An employee is required to complete a Tax Document Request Form to request a replacement of a lost or misplaced W-2 form.
The replacement tax form will be available for pickup three business days from the time the request is received in the Corporate Payroll Services Office. Replacement W-2 forms will be mailed only to terminated employees. Active employees may pick up their W-2 forms at 705 Broad Street, Room 101 after 2:00pm on the third business day.
As a reminder, it is Duke University’s policy not to release any confidential information, which includes employee earnings and tax information, by phone, fax or email. The W-2 forms cannot be emailed or faxed and cannot be sent to a third party such as the employee’s accountant.
When can I expect to receive my 2007 W-2 form?
The 2007 W-2 forms will be distributed to Departmental Payroll Representatives by January 31, 2008. Biweekly employees will receive their W-2 forms from their department. W-2 forms for monthly employees will be delivered to the employee's departmental address (same process used for payroll check/voucher distribution). The 2007 W-2s will be mailed to terminated employees at their home addresses by January 31, 2008.
If my W-2 form has been lost or misplaced, how do I request a copy of my 2007 W-2 form?
In order to request a replacement W-2 form, complete the Corporate Payroll Services Tax Document Request Form and send this form along with a check or money order to the Corporate Payroll Services office located at 705 Broad Street, Box 90484, Durham, NC 27708-0484. There is a fee of $5.00 required to reproduce a 2007 W-2 form. The fee is $10.00 for 2006 W-2 forms and $15.00 for years prior to 2006.
Where do I get a copy of the Corporate Payroll Services Tax Document Request Form?
The form is located on the Corporate Payroll Services web page. Former employees should call the Corporate Payroll office at 919-684-2642 and request the form be faxed or emailed to them. If you do not have access to a computer, your Departmental Payroll Representative can provide you with a copy of the form.
Why am I being charged a fee?
The fee is being charged to cover the administrative costs of reproducing W-2 forms.
Can my replacement W-2 form be faxed to me? To a third party? Emailed? Sent to my accountant directly?
The forms cannot be emailed or faxed and cannot be sent to a third party including the employee's accountant. Replacement W-2 forms can be picked up at the Corporate Payroll Services office located at 705 Broad Street in Durham. Replacement W-2 forms will be mailed to the home addresses of terminated employees.
Can the replacement W-2 form be mailed immediately?
A replacement W-2 form is not available on demand. Once the Corporate Payroll Services Tax Document Request Form is received by the Corporate Payroll Services office, there is a processing time of 3 business days.
Can I request a replacement W-2 for my spouse who is a Duke employee?
A replacement W-2 form cannot be requested by a spouse, manager, Departmental Payroll Representative, or anyone other than the employee.
I am a former employee (terminated employee) who now lives out of town. Can my replacement W-2 form be picked up be a local friend or relative?
The replacement W-2 form has to be sent directly to the employee. The replacement W-2 form will be mailed to the employee's home address if the employee cannot pick it up at the Corporate Payroll Services office. Please note this procedure is specific to terminated employees only. Active employees will pick up their replacement forms at 705 Broad Street .
Can I get earnings and tax information over the phone if I haven't received my W-2 form yet?
In order to maintain compliance with privacy regulations, it is the policy of Duke University not to release any confidential information by phone, fax or email. This includes employee earnings and tax information.
If my name or social security number is wrong on my 2006 W-2 form; will I have to get a corrected form?
A corrected W-2 is not required. First, you will need to correct copies B, C, and 2 by crossing out the incorrect information and entering the correct information. Then contact Corporate Payroll Services so that our records can be corrected. Please refer to the section titled “Notice to Employee” on the back of the W-2 form. There is a subsection titled “Corrections” that will provide you with further information.
If I have terminated from Duke during 2007 and have relocated, how do I change my address for my 2007 tax form?
Contact the Corporate Payroll office at 919-684-2642. The staff will mail or fax a Personal Data Change form for you to complete.
| Location of Payroll Office: | Mailing Address: |
| Duke University Corporate Payroll Services 705 Broad Street Durham , NC 27705 |
Duke University Corporate Payroll Services Box 90484 Durham , NC 27708-0484 |