Tax Forms: 2018 W-2 Availability

Electronic 2018 W-2 Forms Will Be Available Online on My.Stetson.edu on Jan. 23, 2019.

Stetson University employees may elect to receive their W-2 statement online through the My.Stetson.edu. Stetson University is required by the IRS to furnish all employees with a Form W-2 for each calendar year. The Form W-2 details the employee’s compensation and tax withholding amounts for the year. In the past, employees have received paper copies of their Form W-2. Complete instructions for the Form W-2 are available on the IRS website at http://www.irs.gov/pub/irs-pdf/iw2w3.pdf.

NOTE: Electronic W-2s for 2018 will be available as of Jan. 23, 2019. For security reasons, we cannot fax or email W-2s. Paper W-2s will be available for pick up in the University Payroll Office with proper identification beginning Jan. 25, 2019, until Jan. 28, 2019, at 4 p.m. Afterward, they will be mailed via the U.S. Postal Service.

Benefits of Receiving Form W-2 Electronically

• Online delivery provides access to the W-2 statement earlier than the traditional mail process;

• Online delivery eliminates the chance that the W-2 statement will get lost, misdirected or delayed during delivery or misplaced after the employee receives it;

• Access is available at the same secure website at which an employee can access wage information. Employees can receive W-2 statements even while traveling or on assignment away from their home address;

• Employees can retrieve their W-2 statements at any time of day and on weekends;

• Employees can print multiple copies at their own convenience;

• Employees are contributing to cost savings (forms, printing and postage expense) for the university.

Disclosure Notices An employee who consents to receiving his/her W-2 Form electronically will not receive a paper copy of the W-2. If an employee does not consent, he/she will continue to receive a paper copy of the W-2. An employee who chooses to receive his/her W-2 form electronically can also receive a paper copy of the W-2 by completing the W-2 replacement form. To request the form, email payroll@stetson.edu. Request for a paper copy does not withdraw the employee’s consent for electronic delivery of future W-2 forms. An employee who chooses to receive his/her W-2 Form electronically can change his/her mind and withdraw consent to electronic delivery at any time. An employee’s withdrawal of consent will be effective on the date received (for 2018 W-2, the deadline is Friday, Jan. 18, 2019, by 4:30 p.m.). If consent is withdrawn, it will only be effective for those W-2 forms not yet issued. Consent may also be withdrawn by sending an email or in writing to the following: Stetson University Attn: Payroll Department 421 N. Woodland Blvd., Unit 8318, DeLand, FL 32723 386-822-7021 E-mail: payroll@stetson.edu

*Note: Consent cannot be withdrawn by fax or telephone. To withdraw consent through the mail, allow 5 days from the date of postmark for consent withdrawal to become effective.

Employees are also required to inform the HR Department promptly of any personal address or status changes.

Employees will promptly be notified if any Payroll Department contact information changes.

Access to your electronic W-2 Form ceases upon termination of employment. Payroll will mail Form W-2 to the address on record of these employees who separate from the university.

Active employees can access their electronic W-2 Form each year.

All employees should be aware that the W-2 Form, even when provided electronically, should be attached to their annual tax return, usually the Form 1040. If the W-2 is provided electronically, the employee should print enough W-2 copies and attach them to his/her respective tax return documents.

The My.Stetson.edu website, and the employee’s W-2, may be accessed by any computer that provides login access to employees.

Electronic W-2 forms, beginning with the year of hire, will be available through My.Stetson.edu for printing/reprinting purposes.

W-2 correction (only if needed): If your original W-2 was issued electronically or paper:  A corrected W-2 Form (W-2C) will be sent to you through U.S. Mail.

How to Consent/Access Your W-2 Form

The process for requesting the electronic version is quick and easy. Just follow these steps:

Consent:

• Log on to Banner Web for Employee Self-Service

• Select Employee;

• Select Tax Forms;

• Select the Electronic W-2 Consent option;

• Read the W-2 Agreement;

• Check the Consent to Receive W-2 Electronically box;

• Click on the Submit button.

• You will receive an email confirmation to your preferred campus email address indicating you have consented to receive your W-2 form electronically.

The process to view and print the electronic version is simple. Just follow these steps:

Access and Print Electronic W-2:

• Log on to Banner Web for Employee Self-Service 

• Select Employee;

• Select Tax Forms;

• Select W-2 Wage and Tax Statement;

• Select the appropriate year you would like to view (2018);

• Employer or Institution will default to Stetson University.

• Click on the Display button. Do not submit this copy with your returns.*

• Click the “Printable W-2” button – a print preview of the W-2 form is displayed.

* To print a copy of the IRS formatted W-2, click on the Print button on the bottom left side of your screen. This will display your W-2 in the official IRS format. Print this form using your usual print process to be submitted to the IRS with your tax return.

IMPORTANT REMINDER: These documents contain your Social Security number, which you will want to protect to help prevent identity theft. Employees are advised to NOT leave their computer screen unattended when viewing W-2 forms. Also, be sure to retrieve the printed copy promptly if routed to a network printer shared by others.

For additional information, contact the Payroll Office at payroll@stetson.edu or (386) 822-7703.