Online W-2 Information

The University of Virginia is required by the Internal Revenue Service (IRS) to provide each employee with a W-2 form that states the employee’s compensation and tax withholding amounts for the calendar year on or before January 31st of the following year. Previously we provided paper copies of W-2s.

In 2004 the IRS approved the use of electronic W-2 statements. Instead of paper copies, employees may choose to access their W-2 statement electronically through Employee Self-Service.

The benefits of receiving an online W-2 form are:

  • Earlier access
  • Once received electronically, significantly less possibility that the W-2 may be lost or stolen
  • Access is possible electronically if the employee is away from his/her usual home or work location
  • It's better for the environment, using less paper

Employers must comply with specific IRS regulations to use electronic W-2s and employees must provide their consent to receive an electronic W-2 instead of a paper copy. This notice contains the required IRS disclosure information and instructions for you to consent to receiving your W-2 electronically instead of a paper copy. If you have any questions regarding this notice or your W-2 Statement, contact University Human Resources at 434.982.0123.

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.

As required by the IRS, this consent must be made electronically in a manner that reasonably demonstrates that the employee can access the W-2 in the electronic format in which it will be provided. As an alternative, the consent may be made via e-mail or via a paper authorization if it is confirmed electronically in a manner that demonstrates the employee’s ability to access the electronic statement.

To assure compliance with this requirement, employees who wish to receive their W-2 electronically, must either opt out of receiving paper W-2s through Employee Self-Service:

  1. Click on the “SSTL” button on the HR home page (even if you don’t use a timesheet, this will get you to Employee Self-Service)
  2. Log in using your computing ID and your SSTL (Integrated System) password
  3. Choose UVA Employee Self-Service
  4. Choose Personal Information
  5. Click "Update" under Basic Details
  6. Click "Next"
  7. Click "Next" again
  8. Click “Update” under Self Service Preference for Person
  9. Choose “No” from the drop-down menu next to “Paper”
  10. Click “Apply”
  11. Click “Next”
  12. Click “Submit”

You will see a confirmation that states “Your changes have been applied.”

OR

By contacting University Human Resources via email at AskHR@virginia.edu and including the following statement: Please accept this email as my authorization for the University of Virginia to provide my W-2 electronically. I give my consent to no longer receive a paper W-2.

An employee who chooses to receive his/her W-2 form electronically may withdraw consent. The employee’s withdrawal of consent will be effective on the date it is received and the Payroll Department will confirm in writing, or by email, the effective date of the consent withdrawal. If consent is withdrawn, it will only be effective for those W-2 statements not yet issued.

To withdraw your consent, you can send a written notice to:

University Human Resources
HR Service Center
914 Emmet Street
Charlottesville, VA 22904

An employee’s written request to receive a paper copy will be considered a withdrawal of consent for electronic delivery.

If an employee consents to electronic W-2 delivery and the delivery is unable to be made due to a technical problem, incorrect login or password, or incorrect e-mail address, the employee will receive a paper copy. If there is any change in how to receive electronic delivery, employees will be notified immediately via e-mail or written notice. Employees are also required to inform University Human Resources promptly of any personal address or status changes through Employee Self-Service or by sending an email to AskHR@virginia.edu.

Electronic W-2 statements are accessible going back to 2002.