W-2 electronic consent

Central Washington University is required by the Internal Revenue Service (IRS) to furnish all employees with a Form W-2 for each calendar year worked. A W-2 form is used by employees to complete the annual tax return. 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.

The IRS has approved the use of electronic W-2 statements; as a result, the University is pleased to offer online availability of form W-2’s for viewing and printing. CWU employees may choose to receive their W-2 statements online through MyCWU, instead of paper copies being mailed.

Advantages of the electronic Form W-2 Wage and Tax Statement

  • Convenience- Access is available via MyCWU, the same easy-to-use, secure web site at which an employee can access his/her wage and general account information.
  • Timing - Earlier access to your W-2; you don’t have to wait for mail delivery of a paper form.
  • Secure – Significantly reduces thepossibility that the W-2 statement may be lost, stolen, damaged, or misplaced by theU.S. mail service or by the employee, once received.
  • Multiple Copies - Online format is accepted by the IRS. The electronic form displays in the same format as a printed copy. An employee can print as many copies as needed and mail with tax returns or keep for personal records.
  • Availability - Accessthe electronic Form W-2 Wage and Tax Statement from anywhere the employee has access to a computer. The Form W-2 will be available on MyCWU for at least 5 years after its posting date.
  • Once consent is given, it remains in force until you choose to change it.
  • Conservation – You are supporting cost savings for paper forms; printing, distribution, and postage.

Consent to Receive Form W-2 Wage and Tax Statement electronically

The IRSallows the use and distribution of Form W-2 Wage and Tax Statements in electronic form in lieu of paper forms. In order to do so, employees must consent to receive their Form W-2 Wage and Tax Statements in electronic format by completing the following steps:

  • Go to MyCWU Portal
  • Enter your CWU ID and Password. Click the Login button.
  • Under Main Menu, select Human Resources > Self Service Payroll and Compensation
  • Choose the W-2/W-2c Consent.
  • Read the Electronic W-2 Consent Statement, check the "Consent to receive W-2 electronically:" check box.
  • PLEASE READ ENTIRE DISCLOSURE NOTICE ON THE PAYROLL WEBSITE BEFORE CHECKING THE BOX AND CLICKING THE SUBMIT BUTTON.
  • Check the box.
  • Click the Submit button.

Notice

Please read this entire disclosure notice and follow the instructions to provide consent to receive all future W-2 statements in electronic format only. Providing consent also indicatesconsent to receive anyW-2c (corrected) statements electronically rather thana paper copy. Questions regarding this notice or your W-2 statement should be directed toPayroll Services.

  • An employee who consents to receiving his/her Form W-2 online will not receive a paper copy.
  • If an employee does not consent, he/she will continue to receive a paper copy of the W-2.
  • Thedeadline to provide consent to receive the electronic W-2 statementis January 20, 2015.
  • Employees providing consent by January 20, 2015 will be able to access the electronic version of the W-2 statement as soon as available but no later than January 31, 2015 (employees will be notified via email once the electronic version is available).Employees providing consentafter that date will receive a paper copy of the W-2 statementpostmarked no later thanJanuary 31, 2015; however, the consent will then be applicable for all future taxyearsunless one ofthe conditions in the next bullet point is met.
  • An employee's consent to receive his/her W-2 form online will be valid for all subsequent tax years unless consent is revoked by the employee.
  • Employees are required topromptly update any personal address, email addresses or status changes throughMyCWUor by contacting the HR or Payroll Servicesdirectly.
  • Terminated employees will continue to receive W2’s electronically until consent is withdrawn in MyCWU (please update email address in self-service prior to leaving employment in order to receive notifications of W2 availability.)
  • Terminated employeesare required tonotify their agency HR/payroll officesof any change in mailing address for W-2 statement purposesif consent withdrawn.
  • The hardware and software requirements needed to access the W-2 statement electronically include an internet connection, web browser, and Adobe Acrobat reader or similar PDF readersoftware.
  • Electronic W-2statements will be accessible throughMyCWU even after termination.
  • 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 email address the employee should contact their agency HR/payroll office for guidance. If there is any change in the electronic delivery process, employees will be notified immediately via email or written notice.
  • An employee who chooses to receive his/her W-2 statement electronically may withdraw consent at any time either electronically, via email, or in writing. The employee's withdrawal of consent will be effective on the date itis received.If consent is withdrawn, it will only be effective for those W-2 statements not yet issued.

For any additional questions, please contact Payroll Servicesat (509) 963-2221 or email .