Self Service Instructions: W-2 Information

Self Service W-2 Information

Contents Introduction ................................................................................................................................................ 1 Access W-2 Form Information..................................................................................................................... 1 Printing a W-2 Form While Using Screen Reader Mode ............................................................................ 3 To Exit ......................................................................................................................................................... 4 Problems and Solutions............................................................................................................................... 5

Introduction The W-2 Form is available by signing into the Self Service Portal. Here you will find the option to view and print your W-2 Form.

There are several significant advantages to W-2 Forms in Self Service: ? You can obtain new W-2 Form information the first day it becomes available ? You can obtain historical W-2 Form information ? You can print W-2 Forms ? You can access W-2 Form information from any PC connected to the Internet ? at work, at home or while traveling ? Your W-2 Form will not be delayed or lost in the mail

These instructions are intended for use at the time you are accessing your W-2 Form.

Access W-2 Form Information To access W-2 Form, take the following steps.

TIP! Do not use the back and forward buttons on your browser; this could result in losing data you entered. Navigate using the Menu.

Steps to Access W-2 Form Action 1. Access the Self Service Portal: .

2. Sign in with the same user ID and password that you use to view your paystub. New employees obtain sign-in instructions from your Human Resources or Payroll office.

3. On the Self Service Homepage, select the Self Service tile.

Result

Self Service Portal sign in page displays.

Self Service Portal Homepage displays.

Self Service Landing page displays.

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Action

Result

4. Select Tax Forms tile.

The Tax Forms tiles display.

5. Select View W-2 Forms tile.

The Employee W-2 Forms page displays.

6. To view or print a W-2 Form in PDF Format: ? Select the [VIEW W-2] button for the calendar year of the W-2 you would like to view.

NOTE: If you have more than one W-2 because you had taxable income for more than one state during the year, you will have a W-2 for each state. When multiple W-2s for the same calendar year exist, there will be a sequence number in the Sequence Number column and the State will be indicated in the W-2 State column.

A new window opens, displaying the W-2 Form in PDF format.

? To print the W-2 Form in PDF format, use your browser's print function.

NOTE: If your W-2 Form doesn't print correctly, you may have to change the margins in your browser's Page Setup. If your W-2 Form prints too small, unchecking the Shrink To Fit checkbox in Page Setup may help. Page Setup is usually found on the File menu.

? Close the PDF W-2 Form window after viewing and printing.

7. To view or print a W-2 Form from the Form W-2 page: ? On the Employee W-2 Forms page, Uncheck the View PDF checkbox. ? Select the [VIEW W-2] button for the calendar year of the W-2 you would like to view. ? To print a W-2 Form from the W-2 page do one of the following:

o Select the Print This W-2 link.

o Select File > Print on the browser.

The PDF W-2 Form will print.

The Employee W-2 Forms window is still open. The W-2 Form page displays. The W-2 Form will print.

NOTE: If your W-2 Form has multiple pages, you will need to select the Page 1 of 2 link to display the second page. When the second page displays, you will need to select the Print This W-2 link again. NOTE: If your W-2 Form doesn't print correctly, you may have to change the margins in your browser's Page Setup. If your W-2 Form prints too small, unchecking the Shrink To Fit checkbox in Page Setup may help. Page Setup is usually found on the File menu.

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8. Select one of the following: ? To view another year's W-2, return to step 7 or step 8. ? Continue with the next instructions.

Printing a W-2 While Using Screen Reader Mode There are two methods for printing a W-2 in Self Service, a PDF version, or a webpage version. To print the PDF version of the W-2:

? The View PDF check box must be selected and then select the [VIEW W-2] button for the calendar year of the W-2 you would like to view.

? Depending on browser settings the PDF version of a W-2 will open in a new browser tab or in Adobe Acrobat. Use the browser or Adobe Acrobat print feature to print the W-2.

? Close the browser window or Adobe Acrobat after viewing and printing.

