Each year, employees who were paid thru payroll will receive a Form W-2 that provides details of the prior year’s earnings, taxes withheld and other miscellaneous data (such as taxable cost of group term life insurance, cost of employer sponsored health coverage and contributions to retirement or tax deferred savings plans.)
VT is required by federal law to provide each employee with a Form W-2 (Wage and Tax Statement) that states the employee’s compensation and tax withholding amounts for the calendar year, on or before January 31st of the following year. VT employees may choose to access their W-2 statement electronically through Employee Self-Service (preferred) or receive a paper copy mailed to the home address on file.
How to obtain W-2 thru Hokie SPA
- Go to Hokie SPA and login using your PID and Password
- Select Hokie Team > Tax Forms > W-2 Year End Earnings Statement and click SUBMIT
- Select the Year (the most recent year will default) and click Display
How to obtain W-2 (for 2021 and later) thru ADP
W2s are printed for VT by ADP. Please login to ADP to update your delivery preference. W2s will also be available electronically to employees via HokieSpa and ADP. Payroll will send ADP the mailing address on file at the time W2s are created. Please make sure to update your address in Hokie Spa before W2 are printed. Prior year W2s are stored in HokieSpa for 2014-2021. Please contact Payroll for years prior to 2014.
- If you do not have access to HokieSpa you would have to pull the document from ADP. Instructions below:
- Virginia Tech is partnering with ADP to deliver W-2s to all eligible current and former employees. With ADP, you will be able to download employee tax information directly into tax preparation software such as Turbo Tax, H&R Block, etc.
- W-2s are now posted to ADP’s site. As a former employee of Virginia Tech, you will need to register with ADP to access your 2021 W-2 by following these instructions:
- · Go to https://my.adp.com.
- · Click “Create Account”.
- · Enter the following Registration Code: VAPOLYTECH-VTW2
- · The following information will be required for validation purposes:
- o First Name
- o Last Name
- o Full Social Security Number
- o Birth Month, Day, Year
- · Click “Continue” and select an option to verify your identity. If you choose ask questions, a pop up will appear and then ask several questions.
- After completing the questions, you will be prompted to complete a registration process during which you will select a unique password. Passwords must contain between 8 and 20 characters with at least one alpha and one numeric character. Additionally, users will be assigned a system generated User ID. Once you have completed the registration process, you should “Bookmark” or “Add to your favorites” the URL, https://my.adp.com.
- Your preferred delivery method to receive W-2s (i.e. online or by U.S. mail) has been transferred to ADP for the 2021 W2. You will have the option to choose printed or electronic delivery on the ADP site for future W-2 forms. ADP will mail paper W-2 forms to the home address of record in Banner by Jan. 31.
· If the only income you received was job income (wage/salary) and you are not from a tax treaty country a Form 1042-S will not be prepared for you
· Go to Hokie SPA and login using your PID and Password
- Select Hokie Team > Tax Forms > 1042-S Foreign Person’s U.S. Source Income Subject to Withholding and click SUBMIT
- Select the Year (the most recent year will default-if more than one will show as 2019-1; 2019-2, etc.) and click Display
It is the responsibility of the employee to notify Human Resources of any change of address to ensure the correct forwarding of all correspondence from VT, including tax forms.
Most Common boxes used on the W2
Box 1: Wages, Tips, Other Compensation - This amount includes all the federal taxable income for wages received during the calendar year. Pre-tax deductions such as health insurance, pre-tax parking, flexible spending, accounts, and the deductions for administrative fees for pre-tax parking or flexible spending, reported in box 10 or 14, have been subtracted from your gross wages to determine your federal taxable wages. Tax shelter annuity contributions and mandatory employee retirement deduction amounts have also been deducted from gross wages. The amount reported in this box will differ from your gross wages because of these pre-tax deductions.
Box 2: Federal Income Tax Withheld - All Federal income tax withheld during the year.
Box 3: Social Security Wages - All Social Security (FICA-Social Security) taxable income for wages received during the calendar year. The maximum wages subject to social security tax in 2021 was $142,800.
