Online W-2 Information
The University of Virginia is required by federal law to provide each employee with a Form W-2 (Wage and Tax Statement) that states the employee’s compensation and tax withholding amounts for the calendar year, on or before January 31st of the following year. University employees may choose to access their W-2 statement electronically through Employee Self-Service (preferred) or receive a paper copy mailed to the home address on file.
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 from any location with Internet availability
- Environmental impact
Employers must comply with specific Internal Revenue Service (IRS) regulations (26 CFR 31.6051-1) to issue 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 Statement and Instructions for you to consent to accessing your W-2 electronically instead of receiving a paper copy.
Consent Generally: If an employee does not consent to receive an electronic version of the W-2 form, he or she will continue to be furnished a paper W-2 form. (The “default” position is for employees to receive paper W-2 forms via U.S. mail)
Scope and Duration of Consent: An employee’s consent to receive a W-2 form in electronic format is effective only for all future tax years until consent is withdrawn. University Payroll will notify employees each year when the W-2 Forms are available for access online.
Procedure for Obtaining Paper W-2s After Consent Given: After giving consent, an employee may still request a paper Form W-2 by contacting University Payroll in writing (either by email to firstname.lastname@example.org or by U.S. mail to 914 Emmet Street, Charlottesville, Virginia 22904.) The request for a paper Form W-2 will not terminate consent to receive W-2 Forms electronically in the future.
Withdrawal of Consent: An employee may withdraw his or her consent at any time. Consent withdrawn by employees is effective for those W-2s not yet issued only, and does not apply to previously issued Forms W-2. To withdraw your consent, you may change your selection in Employee Self-Service to receive a paper copy or send a request to email@example.com.
Terminated Employees: The University will provide access to Form W-2 electronically to employees who have terminated from University employment and who have previously opted to access their W-2 electronically. Employees separating from the University who prefer to receive a paper W-2 should follow the instructions for withdrawing consent (above).
Updating Information: It is an employee’s responsibility to notify University Payroll of any changes to contact information such as name or address changes. It is the University Payroll Department’s responsibility to notify employees of changes to the University’s contact information.
Hardware and Software Requirements: The hardware and software requirements needed to access, print and retain Form W-2 electronically include an internet connection, web browser, and Adobe Acrobat Reader.
Inaccessible W-2s or Technical Problems: If an employee consents to accessing an electronic W-2 and is unable to do so due to a technical problem, incorrect login or password, or incorrect e-mail address, the employee may request a paper copy.
Instructions for Opting Out of Paper W-2s (Through Employee Self-Service)
- 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)
- Log in using your computing ID and your SSTL (Integrated System) password
- Choose UVA Employee Self-Service
- Choose Personal Information
- Click “Update” under Basic Details
- Click “Next”
- Click “Next” again
- Click “Update” under Self Service Preference for Person
- Choose “No” from the drop-down menu next to “Paper”
- Click “Apply”
- Click “Next”
- Click “Submit”
You will see a confirmation that states “Your changes have been applied.”
Employees may also opt out of receiving paper W-2s by contacting University Payroll via email at firstname.lastname@example.org and including the following statement: “Please accept this email as consent for the University of Virginia to provide my W-2 electronically. I acknowledge and understand that I will no longer receive a paper W-2.”