Tax Forms & Instructions
W-2
Each year, employees receive a Form W-2 that provides details of the prior year’s earnings, taxes withheld, and other miscellaneous data (such as the taxable cost of group term life insurance, the cost of employer-sponsored health coverage, and contributions to retirement or tax-deferred savings plans).
W-4 & VA-4
New employees must complete both Form W-4 (Employee’s Withholding Allowance Certificate) and Form VA-4 (Employee’s Virginia Income Tax Withholding Exemption Certificate) online using Employee Self-Service (ESS).
If no form or systems update is received, Payroll, following IRS guidelines, must withhold taxes at the default rate of single with zero exemptions – the highest withholding rate. New staff and faculty will be given these forms to complete during their Benefits Orientation Meeting.
Form W-4 InstructionsForm VA-4 Instructions
Additional Tools
Use the IRS Tax Withholding Estimator to estimate for the year ahead to determine how to complete Form W-4 or W-4P so you don’t have too much or too little federal income tax withheld.
1042-S
Employees and/or students who are foreign nationals will receive a Form 1042-S. A Form 1042-S is a year-end federal tax document given to a non-resident alien who received wages exempt from federal and state tax withholding by a tax treaty and/or received a non-qualified taxable scholarship. In certain instances, foreign nationals may receive a W-2 Form and Form 1042-S for the same tax year.
1095-C
IRS Form 1095-C Employer-Provided Health Insurance Offer and Coverage is generated by the Virginia Department of Human Resource Management (DHRM) for W&M and VIMS. This form provides essential information about your health insurance coverage.
We recommend referring to the official IRS website for any questions or clarifications regarding the IRS Form 1095-C for comprehensive information and guidance. If you have specific inquiries about your form, please feel free to reach out to DHRM. For other questions related to your benefits, please contact University Human Resources at [[askHR]].
1099
The Payroll Department does not handle Form 1099. Please contact Accounts Payable for all 1099-related questions and concerns.