Box 4: Social Security Tax Withheld - All Social Security (FICA-Social Security) tax withheld during the calendar year. This amount equals 6.2% of the amount in box 3 and should not exceed $8,853.60 for 2021.
Box 5: Medicare Wages and Tips - All Medicare (FICA-Medicare) taxable income withheld during the calendar year. There is no limit on wages for Medicare taxes. Unlike federal wages, certain employee deductions for retirement savings do not reduce Social Security and Medicare wages. Often this box will be larger than Box 1 or 3 unless the employee can claim an exemption under certain conditions as a student or in a particular visa classification. This amount may be required to be entered on Form 8959, Additional Medicare Tax. See Form 1040 instructions to determine if you are required to complete Form 8959.
Box 6: Medicare Tax Withheld - This amount includes the 1.45% Medicare Tax withheld on all Medicare wages and tips shown in Box 5, as well as the 0.9% Additional Medicare Tax on any of those Medicare wages and tips above $200,000.
Box 12: The following list explains some of the codes shown in box 12. You may need this information to complete your tax return. Elective deferrals (codes D, E, F, and S) and designated Roth contributions (codes AA, BB and EE) under all plans are generally limited to a total of $19,500 ($22,500 for section 403(b) plans if you quality for the 15-year rule explained in Pub. 571). Deferrals under code G are limited to $19,500. However, if you were at least age 50 in 2021, your employer may have allowed an additional deferral of up to $6,000. This additional deferral amount is not subject to the overall limit on elective deferrals. For code G, the limit on elective deferrals may be higher for the last 3 years before you reach retirement age. Contact your plan administrator for more information. Amounts in excess of the overall elective deferral limit must be included in income. See the instructions for Form 1040. Note: The following box descriptions correlate to those boxes usually found on a W2 issued by Virginia Tech. A full list of box descriptions can be found on the IRS website www.irs.gov
C--Taxable cost of group-term life insurance over $50,000 (included in boxes 1, 3 (up to social security wage base), and 5)
E--Elective deferrals under a section 403(b) salary reduction
N--Uncollected Medicare tax on taxable cost of group-term life insurance over $50,000 (former employees only). See the Form 1040 instructions.
P--Excludable moving expense reimbursements paid directly to employee (not included in boxes 1, 3, or 5)
BB--Designated Roth contributions under a section 403(b) plan.
DD--The reporting of the cost of employer-sponsored health coverage is for your information only. The amount reported with Code DD is not taxable.
EE--Designated Roth contributions under a governmental section 457(b) plan.
Box 13: The "Retirement plan" box is checked if you contributed to any pre-tax retirement plans for VRS or a Faculty Option retirement plan or have cash match contributions.
Box 14: Other - The following explains the codes shown in box 14 and are for information reporting only.
HI--Pretax Health Insurance
OTH--Pretax Parking, Pretax Administrative Fees and/or Pretax Medical Reimbursement.
Employers may use this box to report information such as state disability insurance taxes withheld, uniform payments, health insurance premiums deducted, nontaxable income, educational assistance payments, etc.
Box 15: State/Employer's State ID Number - This box represents states in which taxable wages are being reports and Virginia Tech's state tax identification number.
Box 16: State Wages, Tips, etc. - All the state taxable income for wages received during the calendar year. Applicable pre-tax deductions are subtracted from gross wages to arrive at the taxable wage amount.
Box 17: State Income Taxes Withheld - All state income tax withheld during the year.
Note: Keep Copy C of Form W-2 for at least 3 years after the due date for filing your income tax return. However, to help protect your social security benefits, keep Copy C until you begin receiving social security benefits, just in case there is a question about your work record and/or
When will I received my W-2 form?
Online W-2s are available in mid January. All printed W-2s will be mailed by January 31st.
Why are my Social Security and Medicare Wage boxes blank?
Students enrolled at least half-time are exempt from Social Security and Medicare taxes. Also, some foreign national students are also exempt depending on the type of visas.
If my address is incorrect on my W-2, do I need a corrected copy?
