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Payroll & Benefits

Form W-2 & 1042-S & 1095-C 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. Form 1042-S (for Foreign National employees) must be furnished by March 15th, unless it falls on a weekend, then it would be the next business day. Form 1095-C, Employer Provided Health Insurance Offer and Coverage, 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. 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 System offers employees the opportunity to receive their Form(s) W-2, 1042-S, and 1095-C electronically.

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

Process Description Timing
Mailing Address for W-2 form, 1042-S form and 1095-C form Paper tax forms for W-2, 1042-S, and 1095-C will be mailed on January 31.  January 31
Electronic Distribution- Online W-2, 1042-S & 1095-C 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-S and 1095-C Availability Employees who have elected an 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 is available. Approximately Mid January
Mailing Distribution for W-2 form, 1042-S & 1095-C form Paper tax forms will be mailed on January 31, W-2 and 1042-S, and 1095-C. January 31
Reissues/Duplicate W-2 & 1042-S & 1095-C Forms Employees who need a duplicate copy or reissue of the W-2, 1042-S, and/or 1095-C form can retrieve an electronic copy.

** This process does not require employees to consent to online W-2/1042-S/ 1095-C distribution.

W-2 history starts with year 2004, 1042-S history begins with year 2012, 1095-S begins with year 2015
Approximately the second week of February (W-2/1042-S/1095-C)

Electronic Distribution Process

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.

To meet the consent requirement, the U of I System is using the System HR website for employees to provide their consent and access to the form.

System requirements to be able to access Form W-2, 1042-S, and 1095-C electronically are: 
 

  • You must have Adobe Reader DC. If you do not have this software, have a lower version or have a version 6.0, please download a free copy.

  • You can use MS Internet Explorer (9, 10, 11), Microsoft Edge, Firefox, or Chrome along with the appropriate operating system specified by the browser application to print your Original Form W-2, 1024-S and 1095-C.

NOTE: To enhance and strengthen the protocols for securing sensitive data, including personal data, U of I System employees must be enrolled in 2-Factor Authentication (2FA) to access your forms electronically. Employees can set up 2FA from any on-campus University network computer (such as your work computer or a department computer) by visiting the NetID Center at https://identity.uillinois.edu/iamFrontEnd/iam/start.

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

Once employees consent to receive their Form W-2, 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 System HR website.

  2. Select the Pay tab.

  3. Click the link W-2/1042-S/1095-C Tax Statement.

  4. Click the Access Tax Forms green button.

  5. Log in using your NetID and Password. (Remember, you will be prompted to use 2-Factor Authentification.)

  6. Click Continue.

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

  8. Follow the instructions at the bottom of the form to provide consent: (a PDF viewer is required to retrieve your consent code)

    1. Select the form you would like to consent for (W-2/1042-S/1095-C).

    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/1095-C electronically.)

    3. Enter the email address you want your notification regarding retrieval of your Form W-2, 1042-S, and 1095-C to be addressed to. This does not need to be your University of Illinois System email.

    4. Re-enter your email address.

  9. Click the consent button.

  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 System HR website.

  2. Select the Pay tab.

  3. Click the link W-2/1042-S/1095-C Tax Statement.

  4. Click the Access Tax Forms green button.

  5. Log in using your NetID and Password. (Remember, you will be prompted to use 2-Factor Authentication)

  6. Click Submit.

  7. 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/1095-C).

    2. Enter the email address you want your notification regarding the withdrawal consent of your Form W-2, 1042-S and/or 1095-C to be addressed to. This does not need to be your University of Illinois System email.

    3. Click Withdraw Consent.

    4. Click Finish.

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 System HR website.

  2. Select the Pay tab.

  3. Click the link W-2/1042-S/1095-C Tax Statement.

  4. Click the Access Tax Forms green button.

  5. Log in using your NetID and Password.  (Remember, you will be prompted to use 2-Factor Authentication)

  6. Click Continue.

  7. Once on the W-2/1042-S/1095-C Tax Statement Consent Forms page, Click Continue.

  8. Click on the link for the 2020 form you want to retrieve.

  9. Your Form W-2/1042-S/1095-C will display on the screen.

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

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

If you consented to receive your W-2, 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, 1042-S, and/or 1095-C from our vendor's website mid-January.

The following instructions will guide you through the retrieval process.

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

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-MMMM-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 link for the corresponding form you want to access (e.g Get your 2021 W-2 Form).

  5. At the "Process Original W-2" page select how you would like to receive your W-2, 1042-S, and/or 1095-C 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 2021 tax form you want to retrieve.

  7. When viewing your W-2/1042-S/1095-C 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/1095-C 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, 1024-S, or 1095-C button. 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.

** If you do not know the PIN, please contact University Payroll & Benefits at the University Payroll & Benefits Service Portal.

Select your university to create a service ticket and access support knowledge. 

 UIC    UIS    UIUC

Phone Support Lines:

UIUC: 217-265-6363

UIC: 312-996-7200

UIS: 217-206-7144

You may continue to access your current and past 1042-S's back to 2012, your current and past W-2's back to 2004, along with your current and past 1095-C's to 2015 at any time.

Thank you for participating in this convenient program for W-2/1042-S/1095-C distribution. If you have additional questions, please also 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.

Select your university to create a service ticket and access support knowledge. 

 UIC    UIS    UIUC

Phone Support Lines:

UIUC: 217-265-6363

UIC: 312-996-7200

UIS: 217-206-7144

Mailing Distribution Process

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 on January 31st, unless it falls on a weekend, then it would be the next business day, to the "mailing address" listed on their 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 on January 31st, unless it falls on a weekend, then it would be the next business day, to the "mailing address" listed on their 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 1095-C will be mailed to University of Illinois System employees on January 31st, unless it falls on a weekend, then it would be the next business day, to the "mailing address" listed on their 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 Process

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 2004 to present W-2 Forms, 2012 to present 1042-S Forms, and 2015 to present 1095-C 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 please contact University Payroll & Benefits at the University Payroll & Benefits Service Portal.

  1. Select the University campus

 UIC    UIS    UIUC

  1. Click on the Payroll under Categories
  2. Click on Employee or Department contacting UPB on behalf of an Employee
  3. Click on Tax
  4. Click on Request Service

Provide your full name as it appears on your social security card, University Identification Number (UIN), and a contact phone number. Customer Service will contact you at the phone number provided. Duplicates can 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 reissue to the provided 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 My UI Info. See the Employee Address Change page for instructions on how to change your mailing address in My UI Info.

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 University Payroll & Benefits at the University Payroll & Benefits Service Portal.

  1. Select the University campus

 UIC    UIS    UIUC

  1. Click on the Payroll under Categories
  2. Click on Employee or Department contacting UPB on behalf of an Employee
  3. Click on Tax
  4. Click on Request Service

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.

To use this spreadsheet, you will need the final electronic earnings statement (from the System HR website) 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.

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 University Payroll & Benefits at the University Payroll & Benefits Service Portal.

Select your university to create a service ticket and access support knowledge.

 UIC    UIS    UIUC

Phone Support Lines:

UIUC: 217-265-6363

UIC: 312-996-7200

UIS: 217-206-7144

Last Updated: December 2, 2021

 

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