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Date: February 16, 2005 Bulletin Number: 535
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Subject

New Automated Process for Reissued 2004 W-2 Wage and Tax Statements

Purpose
To notify agencies of new PayServ functionality and to provide instructions for preparing reissued 2004 W-2 Wage and Tax Statements.

Background

Pursuant to agency requests and in compliance with IRS Rules and Regulations, OSC developed new PayServ functionality that enables agencies to view and print reissued 2004 W-2 Wage and Tax Statements. Reissued W-2s can be provided to replace lost or destroyed original W-2 forms.

This new functionality must not be used for employees who receive a corrected W-2, because the original, not the corrected, W-2 information will print. In addition, this new functionality only applies to the 2004 W-2s and not for prior years.

Effective Date(s)
Immediately.
OSC Actions

OSC will make this functionality available until December 1, 2005, for W-2s issued for the tax year 2004 only.

Using this new functionality, it will no longer be necessary for agencies to obtain OSC approval prior to distributing reissued W 2s to employees. If the four-part form is used, OSC approval is still required.

This new functionality cannot be utilized for W-2 corrections. Agencies must continue to contact OSC for prior approval before a W-2 Correction may be distributed to an employee.

“Reissued Statement” will automatically print on both pages when utilizing this new functionality.

Agency Actions

The Control-D W-2 Audit Report (NPAY731) identifies the agency from which the employee’s original W-2 was issued. Agencies will only be able to reissue W-2s to those employees listed on their NPAY731 Report.

After logging into PayServ, follow this path: Home>Compensate Employees>Maintain Payroll Data (US)>Inquire

  1. Click on “W2 Reprint.”
  2. Select the EmplID search option.
  3. Enter the EmplID of the employee requesting a replacement W-2 and click on search.
  4. When the W2 Reprint page opens, confirm the correct employee’s W-2 information is displayed.
  5. Click on the “View Printable W-2” button at the bottom of the page.
  6. The W-2 statement for the calendar year 2004 will appear.
    Note: Information on the reissued W-2 is the same that was on the original W-2.
  7. Printing instructions are given in the attachment to this Bulletin. Netscape and Internet Explorer users must change browser settings.
    IRS regulations require the W-2 forms to be printed in black ink and on white paper (at least 9 pound).
  8. To print the reissued W-2, select “File” then “Print” from the Windows toolbar at the upper left side of the page.

Since the reprinted W-2 is not printed on perforated paper, agencies must separate the copies on the first page by cutting on the two dotted lines before distributing to the employee. To comply with IRS regulations, the copies must be cut prior to giving them to the employee.

Distribution to Employee: Since this replacement W-2 is a duplicate of the original W-2, recent address changes will not be reflected. If mailing is required, it will be necessary to use the current employee address. OSC recommends that agencies do not use a window envelope, as the employee’s Social Security Number will be visible.


Security Roles

The following Security Roles will have access to this page and the ability to print W-2s:

  • SAU3: Paycheck Inquiry
  • SAU6: Deduction and Tax Maintenance

Questions

Questions regarding this bulletin may be directed to the Payroll Deductions mailbox.