Address corrections do not require a corrected W-2.
Box 1 of my W-2 does not match my expected annual salary?
Certain deductions are taxed on a pre-tax basis and pay increases do not always occur on January 1st of each year. Therefore, you must consider any pay increases and any pre-tax deductions you may have elected. Pre-tax deductions can also change during the year, such as health insurance premiums.
The Form 1042-S is used to report any taxable payments made to foreign persons in a US non-resident tax status receiving certain types of taxable income. A Form 1042-S is a year-end federal tax document given to a non-resident alien who received wages that were exempt from federal and Virginia State tax withholding by a tax treaty and/or received any other taxable and reportable non-wage income, including a non-qualified taxable scholarship, prizes/awards, travel awards, etc. A Form 1042-S will be issued for each type of taxable income received and tax treaty benefits claimed from the payer. In certain instances, foreign nationals may receive both a W-2 Form and a multiple Form 1042-S for the same tax year.
If the only income you received was job income (wage/salary) and you are not from a tax treaty country a Form 1042-S will not be prepared for you.
The Form 1042-S is issued once per year and is used by the taxpayer to complete Federal and State tax returns. The Form 1042-S reports taxable income for the prior tax year (January 1st through December 31st) and is required by statute (law) to be made available by March 15th of the current tax year. Virginia Tech strives to make these forms available at the same time as other tax statements are required to be made available, January 31st, each year.
The Form 1042-S is prepared by the withholding agent (Virginia Tech) and to the person who received the taxable income. This form is not completed by the person receiving the taxable income.
Most Common boxes used on the 1042s
Box 1: Income Code - This two digit income code identifies the appropriate income source:
12 – Other Royalties (i.e. copyright, recording, publishing, software)
16 – Scholarship or Fellowship Grants
17 – Compensation for Independent Personal Services (Independent Contractor-Honorarium)
19 – Compensation for teaching (including some research income)
20 – Compensation during studying and training
23 – Other Income (prizes, awards, business profits)
Box 2: Gross Income – The total dollar amount paid to the individual for each income type, may include multiple payments of the same type of income.
Box 3: On each Form 1042-S, either 3 or 4 must be notated. Chapter 3 withholding is checked for Non-Resident Alien withholding. Wages, fellowships or scholarships, honoraria, awards and prizes, and royalty payments are all reported under Chapter 3 withholding. Payments made by Virginia Tech are made under Chapter 3 of the Internal Revenue Code (IRC). The number “3” will appear in this box. Chapter 4 is Foreign Accounts Tax Compliance Act (FATCA) withholding.
Box 3a: Exemption Code – Reason for the Exemption Code.
00 – Income not exempt for taxes
02 – Exempt under IRS Code
04 – Exempt under Tax Treaty
Box 3b: Tax Rate – By statute the most common tax rates will be either 14 or 30 depending on type of Income or 0 if tax treaty benefits granted
Box 4a: Exemption Code – Reason for exemption of taxes under Chapter 4 of the IRC
14 – Effectively connected income
16 – Excluded nonfinancial institution
Box 4b: Tax Rate – will be 0.00
Box 5: Withholding Allowance – Effective with the passage of December, 2017 Federal legislation this box will typically be left blank.
Box 6: Net Income – Generally left blank, unless Box 5 is used.
Box 7a: US Federal tax withheld – The total dollar amount of federal income tax withheld.
Box 10 Total withholding credit (combine boxes 7a, 8 and 9) – The total dollar amount of federal income tax withheld from gross income.
Box(s) 12a-12i – Withholding Agent Information
· 12a – Employer Identification Number (EIN) - Virginia Tech’s IRS issued tax identification number
· 12b - Ch. 3 Status code - Virginia Tech’s Chapter 3 status code is 02 (US Withholding Agent – Other)
· 12c - Ch. 4 Status code - Virginia Tech’s Chapter 4 status code is 02 (US Withholding Agent – Other)
· Box 12h-12i - Employer/Withholding Agent’s name and address
Box(s) 13a, c, d Recipient’s Name and Address information - The name of recipient of the income and their mailing address.
