W-2 Procedures
Download
a Request for W2 Reissue Form
W-2’s will be sent out by the deadline
of January 31, and sooner if possible. They are sent
to the mailing address, which in many cases is the permanent
address in the case of students. In order to give sufficient
time for mail to reach the recipient or to be forwarded
if a move has occurred we are establishing the policy
that no replacement W-2 will be reprinted until the
15th of February. At this time there will be no charge
for a reprinted copy. Replacement requests will be held
throughout each day and be printed during the last one-half
hour of the day. This will insure a maximum 24-hour
turn around time. We will not be faxing any forms or
sending them through campus mail. They must be either
mailed first class or picked up in our office.
A form has been developed for the purpose of requesting
a replacement of the W-2 form. It is entitled “Reissue
Request for a Wage and Tax Statement (Form W-2).”
This form will be available in our office or on the
web under Payroll Forms. This form should be filled
out and either sent or faxed to Payroll in order to
request a reissued W-2 form. These forms will be kept
on file for a few months to track the number of forms
that have been reissued. An emailed or phoned in request
will no longer be sufficient for requesting a replacement
Form W-2. Once the Reissue Request is received (February
15th or later) the replacement W-2 will be printed and
available for mail or pick up within a 24-hour period
as mentioned above.
W-2 forms that are returned to us as undeliverable
are routed through Human Resources to check for address
updates and employee status. They will correct addresses
in the system if the return address sticker is on the
envelope. An HR representative will then initial the
envelope to show that it has been reviewed and return
the verified W-2’s to Payroll within two days.
Payroll will try to locate the person and re-send the
W-2. Payroll will give any new address information they
obtain to HR to update in the system. Unclaimed W-2’s
will be returned to HR for filing after 60 days and
need to be kept for 5 years.
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