forms button.
  4. Log in using your NetID and Password (you will be prompted to use 2-Factor Authentication).
  5. Click the Continue button.
  6. On the Online Tax Forms page, click the Consent/Withdraw Consent link.
  7. Select the forms you would like to withdraw consent for electronic receipt (W-2/1042-S/1095-C).
  8. Retrieve your consent code:
    1. Select the Click here for your consent code link to retrieve your code.
    2. Enter the consent code.
    3. Confirm the email address you want your notification regarding retrieval of your Form W-2 or 1042-S, and 1095-C to be addressed to. You may change your email address if desired. This does not need to be your University of Illinois System email.
  9. Click the Withdraw Consent button to withdraw consent for electronic distribution of your selected forms.
  10. Click the Finish button.
  11. Select Log Out to exit. Once employees submit this information, they will receive an email indicating they have withdrawn consent to receive their Form W-2 or 1042-S, and 1095-C electronically.

Electronic Access 

Access to Electronic Form W-2/1042-S/1095-C for Active Employees

To access the form employees should follow these steps: 

  1. Go to the My UI Info website.
  2. Under the My Pay section, select W-2/1042-S Tax Statement.
  3. Click the green Access Tax Forms button.
  4. Log in using your NetID and Password (you will be prompted to use 2-Factor Authentication).
  5. Click the Continue button.
  6. Select the link under U.S. Tax Form Options for the form you want to retrieve.
  7. Click the Continue to View/Print button to process the form.
  8. Click the link for the form. Your Form W-2/1042-S/1095-C will display in a PDF viewer.

You may print the form, email (encrypted) it to yourself, or save your form to a memory device. 

Active employees may access forms from the past seven years by clicking the appropriate Reissue Form link.

Access to Electronic Form W-2/1042-S/1095-C for Terminated/Retired Employees

If you consented to receive your W-2 or 1042-S, and/or 1095-C electronically and are no longer an active employee, you will not be able to access your form W-2/1042-S/1095-C through the System HR website. However, you will be able to retrieve your form W-2 or 1042-S, and/or 1095-C from our vendor's website mid-January.

The following instructions will guide you through the retrieval process.

Logon to www.eprintview.com and follow these instructions:

  1. Enter your UIN for your Login ID.
  2. Enter your birthday as your Password (DD-Mmm-YY format, i.e. 31-Dec-75) - you will be required to change your password every time you log in.
  3. Enter the Employer PIN. If you do not know the PIN, please contact UPB at the University Payroll & Benefits Service Portal.
  4. Click Login.
  5. On the MY ACCOUNT page, click the link for the corresponding form you want to access.
  6. From the ORIGINAL W-2 page, select how you would like to receive your W-2, 1042-S, and/or 1095-C:

Email:

  1. Select the Email My Tax Form(s) button to send the form to the email address on file.
  2. Follow the instructions to change your email address if needed.
  3. Select the Email Form button.
  4. Shortly after, you will receive an email with your W-2, 1024-S, or 1095-C form attached. Carefully follow all instructions in the email.

OR

Print/Save:

  1. To view, print, or save the document, click the link to the form. A new tab will open in your browser displaying the PDF.
  2. You may then print or download and save the document.
    • To download and save your Form W-2, 1042-S, or 1095-C, click the Save icon on the PDF reader's menu bar.
    • To print your Form W-2, 1042-S, or 1095-C, click the Print icon on the PDF reader's menu bar. DO NOT select the File/Print option from your web browser.

You may access available tax forms at any time.

If you have additional questions, you may visit the Help link at www.eprintview.com where you can view answers to common questions and send an email for further assistance in accessing your W-2/1042-S/1095-C.

If you have questions regarding the amounts reported on forms W-2, 1042-S, and 1095-C, please contact University Payroll & Benefits at the University Payroll & Benefits Service Portal.

Postal Mail Distribution 

The University of Illinois System has contracted the services of Greatland Software for the annual mailing of year-end statement of wages (Forms W-2, 1042-S, and Form 1095-C).

Form W-2 will be mailed to University of Illinois System employees January 31. If January 31 falls on a weekend, then it would be mailed the next business day. The form will be mailed to the "mailing address" listed on the employee's Profile in My UI Info as of December 31st. If the employee does not have an active mailing address, the form will be sent to the employee's home/permanent address. See the Employee Address Change  page for instructions on how to change your mailing address in My UI Info.