Box 13b Country code - The country of which the recipient claims residency under that country’s tax
Box 13e Recipient's U.S. TIN, if any - U.S. taxpayer identification number; will either be your US Social Security Number (SSN) or Individual Tax Identification Number (ITIN) or Employer Identification Number (EIN) or blank if no US tax identification number was provided to Virginia Tech
· Note: If no SSN or ITIN has been provided to Payroll, then this box will be blank. Foreign nationals who do not have a U.S. SSN or ITIN are subject to having their individual tax returns rejected by the IRS as well as being potentially subject to assessments by Virginia Tech for IRS penalties incurred on their behalf. Non-citizen individuals are strongly urged to apply for a U.S. SSN or ITIN and to report the number to the Payroll Office immediately upon receipt to avoid any tax complications or assessments.
Box 13f Recipient's Chapter 3 status code
15 – Corporation
16 - Individual
Box 13i Recipient's Foreign TIN, if any – Identification number used in the recipient’s country of residence for tax purposes
Box 13j LOB Code – Used if payment made for which a beneficial owner that is an entity (business) has claimed a reduced rate of withholding under an income tax treaty and has provided documentation that establishes the limitation on benefits (LOB) article under which the beneficial owner qualifies.
Box 13k Recipients Account Code – Identification number assigned by and for Virginia Tech purposes.
Box 13l Recipient's date of birth (YYYMMDD) – Used to report the recipient's date of birth (if the recipient is an individual) to the extent that such recipient has furnished documentation that provides a date of birth
Box 17a State income tax withheld - State income tax withheld from payments. Not applicable for Virginia Tech payments.
Box 17c Name of state – VA (Virginia)
What is a 1042-S?
· The Form 1042-S, Foreign Person’s U.S. Source Income Subject to Withholding, is a tax statement issued to non-resident aliens who receive reportable compensation from Virginia Tech. It is used to complete Federal and State tax returns. Virginia Tech makes one copy of the form available to the Internal Revenue Service (IRS), the Virginia Department of Taxation and the person or business that received the taxable income.
· For more information, please visit Understanding your 1042-S.
When will I receive my 1042-S from Virginia Tech?
· The 1042-S forms is required to be mailed no later than March 15th, as required by the Internal Revenue Service.
· However, Virginia Tech makes the 1042-S form available early, with the other Federal tax statements, no later than January 31st.
I haven’t received my 1042-S how can I request a form?
· If you have not received your VT W-2 or 1042-S by February 15th, you can:
o go to Hokie Spa and download your form(s) or
o you can send an e-mail to request a reissued statement to email@example.com - be sure to include:
- Your last name,
- Correct mailing address,
- Hokie ID number, and
- Year for which the form is needed (i.e. 2018).
· To ensure you receive your tax statements before January 1st verify your mailing address is correct in Hokie Spa - that is the address the forms will be mailed
Why can’t I access my 1042-S through Hokie Spa?
· Virginia Tech employees can obtain a 1042-S through Hokie Spa. If you were not an employee or paid through the payroll system you will receive a paper Form 1042-S mailed to the address provided on a Form W-8 or a completed Foreign National Data Form (FNDF).
Why do I have multiple 1042-S forms?
· You may receive more than one Form 1042-S depending on the income type in Box 1 or if tax treaty benefits were claimed.
How do I know if I should receive a Form 1042-S from Virginia Tech?
· You were a student/scholar who was employed by Virginia Tech and claimed exemption from tax withholding under a tax treaty
· You were a US non-resident for tax purposes (student or scholar) who received a taxable scholarship; fellowship or travel grant
· You were an US non-resident for tax purposes who received a non-employee services payment
How are the amounts on the 1042-S form calculated?
· The 1042-S will only report US earnings that are reportable to the US IRS and that may be subject to US tax withholding.
· The 1042-S reflects all US sourced payments that were made to you during the previous calendar year for each income type received.
