|
The W-2 form reports taxable earnings paid to employees between January 1 and December 31 of each calendar year. Taxable earnings are gross payments minus tax deferrals such as pension plans, pre-tax parking, employee paid health, and DepCare. The annual gross payment is not on the W-2 form. December earnings paid in January of following year will be reflected on the W-2 form for the following year. Distribution of W-2 form: The W-2 form is issued once a year and is distributed by Payroll Services. There are two methods of distribution from which you may choose: - On-line distribution - the W-2 form is available on At Your Service On-line by the third week of January.
- Paper copy distribution - the W-2 form is mailed out by January 31 of each year to the address of record as of the middle of January. Undeliverable W-2 forms may not be forwarded by the United States Postal Service; they are usually returned to Payroll Services.
Common questions regarding the W-2 form: | How soon can I get my W-2 form? | | On-Line W2 Form - If you opted for on-line distribution, you will receive an email notification when the W-2 form is available usually by the end of the third week of January. Paper Copy of W-2 Form - The W-2 form is sent by mail to your permanent address in the Employee Data Base (EDB) by January 31. The receipt of the W-2 form is dependent on the US Postal service and, if applicable, international postal service as well as the accuracy of the address in the EDB. |
Back to Top | How do I opt for the On-line W-2 form? | | Currently, this feature is temporarily unavailable. In the future, you may opt for the on-line W-2 form at At Your Service On-line. | | Is the On-line W-2 form available for separated employees? | | Yes, however, there is a time limit. Separated employees may access At Your Service On-line until June of the year after separation. | | How can I get a copy of my W-2 form? | | The W-2 form for 2005 and subsequent years is available via At Your Service On-line. If you did not elect online distribution of the W-2 form you will not have access to the W-2 form for the previous year until February. Copies of W-2 forms for years prior to 2005 are not available online. Employees separated for more than a year may not have access to At Your Service On-line and may request a paper copy from Payroll Services. If the W-2 form is not available via At Your Service On-line, a paper copy of the W-2 form may be requested online by submitting a Duplicate W-2 Request Form to Payroll Services (see link under Related Information). |
Back to Top | What should I do if the Social Security number, name or address is wrong on my W-2 form? | | The Social Security number and the name on the W-2 form must match the Social Security number and name on the your Social Security card. If they do, then the W-2 is correct. If they do not, the W-2 form is incorrect and you need a W-2C (corrected W-2). To obtain a W-2C, send a copy of your Social Security card, the incorrect W-2 form, and a note requesting a W-2C to Payroll Services. Note: A W-2C is not required for a change in address. If the address is wrong on the W-2 form you can either correct it by using At Your Service On-line or by asking your department to process the change in the Personnel/Payroll system. | | Why do the amounts on my W-2 form differ from my last earnings statement/check stub year-to-date information? | | Although the earnings statement/check stub is issued with your last check for the year, Payroll Services has time prior to issuing the W-2 form to make earnings adjustments. These adjustments may include overpayments, hand-drawns, rush checks and other income transactions, which may be viewed via At Your Service On-line. | | Is work-study included on the W-2 form? | | Yes, work-study is reportable income. |
Back to Top | Is my fellowship/scholarship stipend included on the W-2 form? | | No, fellowship/scholarship is not considered income for services rendered (employment) and is not included in the W-2 form. | | Is the amount in box 12 included in box 1? | | No, the amount in box 12 (for which an explanation is provided on the back of the W-2 form) is not included in box 1; box 1 is total taxable income. | | Is the amount in box 14 included in box 1? | | Only the amount in box 14, which is other income, indicated as "Other Income Included in Box 1" is included in box 1. | | Can I get blank tax return forms from Payroll Services? | | No, Payroll Services does not provide tax return forms. However, information can be obtained from the Franchise Tax Board web site for California reporting or the Internal Revenue Service web site for federal reporting. |
Back to Top
|