To print the webpage version of the W-2 form in the required IRS format in Self Service, you must temporarily turn off the Screen Reader Accessibility Mode.

Action

1. To turn off the Screen Reader Accessibility mode: Select the [ACTIONS] button (the icon with three dots in the banner region).

2. Select My Preferences.

3. Select General Settings from the Preference Item List Navigation Region.

4. Under General Options, select Screen Reader Mode Off from the Accessibility Layout drop-down menu.

5. Select the [SAVE] button.

Result

Actions button menu displays.

My preferences page displays. General Settings page displays.

Screen Reader mode turns off.

6. In order for the change to take effect, select the [ACTIONS] button (the icon with three dots in the banner region) and select Sign Out.

7. Sign in into the Self Service Portal again and navigate to the Employee W-2 Forms by selecting Self Service tile > Tax Forms tile > View W-2 Forms tile.

8. Uncheck the `View PDF' boxes for the year(s) you wish to print.

Screen Reader mode preference change is now in effect and Self Service Portal Sign In page displays. View W-2 Forms page displays.

9. Select [VIEW W-2] button for a specific year.

Specific year W-2 Form displays.

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10. Select [PRINT THIS W-2] link to print the document.

NOTE: When all of the intended forms have been printed, screen reader mode needs to be turned back on.

11. Select the [ACTIONS] button (the icon with three dots in the banner region).

12. Select My Preferences.

Actions button menu displays.

My preferences page displays.

13. Select General Settings from the Preference Item List Navigation Region.

14. Under General Options, select Screen Reader Mode On from the Accessibility Layout drop-down menu.

General Settings page displays.

Screen Reader mode turns on.

15. Select the [SAVE] button.

16. In order for the change to take effect, select the [ACTIONS] button (the icon with three dots in the banner region) and select Sign Out.

Screen Reader mode preference change is now in effect and Self Service Portal Sign In page displays.

To Exit When you are finished with the View W-2 Forms page, choose one of the following:

To return to Self Service Landing page: Select the [HOME] button. --AND-On the menu, select the Self Service tile. To exit the Self Service: Select the [SIGN OUT] link. --OR-Select the [ACTIONS] button (the icon with three dots in the banner region) and select Sign Out.

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Problems and Solutions

Use the following guide to resolve problems. For additional help, contact your agency payroll or human resources office.

Problem

Solution

My latest W-2 Form is not listed. Why not? Last year I received my W-2 Form in the mail. Can I obtain my W-2 Form from Self Service this year?

I have questions about my W-2 Form.

The latest W-2 Form generally becomes available in Self Service during the first half of January.

Yes. Follow these steps to consent to receive your W-2 Form electronically:

1. Sign into Self Service Portal. 2. Select Self Service tile. 3. On the Self Service Landing page, select Tax

Forms tile. 4. On the Tax Forms page, select View W-2 Forms

tile. 5. A pop-up box will appear allowing you to

consent to receive the W-2 Form electronically. Once you give consent, you can access W-2s for previous years immediately as well as current year as soon as it is available. If consent is given before W-2s are printed by the state, a W-2 will not be mailed. The pop-up box will not appear if you have already consented.

In Self Service go to Tax Forms > View W-2 Forms. Review the information available on the W-2 Information menu. If you still have questions, contact your agency's payroll or HR office.

I printed a copy of the most recent W-2 Form but have since misplaced it, can I print another?

Last year I viewed my W-2 Form in Self Service. I want to receive my W-2 Form by mail in the future. How do I change my W- 2 Form access to mail?

Yes. You are able to print as many copies as needed of each W-2 Form that is available in Self Service.

To withdraw consent to view your W-2 Form electronically, you must provide a written statement indicating that you wish to receive a paper W-2 Form. For information on how to withdraw consent, in Self Service go to: Tax Forms > View W-2 Forms > Required Disclosures. You cannot withdraw your consent if paper W-2s have already been printed or produced. In this case, your withdrawal of consent would be effective for the following year.

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