W-2 Guide

Consent and access W-2s electronically via Workday 

Review the information below or contact Human Resources for more information. The Internal Revenue Service website may also provide additional information and downloadable tax forms. 

Your W-2 reports all taxable wages received during the calendar year and all taxes withheld from those wages. The form is like an annual report that enables you to file your personal federal and state income tax returns. W-2s issued for tax year 2025 and later will be retrievable in Workday self-service for all employees, including those who have elected to receive a paper form. You can retrieve W-2s issued from PeopleSoft for tax years 2021 to 2024 in Workday under your employee profile > Personal > Documents. 

Annual W-2s include all employee wages paid between Jan. 1 and Dec. 31 of the tax year. Wages earned in December 2025 that are actually paid in January 2026 are not included on the 2025 W-2.  

Find your paycheck year-to-date earnings, taxes and deductions to reconcile your W-2 in the Workday Main Menu > Benefits and Pay > Pay > Payments > Payslips > select the final pay date for the year. 

Box 1 of your taxable income on your W-2 is different from your year-to-date earnings on your check stub. Box 1 reflects your taxable gross. Taxable gross is your gross minus any tax-deferred deductions, which can include:

• 403(b) and 457(b) – voluntary contributions to a deferred investment program
• Arizona State Retirement System contributions
• Employee pre-tax paid health, dental and vision insurance deductions
• Flexible Spending Accounts — dependent care or medical
• Optional retirement contributions
• Pre-tax parking


You can eliminate printing, be sustainable, and get your electronic W-2 sooner by forgoing the printed copy and electing to receive only an electronic W-2. Access your W-2 online anytime and reduce the risk of identity theft that can occur with regular mail. You must provide your consent to suppress the receipt of a printed copy of our W-2. The quick-and-easy process remains in effect until you withdraw your consent, terminate from the university, or the university no longer offers electronic W-2 delivery. To update your W-2 print elections:

1. Log in to Workday
2. Select Access My Tax Documents
3. Click Edit under Tax Forms Printing Elections
4. Update your election to Receive Electronic Copy of my Year-End Tax Documents
5. Select OK 

If you later wish to resume receiving a paper copy of your W-2, you can revoke your electronic-only election by again updating your Tax Form Printing Elections, this time selecting Receive Both Electronic and Paper Copies of my Year-End Tax Documents.

Visit Workday and navigate to:

1. Timely Suggestions on the homepage
2. Select View Tax Document
3. Click View/Print

You may also access your W-2 in Workday by navigating to:

1. Menu
2. Benefits and Pay
3. Pay
4. All Tax Documents
5. View/Print

Your ASU W-2 will typically be available by Jan. 15 if you have consented to receive it electronically, but it is not legally required to be issued until Jan. 31.

Consent must be given by Dec. 31 to guarantee delivery of an electronic W-2 for the current year. Consent given after Dec. 31 may not become effective until the following year.

Contact HR if you have any difficulties or questions. 

Employees who would like to receive a paper copy of their tax form do not need to do anything. Payroll Services will mail a paper W-2 to you by the end of January, as required by the Internal Revenue Service.

If you choose to receive a printed copy of your W-2, please ensure your home address on file is current. This will help ensure the timely and secure delivery of your W-2. The U.S. Postal Service cannot forward a W-2 to a new address; instead, it must 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. 

Terminated employees are required to be mailed a paper copy of their W-2 to the address on record. If your contact information changes and you no longer have access to Workday after termination, reach out to the university’s HR office for assistance updating your home address in the system. 

Update your home address in Workday by entering Change my Home Contact Information in the search bar.

You may revoke your electronic-only W-2 consent if you decide you prefer a paper copy by updating your Tax Document Printing elections as outlined above.

Submit a request to the OHR Employee Service Center using the Request for Duplicate W-2 or 1042S form to receive a prior-year paper W-2. Fax the form to Human Resources at 480-965-1971 or mail it to:

1100 E University Drive

Tempe AZ 85287

Although they are calculated the same way, Social Security and Medicare wages can differ due to statutory wage limits. There is no maximum on Medicare wages, but there is a calendar-year limit on an employee’s Social Security wages. Social Security taxes no longer apply for that calendar year once the maximum is reached. The Social Security maximum taxable wage base is $176,100 for 2025.

Your taxable income is different from your Social Security and Medicare wages. Box 1 reflects your taxable gross. Some deductions reduce taxable gross income but do not reduce Social Security and Medicare gross income.

Know which department to contact if your paycheck is incorrect.

• Benefits deductions: Contact the Human Resources Employee Service Center.
• Gross amount paid: Contact your department administrator.
• Parking deductions: Contact Parking and Transportation Services at 480-965-6124.

If your name or Social Security number is incorrect on your W-2, ask Payroll Services for a Form W-2c — Corrected Wage and Tax Statement. You may be required to present your Social Security card to Payroll Services for verification purposes. File for a new card if your name and SSN are correct, but are not the same as those shown on your Social Security card. An adjustment would be made to reflect your payment if you were overpaid and repaid the money this year, and Payroll Services received the payment before Dec. 31. Contact HR if you have more questions.

A 1042S form is a year-end tax document given to a non-resident alien who received wages protected by a tax treaty and received a Non-Qualified Scholarship. The 1042S will have an income code that describes the income type. In some instances, you may receive multiple 1042S forms or a W-2 in addition to a 1042S. The form is typically mailed in February to the address that appears on your paycheck or advice slip. The 1042S will be postmarked no later than March 15. Contact HR if you have questions about your 1042S.

Retirees who have received benefits in a tax year will receive a 1099R form from the financial institution that provides their benefits. The financial institution will report the retiree’s income, not ASU. These forms should be issued by Jan. 31 each year.