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W-2 Information for Active Employees

Overview

This provides information for active employees about retrieving and understanding the W-2.

Does your W-2 look different than last year? Variations might be caused by:

  • Lump sum payments and other types of additional pay
  • Every 10th year, a biweekly pay cycle results in 27 paychecks. In 2009, for example, 27 paychecks were issued, while 26 paychecks were issued in both 2010 and 2011—the typical number for employees who are paid on a biweekly pay cycle
  • Changes you made to your IRS Form W-4 during the calendar year that can impact your federal withholding tax
  • Changes in tax laws or tax withholding rates implemented by the IRS

In order to obtain online access, employees must first consent to receive the electronic version of the form.  The advantages of obtaining W-2s electronically as opposed to having them mailed include:

  • Allowing you to retrieve your electronic W-2 earlier than the printed forms
  • Results in cost savings (reduced postage, supplies, and labor)
  • Furthers UF’s sustainability efforts
  • Provides electronic access to your previous UF W-2s (since 2005)
  1. Navigation: Main Menu > My Self Service > Payroll and Compensation > W-2/W-2c Consent
  2. You will see the screen shown below. Read the text, select the box, and click the Submit button
    w-2 consent form
  3. After providing consent, you can access the W-2 online and print copies for tax filing or other purposes as soon as they are available
    • You will NOT receive a paper copy of your W-2 form by mail once you sign up for electronic W-2 and W-2c forms
    • Consent is valid for all subsequent years unless the employee chooses to withdraw consent, or upon termination of employment
      Unfortunately, third-party vendors such as TurboTax and H&R Block cannot pull tax information directly from the online W-2 into their systems
  4. If you decide to withdraw your consent later:
    • You must withdraw your consent by following the same procedures as listed above
    • The check box would then be selected to indicate the withdrawal of your consent

Paper W-2 Delivery

Employees who do not consent to the electronic W-2 form will continue to receive a paper form.

  1. Printed W-2s are mailed by January 31 for the preceding calendar year
  2. They are mailed through the U.S. Postal Service to the address listed in the UF directory
    • Employees are responsible for updating their contact information in the myUFL system

Requesting Duplicate Forms

  1. Complete a W-2 or 1042S Duplicate Request Form
  2. Mail, fax, or e-mail the form to the address on file
  3. Payroll Services will process the form and deliver the duplicate W-2 based on the option indicated on the form. Please allow 1-2 weeks
    • For security purposes, W-2 forms cannot be faxed internationally, but can be mailed to a foreign address

Correcting Errors

  1. Bring a copy of your Social Security card to Payroll Services, located at Suite 1250 in the East Campus Office Building, if your name is misspelled on your W-2 form
  2. Payroll Services will update your name as it is shown on your Social Security card and reprint a W-2 form
  3. In order to update your name of record:

Main Menu > My Account > Update My Directory Profile

W-2 Codes

Box 12, Code DD

The Affordable Care Act requires employers to report the cost of coverage under an employer-sponsored group health plan. Reporting the cost of health care coverage on the Form W-2 does not mean that the coverage is taxable.  This reporting is for informational purposes only and provides employees useful and comparable consumer information on the cost of their health care coverage. In general, this amount includes both the portions paid by the employer and by the employee.

Box 14

The numbers in Box 14 of your W-2 represent Internal Revenue Service code sections.

  • 125 – All before-tax deductions to health, life, dental, vision, flexible spending and other qualified plans
  • 132 – Before-tax parking deductions
  • 401a – Employee contributions to the FICA Alternative Plan
  • 414h – Mandatory retirement contributions. The FRS requires all members to contribute 3% employee contributions. These contributions, as required by s. 121.71(2), Florida Statutes, are treated for tax purposes as employer-paid employee contributions (commonly called an employer pick-up) under Internal Revenue Code section 414(h)(2)

More information on these Internal Revenue Code sections may be found on the IRS website.

Last Revised

6/18/2019: reviewed content

Resources

About IRS Form W-2

IRS Publication 15 (Circular E), Employer’s Tax Guide

IRS Publication 15-A, Employer’s Supplemental Tax Guide

UF HR – Name Change Request Form

Toolkits

UF HR Toolkit – Updating/Reviewing Employment Records

Contacts

Payroll Services: (352) 392-1231

University Registrar: (352) 392-1374