Form W-2 & 1042-S Process

University Payroll & Benefits (UPB) is responsible for issuing 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 31st, unless it falls on a weekend, then it would be the next business day, and Form 1042-S (for Foreign National employees) by March 15th, unless it falls on a weekend, then it would be the next business day. For specific dates see announcements sent each year by University Payroll & Benefits.

In addition to the traditional form distribution process by postal mail, the University of Illinois offers employees the opportunity to receive their Form W-2 & 1042-S electronically.

Key information to remember regarding the W-2 & 1042-S Process:

Process Description Timing
Mailing Address for W-2 form and 1042 form Paper tax forms will be mailed on January 31. January 31
Electronic Distribution- Online W-2 & 1042 Forms Employees must consent 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
Online W-2 & 1042 Availability Employees who have elected an online W-2 and/or 1042-S will receive a communication at the email address provided in the consent process when the electronic form is available. Approximately Mid January
Mailing Distribution for W-2 form and 1042 form Paper tax forms will be mailed on January 31. January 31
Reissues/Duplicate W-2 & 1042 Forms Employees who need a duplicate copy or reissue of the W-2 and/or 1042-S form can retrieve an electronic copy.

** This process does not require employees to consent to online W-2/1042-S distribution.

W-2 history starts with year 2004 and 1042-S history begins with year 2012.
Approximately the second week of February.

 

Electronic Distribution Process

The Internal Revenue Service has approved electronic distribution of Form W-2 and 1042-S 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 has elected to provide this benefit for employees through a contracted vendor JAT Software.

To meet the consent requirement, the University is using the NESSIE application for employees to provide their consent and access to the form.

System requirements to be able to access Form W-2 and 1042-S electronically are: 

  • You must have Adobe Reader version 4.0 or higher (except version 6.0). If you do not have this software, have a lower version or have a version 6.0, please download a free copy Link opens new window.

  • You must use MS Internet Explorer (5.0 and higher) or Netscape Navigator (4.7 and higher) along with the appropriate PC and operating system specified by the browser application to print your Original Form W-2 and 1042-S.

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

Once employees consent to receive their Form W-2 and/or 1042-S 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 NESSIE Link opens new window.

  2. Select the Compensation tab.

  3. Click the link W-2/1042-S and Tax Statement.

  4. Click Continue

  5. Log in using your NetID and Password.

  6. Enter your Personal Identification Number (PIN) or create one.

  7. Once you are on the W-2/1042-S Tax Statement Consent Form page, Click Continue.

  8. On the Online Tax Forms page, click 'Consent/Withdraw Consent' to reach instructions.

  9. Follow the instructions at the bottom of the form to provide consent:

    1. Select the form you would like to consent for (W-2/1042-S).

    2. Enter the consent code. (click on the consent code link to retrieve the code. This is necessary since it mimics the functionality used to retrieve the W-2/1042-S electronically.)

    3. Enter the e-mail address you want your notification regarding retrieval of your Form W-2 and 1042-S to be addressed to. This does not need to be your University e-mail.

    4. Re-enter your email address.

  10. Click the consent button.

Once employees submit this information they will receive an email indicating they have consented to receive their Form W-2 and/or 1042-S electronically.

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

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

  1. Go to NESSIE Link opens new window.

  2. Select the Compensation tab.

  3. Click the link W-2/1042-S Tax Statement.

  4. Click Continue.

  5. Log in using your NetID and password.

  6. Enter your Personal Identification Number (PIN) or create one.

  7. Once on the W-2/1042-S and Tax Statement Consent Forms page, click Continue.

  8. On the Online Tax Forms page, click 'consent/Withdraw consent' to reach instructions.

    1. Select the form you would like to withdraw consent for (W-2/1042-S).

    2. Enter the email address you want your notification regarding the withdrawal consent of your Form W-2 and/or 1042-S to be addressed to. This does not need to be your University e-mail.

    3. Click Withdraw Consent.

    4. Click Finish.

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

To access the form employees should follow these steps: 

  1. Go to NESSIE Link opens new window.

  2. Select the Compensation tab.

  3. Click on the link W-2/1042 Tax Statement.

  4. Click Continue

  5. Log in using your NetID and password.

  6. Enter your Personal Identification Number (PIN) or create one.

  7. Once on the W-2/1042-S Tax Statement Consent Forms page, Click Continue.

  8. Click on the link for the 2013 form you want to retrieve.

  9. Your Form W-2/1042 will display on the screen.

You may print the form, e-mail it to yourself, or save your form to a hard drive, disk or other memory device. You may also log off and retrieve it again later through the same process via NESSIE.

Electronic Form W-2/1042 for Terminated/Retired Employees

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

The following instructions will guide you through the retrieval process.

Adobe Reader v4.0 or higher is required to access the tax document. You may download Adobe Reader by clicking on the icon found on the eW-2 webpage.

Logon to www.eprintview.com Link opens new window 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 initial password the first time you log in.

