PAPER W-2 MAILING
Paper originals of 2013 W-2’s were placed in the mail Monday, January 27, 2014. Of the 47,665 W-2’s prepared for State employees on the ADOA payroll system, 32,411 employees consented to receive their W-2 online and were successfully excluded from the mailing. The address that was used for the mailing was the address in HRIS as of January 7, 2014. That address is the same address that currently appears on the online W-2 in YES. The GAO will NOT be forwarding to the agency any original mailed W-2s that are returned due to bad address information. Employees will need to login to YES to obtain a copy of their W-2.

W-2 NOTICES MAILED
For employees who have consented to receive their W-2 Online, but have a bad email address on file, the IRS requires a notice be mailed to them or provided to them in person within 30 days. This notice simply states that their W-2 is available online. It also shows the email address(es) we have on file (they can have a primary and/or a secondary email) and provides instruction on updating their email(s). Consistent with these requirements, on Wednesday, January 15, 2014, we mailed a notice to the HRIS mailing address for each of these employees – 1,225 notices in total. If any of these notices are returned due to a bad mailing address, and the employee is still active, we will forward the notice to the agency payroll office for delivery to the employee.

DUPLICATE W-2s
W-2s for 2006-2013 will be available online to ALL employees starting Friday, January 31, 2014. If for some reason an employee cannot access the YES website or needs a reprint of a W-2, you can assist them in completing a duplicate W-2 request. Do NOT refer employees to the GAO directly. The GAO Duplicate W-2 request form can be found on the GAO Website under “Online Forms” or by clicking here. Please note the GAO will not process any 2013 Duplicate W-2 requests until March 3, 2014 to ensure plenty of time for all mailed W-2s to arrive.

EMPLOYEES CAN STILL CONSENT
Employees can still consent or revoke consent to online W-2’s throughout the year and we will retain their elections to be used for next year’s W-2’s.

HRIS CONTACT INFORMATION
As a reminder, it’s important that email addresses, mailing addresses, and other contact information are kept current in HRIS to enable successful communication of required information. If you have any questions, please contact [email protected].