· The form will include amounts you were paid during a calendar (tax) year – January 1st through December 31st. If you made earnings in December, 2019, which were not actually paid out to you until January 2020, the December earnings will not be reflected in the 1042-S for your 2019 earnings, but rather will be calculated in your 1042-S for your 2020 earnings.
· If you received taxable income from another US payor they would be responsible for preparing and sending you a Form 1042-S.
What do I do with the Form 1042?
· The Form 1042-will be used to complete Federal and Virginia State tax returns. A copy of the Form 1042-S may need to be attached to the taxes.
Why did I received 3 separate copies of the Form 1042-S?
· If you received a paper Form 1042-S you received three (3) copies. Each copy has a purpose:
o Copy C is filed with (attached to) the Federal tax return
o Copy D is filed with (attached to) the Virginia State tax return
o Copy B is your copy and should be kept with your tax records
· If you downloaded your 1042-S through Hokie Spa You may need to print out three copies, as noted above. The downloaded copies will not have a specific copy.
· The downloaded copies are acceptable to be sent to both the IRS and the Virginia Department of Taxation with your tax return.
Do I have to file a tax return?
· Under current Federal regulations even if you have income as small as $5 you are required to complete a Federal tax return.
· Under current Virginia State regulation if your filing status is single or married filing separately and have income less than $11.950 and had no Virginia taxes withheld you are not required to file a Virginia State tax return.
o If income is less than $11,950 and Virginia taxes were withheld a Virginia State tax return would be required to be file to obtain a refund of the taxes.
· Due dates – dates tax return has to be post marked:
o Federal = April 15th;
o Virginia State = May 1st;
o Other US States – verify with State Tax Authority – generally, April 15th
What if the address on the Form is incorrect?
· The address on the Form 1042-S is not required to match the address on the tax return. You should use your current valid mailing address on your tax returns, this is the address the tax authority will send correspondence, if needed.
· The Form 1042-S is prepared using the information provided to Virginia Tech via a Form W-8, a completed Foreign National Data Form (FNDF) or current information in Hokie Spa.
· You should provide the accurate address by providing an updated W8 form or updating the information in Hokie Spa.
I didn’t receive a Form 1042-S but my friend received one, do I need a Form 1042-S?
· A Form 1042-S will only be prepared if you received taxable non-job income or claimed tax treaty benefits.
· If you did not receive any type of income (i.e. taxable scholarship/fellowship; prize/award; self-employment, business income etc.) that is required to be reported on a Form 1042-S then one will not be prepared.
My tax status changed to Resident for tax purposes, will I still receive a Form 1042-S?
· The Form 1042-S is typically prepared for foreign persons in a US non-resident tax status receiving non-wage (job) payments.
· As a US tax resident the Form 1042-S would not typically be prepared for you, but there are some circumstances in which the 1042-S may appropriately be prepared, such as if you are still eligible to claim tax treaty benefits and have claimed them from your employer.
I just realized that I must file U.S. income tax returns for prior years. How many years back do I have to file?
· You must file a federal income tax return for any tax year in which your gross income is equal to or greater than the filing threshold personal exemption amount and standard deduction combined.
· If you are required to file a Federal tax return you may also be required to file a State tax return.
I did not keep my prior year 1042-S and need a copy, how do I request for Duplicate Form 1042-S?
· A duplicate form may be requested by submitting a Duplicate W-2/1042-S Request form via the Forms link on the Payroll website. There is a $5 fee for printing previous year’s forms.
· Please be aware that under Federal retention regulations tax records are not required to be maintained by your employer indefinitely and your 1042-S may not be available for duplication.
Should I keep paper copies of my 1042-S and for how long?
· It is advisable that you keep copies of your documents in a secure manner whether that be paper, or electronically. Once you leave Virginia Tech you may no longer have access to you records in Hokie Spa.
· Please be aware that under Federal retention regulations tax records are not required to be maintained by your employer indefinitely and your tax statements (W-2, 1042-S, 1098-T, 1099-MISC, etc.) may not be available for duplication. Please see link to IRS for personal record retention.