IMPORTANT | Election of W2 Delivery Options – Electronic or Paper

From Delene Bryant in Payroll:

For all employees,

Shoreline Community College is required by the Internal Revenue Service (IRS) to furnish all employees a Form W-2 Wage and Tax Statement each calendar year to be used in completing the employee’s annual tax returns. The Form W-2 Tax Statement details the employee’s wages, tax withholding and other important payroll information for the calendar year. Instead of paper copies, employees may consent to receive their Form W-2 electronically.

Benefits of the electronic Form W-2

  • Earlier access to the Form W-2 than paper copies.
  • No possibility Form W-2 might be lost, stolen, delayed or misplaced by the USPS.
  • The Form W-2 is accessed via Self Service using the employee’s Empl ID and Password.
  • Worldwide access from any Internet connection.
  • The employee has the option to print multiple copies at their convenience.
  • Once consent is given, it remains in force. No annual renewal is required.
  • Employee Form W-2 will be available in Self Service for the last 3 years.
  • Cost savings for the College by eliminating printing and mailing costs.

Employees must log into Self Service (Employee Self Service > Payroll > W-2/W-2c > W-2/W-2c Consent) and consent to receive an electronic copy of their W-2 form by December 31st. The steps can be found in the following Quick Reference Guide: 9.2 ESS W-2/W-2c Electronic Consent (Fluid)

Want a paper W-2; If an employee opts out of the W-2 consent (default), it is their responsibility to ensure the mailing address on file is correct. Paper Form W-2 will be postmarked no later than January 31st. Once the Form W-2 has been placed in the mail, it is out of our control as to where and when it gets delivered.

All employees have access to check and update their address via self-service: HCM Employee Self Service > Personal Details Tile > Addresses

The system will use Mailing Address type for W-2 Forms and if that is not available, it will use Home Address. Any other address type will cause errors and W-2 Form will not be produced.

Please let me know if you have any questions,

Delene Bryant
Payroll Manager
HR & Employee Relations

Leave a Reply

Fill in your details below or click an icon to log in: Logo

You are commenting using your account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s

%d bloggers like this: