2016 W-2 Update

PAPER W-2 MAILING

Paper originals of 2016 W-2’s were placed in the mail Monday, January 30, 2017
Of the 48,558 W-2’s prepared for State employees on the ADOA payroll system, 34,646 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 3, 2017.  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

For employees who have consented to receive their W-2 Online, but have the email notification of their W-2 availability returned as undeliverable, 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.  Consistent with these requirements, we will soon be mailing a notice to the current HRIS mailing address for each of these employees.  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 2006-2016 will be available online to ALL employees (not just those that consent) by Tuesday, January 31, 2017.  Even employees that have separated State service have YES access for 4 years.  If for some reason an employee cannot access the YES website or needs a reprint of a W-2, you can refer them to complete a Duplicate W-2 request.  The GAO Duplicate W-2 request form can be found on the GAO Website under “Payroll/RASL”, “Payroll Guide”, then under V.B.1. ”GAO-W-2 Duplicate W-2 Request Form” or by clicking here: /sites/default/files/GAO-W-2.pdf  Requests are not filled on demand, they are processed in the order received. Requests must be signed by the requestor of the W-2. The actual W-2 cannot be faxed, scanned, or emailed.

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]

Author
Stu Wilbur
Date