This article provides current and former employees of the university with a summary of tax reminders and resources in time for tax season, including how to access and update W‑2s in Axess, locate pay statements, along with any new tax year considerations and related support resources.
Stanford Easy Pay
On March 31, 2025, Stanford introduced the new Stanford Easy Pay payment method, utilizing the third-party vendor Candex to process honoraria payments and visitor reimbursements. As a result of this transition, payees who received honoraria both before and after this date may receive separate 592-B, 1042-S, and/or 1099-NEC forms for the 2025 tax year:
- One issued by Stanford for payments made between January 1 and March 30, and
- One issued by Candex for payments made on or after March 31.
For questions regarding 1099-NEC forms issued by Candex for honoraria payments processed through Stanford Easy Pay, please contact Candex Support at @email.
New tax break for overtime pay
For 2025-2028, if an employee earns overtime that’s required by federal law (time-and-a-half), they may deduct the overtime “premium” or the half portion of time-and-a-half which is the extra over their regular rate, from their federal taxable income. Reported overtime can be identified from the pay statement. Up to $12,500 can be deducted per person per year ($25,000 if filing jointly).
To determine the overtime premium amount that you can potentially deduct, download your pay statements for the 2025 tax year (pay periods 12/31/24 - 12/15/24). On each pay statement locate the current hours, if any, for the earnings types below:
- Day Hours Overtime
- Day Hours Double Overtime
- Swing Hours Overtime
- Swing Hours DOT
- Owl Overtime
- Owl Double Time
Multiply your hourly rate applicable for that pay period by .5 to arrive at the deductible overtime premium amount. Multiple that number by the number of hours worked for each earnings category above.
Former employees who no longer have access to Axess may submit a support request to Payroll to request a copy of a pay statement. Visit IRS.gov for more information. For personal tax advice on eligibility and itemization, consult a tax professional.
Key dates
- First 2026 payday: Wednesday, Jan. 7, 2026
- Online W-2s in Axess: Available Thursday, Jan. 15, 2026
- Mailed W-2s: Sent by Monday, Feb. 2, 2026
December pay period timing
The December 16–31 pay period is paid on Wednesday, Jan. 7, 2026. Because it is paid in 2026, it will be reported on your 2026 W-2, not your 2025 W-2.
ACA reporting on your W-2
- The Affordable Care Act (ACA) requires employers to report the cost of employer-sponsored health coverage.
- This amount appears on the 2025 W-2 in Box 12, code DD.
- It is for information only and is not taxable.
- For more details about your health coverage, refer to your Form 1095-C.
W-2 distribution
Current employees
View and download your W-2 in Axess by Jan. 15:
- Sign in to Axess.
- Select Employee Center.
- Scroll to the Taxes section.
- Select View All W-2 Forms.
If you did not opt in to online delivery, a paper W-2 will also be mailed by Monday Feb. 2, 2026, to the mailing address on file with the university as of Wednesday, Dec. 31, 2025.
Former employees and retirees
- A paper W-2 will be mailed to all former employees and retirees who worked at Stanford in 2025, using the mailing address listed on file with the university as of Wednesday, Dec. 31, 2025.
- To update your mailing address, contact your former supervisor or department HR administrator so your personnel record is updated. This updates Payroll and other university mailings.
- After your address is updated, request a W-2 reprint from the Financial Support Center if needed.
Resources:
- Review Topic Overview: Stanford W-2 statements
- How to update address for W-2s and checks
- For more information on W-2s, please refer to Your Benefits and W-2 Statement
Form 1099-NEC, Nonemployee Compensation, is a form that payers must file for nonemployees to report nonemployee compensation of at least $600 for services performed during the course of the year.
Form 1099-MISC, Miscellaneous Information, is a form that payers must file for persons who are paid the following for Stanford-issued or Easy Pay payments during the course of the year.
- At least $10 in royalties
- At least $600 or more in prizes and awards, rents, etc.
Form 592-B, Resident and Nonresident Withholding Tax Statement, is a form that payers must file for persons who received a payment with California state tax withholding. Items of income that are subject to withholding include but are not limited to payments to independent contractors, recipients of rents, endorsement income, or royalties.
For instructions on the Form 592-B, please refer to the Franchise Tax Board.
The Form 1042-S is to report the tax withheld under chapter 3 on certain income of foreign persons, including nonresident aliens, foreign partnerships, foreign corporations, foreign estates, and foreign trusts. 1042-S tax forms are mailed by Monday, March 16, 2026.
Submit a support request for a duplicate Form 1042.
As part of the Affordable Care Act employer mandate, Stanford is required to notify eligible employees and the IRS of available medical coverage. This notification is called the IRS Form 1095.
Resources:
- Read Frequently Asked Questions on Cardinal at Work about the Form 1095.
- For questions about ACA, including the ACA 1095 Portal, ACA-eligibility and the ACA Plan, contact the University HR Service Team online or call 877-905-2985 or 650-736-2985.
Payday and tax year timing
- The paycheck for the Dec. 31, 2025 pay period will be paid on Wednesday, Jan. 7, 2026.
- Because this paycheck is issued in 2026, it counts toward the 2026 tax year.
Withholding and deductions that restart in 2026
- Social Security tax will begin again in 2026, even if you reached the 2025 maximum.
- 2026 benefit deductions, including retirement contributions, will begin with the Jan. 7 paycheck.
Update your withholding in Axess
You can update your federal or state income tax withholding at any time:
- Sign in to Axess.
- Go to Employee Center.
- Select View/Edit Withholdings.
Exempt status renewal deadline
- If you claimed exemption from federal or state income tax withholding for tax year 2025 and want to continue for tax year 2026, submit new forms in Axess by Monday Feb. 16, 2026.
- File Form W-4 (federal) and Form DE-4 (California), as applicable.
Resources:
- New federal and state withholding tax rates are in place for 2026.
- See How To: Declare Federal and State Income Tax Withholding (W-4/DE-4) in Axess.
- Find the delivery schedule for 1099s, W-2s, and other annual tax forms.
- To ensure payroll and tax documents, benefits, and checks are mailed to the correct address, you can update your address.
- For questions about the 1099 or other tax documents, please refer to the IRS website.
- For assistance, please submit a support request.