1042-S Forms for Income

Online W-2 Instructions:

1. Go to the State of Kansas Employee Self-Service website.

   

2. Log in:

   1. Employee ID - Your State of Kansas Employee ID begins with a capital letter, followed by 10 digits.  It can be found on the top of your paystub as SOKS ID.  The beginning letter must be capitalized when entered.  [Example: J0001234567]
      1. Access Your Paystub
      2. Due to a system glitch, SOKS IDs are missing from paystubs with check dates between 5/9/25 - 8/1/25.
   2. Password:
      1. If you are a first-time user, you can access a temporary password by signing in with your single sign-on on the Payroll SharePoint site and viewing Step 2b.
      2. If you are a returning user and do not remember your password, use the Forgot Your Password link under the sign-in button.
         1. This will ask a security question and give you a temporary password.
         2. It will then say your password is expired and prompt you to change it.
         3. Note: If you have not set up security questions in your profile, this option will not work.
      3. Reset Password: If the above options do not allow access, you will need to have your password reset.  KU cannot reset your password since it is a State of Kansas system. You must call the State of Kansas Help Desk.  You will need your SOKS ID for the call.  This is a quick and common call.

   State of Kansas Help Desk

   (785) 296-1900 Topeka

   1-866-999-3001 Toll-Free

   Hours: 8:00 am - 4:30 pm, Mon - Fri

    

3. My System Profile - Maintain Email, Password, and Secret Question & Answer
   1. Click on the My System Profile Box.
   2. Add a primary email account, email type, and email address.
      1. The email should be your own (not a Human Resources email).
      2. The email does not have to be your KU email.
   3. Click on Maintain Secret Question & Answer used for "Forgot Password" to set up a security question.
      1. Passwords expire every 30 days so setting up your profile is important.
   4. If this is already complete, you may skip to step 4.
   5. Enter a response and click OK.
   6. It will take you back to the General Profile Information page - click Save.
   7. Navigate back to the home page.

3. Click on the 1042-S: Consent, Forms box.
   1. Your consent status will show at the top of the page.
      1. If it shows you have consented to receive electronic forms, you may skip to step 5.
      2. This is also where you can withdraw your electronic consent.
   2. Read the consent.
   3. Click the checkbox to grant consent.

   4. Enter your password to verify your identity and click continue.

4. Click on View Form 1042-S on the menu on the left side.
   1. The current year 1042-S will show if you have one, or you can select the year you wish to view from the drop-down menu at the top of the page.
   2. Click on the View Form box in the Year End Form column to view your 1042-S.
      1. Forms open as a pdf file in a pop-up window.  If you have a pop-up blocker turned on, your browser should have an alert at the top to ask if you wish to allow the pop-up or you can turn off the pop-up blocker.

Helpful Hints:

• If you had to update your profile, log off, close the browser, then start again.
• Try using a different browser.  Safari has compatibility issues at times.
• Use a laptop/desktop rather than a mobile device.

Current year 1042-S forms will be mailed from The State of Kansas in March.

Your 1042-S will be mailed to the most recent mailing address on file with Human Resources at the time the State of Kansas pulls address information (typically the first of Dec). 

• If a mailing address is not available, the home address will be used.
• Update your address online through your HR/Pay account.
• If you are a student, you must update your address in both Enroll & Pay and HR/Pay.  These systems do not share information.

If you did not receive your W-2 and prefer not to access it online, you can submit a request via email to the Payroll Office at payroll@ku.edu. 

The following information is required in your email request:

• Full Legal Name
• Address (your W-2 will be mailed here)
• Last 4 digits of your social security number
• Year(s) of W-2 you are requesting

Your duplicate W-2 request will be processed within 2 weeks and sent through the regular postal mail.  If you need your W-2 quicker, please access it online.