Tax Reminders and Resources
Whether it’s where to find tax documents or how to look up or change withholding allowances, below are commonly used resources you can refer to this year.
In addition to the following information, you may also review the overview of Annual Tax Form Distribution and the Cardinal at Work article describing the tax forms you may receive and where to learn more about each one.
Online W-2 Forms will be available in Axess by Monday, Jan. 15. Note the second pay period in December (Dec. 16–31) is not included in your 2023 W-2 form because it will be included in your first paycheck of 2024, on Friday, Jan. 5.
Under the Affordable Care Act (ACA), employers are required to report on Form W-2 the cost of coverage under an employer-sponsored group health plan. This item will be part of your 2023 W-2 Form, reported in Box 12DD. This amount is included for informational purposes only; it is not taxable.
- Current Employees:
- Online W-2 Forms will be available in Axess by Monday, Jan. 15, 2024. Visit Axess, select Employee Center, scroll down to the Taxes section, select View All W-2 Forms.
- Forms will be mailed by Wednesday, Jan. 31 to active employees who have not opted into online delivery using the address that was listed in StanfordYou as of Sunday, Dec. 31, 2023.
- Former Employees: W-2s are mailed to all former employees and retirees who worked at Stanford in 2023 using the address that was listed in StanfordYou as of Sunday, Dec. 31, 2023. To ensure W-2 Forms and other payroll information, benefits and checks are mailed to the correct address, former employees and retirees must contact their former supervisor or department HR administrator to update their mailing address in their personnel file. This will notify Payroll and their W-2 will be updated and mailed accordingly, as well as any other University mailings. To request a reprint once the address has been updated, retirees and former employees should contact the Financial Support Center for assistance.
Paychecks issued for the 12/31/23 pay period (payday Friday, Jan. 5, 2024) are the first for tax year 2024. Social Security and VDI taxes are withheld again for those employees who reached the maximum withholding in 2023. 2024 benefit deductions, including retirement contributions, also begin with this paycheck.
Note: Effective January 1, 2024, Senate Bill 951 removes the taxable wage limit and maximum withholdings for each employee subject to SDI and VDI contributions.
You may update your federal and/or state income tax withholding allowances at any time by clicking View/Edit Withholdings from the Employee Center in Axess.
Note: If you claimed exemption from federal and/or state income tax withholding for tax year 2023 and wish to continue for tax year 2024, you are required to file an updated W-4/DE-4 in Axess by Thursday, Feb. 15, 2024.
- New federal and state withholding tax rates are in place for 2024. Review the Fingate resource page for the tax rates in effect for 2024.
- See How To: Declare Federal and State Income Tax Withholding (W-4/DE-4) via Stanford Axess for step-by-step instructions. If you are unable to use Stanford Axess, you can use the Withholding Allowance paper form.
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 the form that payers must file for persons who are paid the following during the course of the year:
- At least $10 in royalties
- At least $600 or more in rents, prizes and awards, etc.
- Locate more info on annual tax forms including 1099s and the W-2 delivery schedule
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.
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 Friday, March 15, 2024.
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.
- Learn about the overview of Stanford Tax Forms.
- To ensure W-2 Forms and other payroll information, 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.