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Annual tax document mailings: Employees need to verify addresses by Dec. 31

From: Human Resources and Payroll

As the year draws to a close, Payroll and the Commonwealth of Virginia are getting ready for the annual mailing of tax documents, including employee W2s, 1042S, and IRS 1095-C forms. All tax documents will be available electronically or will be mailed to home addresses of record by Jan. 31, 2024.

W2 forms can be accessed electronically through Hokie Spa or ADP. ADP will mail W2 forms based on the print status each employee indicates in the ADP system prior to W2 printing in mid-January. 1042S forms will be available electronically through HokieSpa for all applicable employees before the IRS deadline. Printed W2s and 1042S will be sent to employees’ current mailing addresses. The Virginia Department of Human Resource Management (DHRM) processes IRS Form 1095-C, which provides information regarding any employer-provided health insurance coverage or offers of coverage. DHRM is required to mail 1095-C to home addresses of record (mailing address in Banner as of Dec. 31).

All faculty and staff are encouraged to review all applicable address types and update as necessary by Sunday, Dec. 31. For questions about address updates, please contact the HR Service Center at 540-231-9331. For more information regarding year-end tax statements, visit the Payroll section on the Controller’s website. For specific W2 or 1042S questions, please email

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