Electronic W-2s will be available to employees in Workday (via self-service) no later than January 31 for the previous calendar year. For example, W-2s for 2024 will be available in Workday no later than January 31, 2025. Paper copies will be mailed no later than January 31. 

To view and print your 2024 W-2, sign on to Workday at workday.american.edu:

1. Select Benefits and Pay.
2. Select Pay
3. Select Tax  
4. On the Payroll Hub – Worker Tax Information Page, under All Tax Documents you will see your available W-2 forms by year.
5. Under Employee Copy click on View/Print

Once you have selected the View/Print option, your W-2 will be generated in the system. You may be prompted with an alert saying “Your request is being processed.”  You can choose to await the document or select “Notify Me Later.”  The Notify Me Later option will result in a link being sent to your notifications icon (i.e., the small bell at the upper right-hand corner of the Workday screen). The document will be downloadable from the hyperlink.

If you have questions, please contact hrpayrollhelp@american.edu.

The Internal Revenue Service requires all W-2 tax forms to be mailed to employees (or available electronically) by January 31. Electronic copies for any wages paid January 1, 2024 or later will be available in Workday by January 31.  If you did not opt out of a paper copy, it will be mailed to you before the end of January. If you require additional assistance, please contact the Payroll Office at hrpayrollhelp@american.edu. 

Workday makes all W-2s available as both electronic and paper copy (to be mailed) by default. 

You may opt out of a printed copy by using the  W-2 Print Opt Out job aid. Unless you opted out of a paper form by the end of December, you will receive a paper copy mailed to your home address by the end of January.  

You can access an electronic W-2 in Workday for wages paid on or after January 1, 2024:

1. Click on the left-hand navigation MENU.
2. Select Benefits and Pay.
3. Select Pay
4. Select Tax  
5. On the Payroll Hub – Worker Tax Information Page, under All Tax Documents you will see your available W-2 forms by year.
6. Under Employee Copy click on View/Print

Once you have selected the View/Print option, your W-2 will be generated in the system. You may be prompted with an alert saying “Your request is being processed.”  You can choose to await the document or select “Notify Me Later.”  The Notify Me Later option will result in a link being sent to your notifications icon. The document will be downloadable from the hyperlink.

If you had elected to receive an electronic W-2 for wages paid in 2023 and earlier, you can access electronic W-2s in Eagle Service:

1. Log in to myAU portal. 
2. Go to Personalized Links and click “Work@AU.”
3. Click on “W-2 Statements” and log into Eagle Service.

If you have not opted in to receive an electronic W-2, please contact the Payroll Office at 202-885-3520 or hrpayroll@american.edu for further assistance.

• Box 10 reports the amount of money deducted for Dependent Care (child or elder) benefits.
• Box 12 Code C – Taxable cost of employer paid Group Term Life for coverage over $50,000
• Box 12 Code E – Employee elected deferrals under a 403(b) plan (Employer Match not reported on W-2).
• Box 12 Code G – Employee elected deferrals under a 457(b) plan.
• Box 12 Code BB – Employee elected post tax deferrals under a Roth 403(b) plan (Employer Match not reported)
• Box 12 Code DD – Cost of Employer provided Medical/Health Coverage (Employee deductions + Employer paid).

An explanation for all codes is listed on the last page of your Form W-2.

For more information please contact payroll@american.edu. 

If you received a graduate financial aid award that has a learning/work requirement, the learning/work component is taxable income and reported on your W-2.

Please contact the Payroll Office at 202-885-3520 or email us at hrpayrollhelp@american.edu. We will complete an inquiry form and do the necessary research for you.  A payroll specialist will get back to you with answers.

Adjunct faculty and staff who are paid through nextSource will receive a W-2 from nextSource.  For employees who transitioned from American University to nextSource mid-calendar year, W-2s will be issued by both American University (for any wages paid through the university) and nextSource.

The taxable portion of your work/learning component and tax amount withheld is reported on your W-2. You are referring to the remaining scholarship fund amount that has no work/learning component. It will be reported on a Form 1042-S along with the 14% tax that was withheld. According to IRS rules, we are required to send Form 1042-S to the individuals by March 15th although we make every effort to provide this form to you earlier. Please make sure that you use both Form W-2 and Form 1042-S for your U.S. tax return.

Yes. Each individual may have a different situation. Please call a Foreign National Specialist in the Payroll Office if you have further questions.

If you need a copy of your W-2 for 2023 or any year before 2024, these documents are not available in Workday.  If you had elected to receive your forms electronically before December 2023, you can access them through Eagle Service self-service.

To access electronic W-2s in Eagle Service for wages paid in 2023 and earlier online:

1. Login to myAU portal. 
2. Go to Personalized Links and click “Work@AU.”
3. Click on “W-2 Statements” and log into Eagle Service.

Electronic W-2s are only available in Eagle Service for current employees.

If you did not elect to receive an electronic copy of your W-2 form in Eagle Service for years 2023 and prior, or you are no longer an employee or student at AU, you will need to send a request to hrpayrollhelp@american.edu to request a copy of your W-2.

Employees who are currently receiving both electronic and paper copies of their Year End Tax Documents will receive the paper copy mailed to the Home (Primary) Address listed under your Home Contact Information on Workday.  To confirm the mailing address for your documents please follow the steps below:

To review your mailing address, sign on to Workday at workday.american.edu:

1. Click on the left-hand navigation MENU.
2. Click on Personal Information
3. Under “View” click on Addresses
4. Under Home Contact Information you will see the address listed as Home (Primary), this is the address your tax documents will be mailed to.

If you have questions, please contact hrpayrollhelp@american.edu.

Workday uses the work and home addresses in the employee’s profile to determine which state(s) to use for taxation.  If the incorrect state is listed on your W-2: 

1. Confirm that the home address in Workday is correct.  For instructions, please see the Change Home Contact and Personal Information job aid for instructions.
2. Review your tax elections to confirm that they are correct.  If you live in Maryland or Virginia and taxes for both DC and your home state were withheld, you need to complete a DC form D-4A, Certificate of Nonresidence.  See the Update State and Local Withholding Elections section of the Manage Tax Withholdings job aid for more instructions.

Your W-2 form may show DC taxes paid for a few common reasons.

• Work State: If you work in DC, AU is required to withhold DC income tax, as well as the Resident state tax. 
• Home State: American University is required to withhold tax on the employee’s Resident state. 

If you live in Maryland or Virginia residents, you may submit the DC form D-4A to have only your Resident state tax withheld.  Please see the Update State and Local Withholding Elections section of the Manage Tax Withholdings job aid for more information.

The 2024 W-2 includes wages from all positions worked at American University.

 American University has partnered with ADP to provide the printed versions of employees 2024 W-2 forms.