  3. Enter Employer PIN ** , click Login.

  4. On the My Account page, click the Get your 2013 W-2 Form link.

  5. At the "Process Original W-2" page select how you would like to receive your W-2 and/or 1042-S form by choosing to either Continue to Print or Email button.

  6. If you selected the print option, you will arrive at the "Print Original W-2" page. Carefully read all instructions then select the link for the corresponding 2013 tax form you want to retrieve.

  7. When viewing your W-2/1042-S form select the Print Icon on the Acrobat Reader's menu bar. DO NOT select the File Print option from your Web Browser.

  8. If you selected the Email W-2/1042-S option in step 6, you will arrive at the "Email Original W-2" page. Enter and Re-Enter your email address and select the Email W-2 or 1042-S button. Shortly after you will receive an email with your W-2 form attached. Carefully follow all instructions in the email.

** If you do not know the PIN, please request via email at payinq@uillinois.edu or call UPB Customer Service at: 

  • UIUC: 217-265-6363

  • UIC: 312-996-7200

  • UIS: 217-206-7211

You may continue to access your current and past 1042-S back to 2012 along with your current and past W-2’s back to 2004 at any time.

Thank you for participating in this convenient program for W-2/1042-S distribution. If you have additional questions, please also visit the Help link at www.eprintview.com Link opens new window where you can view answers to common questions and send an email for further assistance in accessing your W-2/1042-S. If you have questions regarding the amounts reported on forms W-2 and 1042-S, please contact the UPB Customer Service Center by email at payinq@uillinois.edu. or call your UPB Service Center at: 

  • UIUC: 217-265-6363

  • UIC: 312-996-7200

  • UIS: 217-206-7211

Mailing Distribution Process

The University of Illinois has contracted the services of JAT Software for the annual mailing of year-end statement of wages (Form W-2 and Form 1042-S).

FORM W-2 will be mailed to University of Illinois employees on are about January 31st, to the "mailing address" listed on their Personal Information tab in NESSIE 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 NESSIE.

FORM 1042-S will be mailed to University of Illinois non-resident foreign national employees by posted date, to the mailing address listed on their Personal Information tab in NESSIE 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 NESSIE.

Reissue Process

Employees who do not receive their mailed Form W-2 or Form 1042-S 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 Reissue

Employees that did not consent to receive their Form W-2 and/or 1042-S electronically may still retrieve an electronic reissue of their Form W-2 and/or 1042-S after the posted date through NESSIE, under the compensation tab Link opens new window. This process can be used for current and past 1042-S back to 2012 and past W-2’s back to 2004.

Mailed Form W-2 or Form 1042-S Reissue

If you need a reissue of your Form W-2 or Form 1042-S to be mailed to you, call the JAT Reissue Call Center at 866-923-6767 between the hours of 8:00 a.m. to 8:00 p.m. (Central Standard Time), Monday through Friday. If calling after hours, a voicemail system is available to leave a message. Messages will be retrieved and processed the next business day.

Provide your Social Security Number, password (birth date), mailing address, and a contact phone number in case the duplicate is returned to the vendor. If an address change is required, a representative at the Center will change the address on the form and send the reissue to the correct address. The requested form will be mailed the next business day.
NOTE: This 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 NESSIE. See the Employee Address Change page for instructions on how to change your mailing address in NESSIE.

Employees who need to request a duplicate of Form W-2 (prior to 2004) or Form 1042-S for a prior tax year need to do the following:

  1. Fill out the Request for Duplicate Tax Form Link opens PDF file (W-2 and/or 1042-S).

  2. Submit the completed form to the University Payroll & Benefits (mailing addresses for Chicago, Springfield, and Urbana-Champaign campuses are included on the form). Allow five business days to process your request.

Employees who need to request a correction to their Form W-2 or Form 1042-S should call the UPB Customer Service Center at: 

  • UIUC: 217-265-6363

  • UIC: 312-996-7200

  • UIS: 217-206-7211

Verification of Taxable Gross and Medicare Earnings on your Form W-2

To verify that your reportable taxable gross and Medicare earnings are correct, you may use the Excel spreadsheet created by University Payroll & Benefits titled Verification of Taxable Gross and Medicare Earnings on your W-2 Link opens MS Excel file.

To use this spreadsheet, you will need the final electronic earnings statement (from NESSIE Link opens new window) issued to you for the calendar year, and follow these steps: 

  1. Enter the Year to Date (YTD) totals in the right column for each of the items listed on the earnings statement.

  2. Enter the Gross Pay YTD, Taxable Benefits, and Excess Life YTD totals from the Summary section of the earnings statement.

  3. Enter any remaining YTD amounts listed within the Deduction Summary section of the earnings statement.

  4. 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.

  5. 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 the UPB Customer Service Center at: 

    • UIUC: 217-265-6363

    • UIC: 312-996-7200

    • UIS: 217-206-7211

Last Updated: November 18, 2013