University of Illinois System
Paying People

Form W-2, 1042-S, and 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.

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.

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.

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.

Learn how to provide electronic consent and access your forms electronically

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.

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.

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, these forms 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.

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.
  2. Select the Payroll category.
  3. Select the Employee or Department contacting UPB on behalf of an Employee category.
  4. Select the Tax service.
  5. Click the Request Service button.
  6. 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 W2, 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.
  2. Select the Payroll category.
  3. Select the Employee or Department contacting UPB on behalf of an Employee category.
  4. Select the Tax service.
  5. Click the Request Service button.
  6. Log in with your NetID.
  7. Complete the title, details, and tax category under Ticket Details.
  8. Submit the form. UPB will contact you.

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.