NOTE TO ADMINISTRATORS: The attached W-2Forms are for calendar year 2016. If the employee is no longer assigned to your work location, please forward the W-2to their new work location or to their home address. If they cannot be located, please return all unclaimed W-2 Forms to the Payroll Department, Mail Code 9321-Room 614. W-2 Forms for employees that are terminated or on-leave will be mailed to the home address on record in the computer. W-2 Forms should be distributed as soon as possible. There is no need for the employee’s signature before releasing the document.

The brown envelopes which contained the forms MUST be returned to the originating departments (Payroll and Risk Management).

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IMPORTANT NOTE:THE FOLLOWING SECTION OF THIS DOCUMENT MUST BE

POSTED FOR ALL EMPLOYEES TO SEE.

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For any questions regarding the 1095 Form, you must call the Office of Risk and Benefits Management at (305) 995-1766.

NOTICE

W-2 forms are self-sealed.

For security purposes, you may NOT open anyone else’s W-2.

IMPORTANT: PLEASE OPEN YOUR W-2 VERY CAREFULLY BY REMOVING THE PERFORATED SIDE EDGES FIRST, AND THEN FOLLOW THE REMAINING INSTRUCTIONS PRINTED ON THE BACK!

PLEASE POST!! - 2016 W-2’s - FREQUENTLY ASKED QUESTIONS:

QUESTION:When can I request a 2016 W-2 reprint?

ANSWER:The option to request a 2016 W-2 reprint will be available after February 15, 2017, through“Employee Self Service” (see instructions on the back of this page).

QUESTION: The amount that shows as wages in Box 1 of the W-2 is not my salary.

ANSWER:Your salary is based on a fiscal year (July 1 - June 30); however, W-2 wages are based on a calendar year (January 1 - December 31).

QUESTION: The wages in Box 1 of the W-2 are different from the gross earnings on my check stub.

ANSWER:The gross wages on the check stub are all earnings accumulated during the calendar year. Wages in Box 1 on the W-2 show only those earnings that are subject to federal income tax; therefore, tax-free deductions, such as, Tax Shelter Annuities or 401(k) benefits, are not included.

DEFINITIONS:

W-2 BOX 12: A code (letter) and an amount may show in this box. The definition of the code is on the back of the W-2. The most common codes are:

E – Tax Shelter Annuity

D – 401(k)

C – Cost of Group Term Life Ins. over $50,000.00. This amount is includedin Box 1, 3, & 5.

G – 457

DD – FEDERAL MANDATE TO SHOW THE COST OF EMPLOYER-SPONSORED

HEALTH COVERAGE:

  • This amount includes both the employee paid and the District’s sponsored amounts.
  • This amount is not included in Boxes 1, 3, and 5 of the W2, with the followingexception:
  • For employees with taxable Domestic Partner Coverage; the portion of this amount that represents the cost to the District for the Domestic Partner will be added to Boxes 1, 3 and 5, and it will be identified in Box 14 as “HEALTH PRN”.

W-2 BOX 14: The following payments are taxable fringe benefits, and therefore, are included in Box 1 as taxable wages:

VEHIC USE: Cost of M-DCPS automobile.

CONTR: Cost of employment agreement benefits.

HEALTH PRN: Cost of health insurancefor domestic partner.

In Box 14, but not included in Box 1 (not taxable):

FRS: 3% Florida Retirement System Employee Contribution.

VISTA: Cost of “Pre-Tax” benefits, such as, Medical, Dental, Vision, etc.

BENCOR: Tax Advantage Plan for DROP Participants/Retirees.

REPLACEMENT OF 2016W-2 FORMS:

The option to request a 2016 W-2 reprint will be available AFTER February 15, 2017. This procedure can take up to one (1) week, therefore, plan accordingly.

Instructions To Request a 2016W-2 Reprint:

The procedure to request a duplicate W-2 is as follows:

  1. Log on to the District’s home page at
  2. Click on the “Employees” tab.
  3. Scroll down and click on the “Login to Employee Portal” bar.
  4. Enter your username (employee number) and password; then click on Login.
  5. Click on the “SAP ERP” tab.
  6. Click on the “Employee Self Service” tab.
  7. Click on “Payroll”.
  8. Click on “W2 Reprint”.
  9. Please select one of three options: Regular Mail, Interoffice Mail (School Mail) or Pick up at Payroll Department.
  10. Choose the radio button next to your selection.
  11. If you selected “Regular Mail”, click “Next Step” and your home address displays on the “Review and Send” screen. If the address is not correct, you must update the address by clicking “Personal Information”, before completing your request for a duplicate W2.
  12. If your home address is correct, click the “Send” button.
  13. A message will display: “The information was sent successfully.”
  14. If you selected “Interoffice Mail (School Mail)”, click “Next Step” and the cost center (work location number) of yourmain assignment will displayon the “Review and Send” screen..
  15. Review and click the “Send” button.
  16. A message will display: “The information was sent successfully.”
  17. If you selected “Pick up at Payroll Department”, click “Next Step”. Please note that only the employee for whom the W-2 Reprint is being requested can pick it up; and photo I.D. is required.
  18. Click the “Send” button and a message will display: “The information was sent successfully.” If you have selected this option, please contact the Payroll Department at (305) 995-1642 to confirm that the W-2 has been printed before you come to pick it up.
  19. W-2’s are normally available on Mondays.

For W-2’s prior to 2016, call 1-800-829-1040 and follow the automated prompts.