Form 1042-S will be mailed to University of Illinois System non-resident foreign national employees January 31. If January 31 falls on a weekend, then it would be mailed the next business day. The form will be mailed to the "mailing address" listed on the employee's Profile in My UI Info as of December 31. If the employee does not have an active mailing address, the form will be sent to the employee's home/permanent address. See the Employee Address Change  page for instructions on how to change your mailing address in My UI Info.

Form 1095-C will be mailed to University of Illinois System employees January 31. If January 31 falls on a weekend, then it would be mailed the next business day. The form will be mailed to the "mailing address" listed on the employee's Profile in My UI Info as of December 31st. If the employee does not have an active mailing address, the form will be sent to the employee's home/permanent address. See the Employee Address Change  page for instructions on how to change your mailing address in My UI Info.

Reissue Tax Forms 

Duplicate Copies & Reissued Forms

Employees who do not receive their mailed Form W-2, 1024-S, or Form 1095-C by posted date, or who need to replace a lost or misplaced form, may obtain a reissued form through either electronic retrieval or by mail.

Electronic Form W-2/1042-S/1095-C Reissue

Employees that did not consent to receive their printed Form W-2, Form 1042-S, and/or Form 1095-C by February 8th, may still retrieve an electronic reissue of their Form W-2, 1042-S, and/or Form 1095-C through the System HR website, under the pay tab. This process can be used for the current and past seven years of tax forms.  

Mailed Form W-2, 1042-S or Form 1095-C Reissue

If you need a reissue of your Form W-2, 1042-S, or 1095-C mailed to your address on file, please contact UPB at the University Payroll & Benefits Service Portal.

  1. Select your university to create a service ticket and access support knowledge.
  1. Select the Payroll category.
  2. Select the Employee or Department contacting UPB on behalf of an Employee category.
  3. Select the Tax service.
  4. Click the Request Service button.
  5. Provide the following information in the service request:
    • Your full name as it appears on your social security card
    • University Identification Number (UIN)
    • Your contact phone number.

Customer Service will contact you at the phone number provided. Duplicate forms will be sent to the mailing address on file or through a password protected email. If an address change is required on the tax form, UPB Customer Service will change the address on the form and send the reissued form to the provided address. The requested form will be mailed the next business day.

NOTE: The change of address will only be reflected on the reissued form. To permanently change your address for future mailings, you would need to make that change through My UI Info. See the Employee Address Change  page for instructions on how to change your mailing address.

Corrected Form W-2, 1042-S, or Form 1095-C

If you need to request a correction to your Form W-2, 1042-S, or 1095-C, please contact UPB at the University Payroll & Benefits Service Portal.

  1. Select your university to create a service ticket and access support knowledge.
  1. Select the Payroll category.
  2. Select the Employee or Department contacting UPB on behalf of an Employee category.
  3. Select the Tax service.
  4. Click the Request Service button.

Verify your Form W-2 Totals

To verify that your reportable taxable gross and Medicare earnings are correct, you may use the Excel spreadsheet created by University Payroll & Benefits titled Verify Your W-2.

To use this calculator, you will need the final electronic earnings statement (from the My UI Info section of the System HR website) issued to you for the calendar year.

Follow these steps:

  1. In the YTD GROSS PAY field, enter the Gross Pay YTD totals from the earnings statement.
  2. In the ADDITIONS section, enter Excess Life and any taxable benefits YTD totals from the Earning or Earnings Type sections of the earnings statement.
  3. In the NON-TAXABLE DEDUCTIONS section, enter all the corresponding YTD totals from the Deduction Type section of the earnings statement. You will only be entering non-taxable deductions here.

The spreadsheet will automatically calculate the totals for you. The Medicare calculation will also automatically calculate based on the numbers entered above and will only be applicable if you have Medicare deductions.

If there is a discrepancy between the amount calculated on the spreadsheet for Taxable Gross to be reported to IRS and the amount listed in Box 1 of your Form W-2 you should contact UPB at the University Payroll & Benefits Service Portal.

Last Updated: January 23, 2023

 

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