Purpose
To inform agencies of the content information for the 2012 Form W-2.
Background
According to IRS Publication 15, Circular E for 2012, and the Instructions for Form W-2 (Wage and Tax Statement), employers are required to furnish each employee with a Form W-2 by January 31, 2013.
2012 Form W-2 Content
2012 Form W-2s will include earnings paid in paychecks dated:
Administration: | 1/04/12 through 12/19/12 |
Institution: | 1/12/12 through 12/27/12 |
Employees who worked for more than one agency in the same company during the year [for example, State of New York (NYS) or City University of New York (CUNY)] will receive only one (1) Form W-2.
Employees who worked for more than one agency in multiple companies (for example both NYS and CUNY) will receive a Form W-2 for each company.
Attachment A provides a detailed breakdown of the information that will appear in each box on the Form W-2 Statement.
Additional Employee Information
Employees should retain their last paycheck/direct deposit advice statement for 2012 for a record of amounts paid in 2012 for the following that are excluded from Boxes 1, 3 and 5 and do not appear on Form W-2.
- Non-Taxable Health Insurance
- NYS-Ride Transportation Benefit Program
- CUNY Pre-Tax and After-Tax Transit Benefit
- CUNY Transit Benefit Transportation Spending Account Program.
Deductions for Dependent Care, Health Care Flexible Spending Account and Non-taxable Health Insurance for CUNY employees are reported in Box 14 as IRC125.
Taxable Gross Calculations W-2 Distribution
Attachment B (Taxable Gross Calculations)
The agency address will be used as the return address for all 2012 Form W-2 Statements.
OSC will mail Form W-2s to the employees’ mailing address currently in PayServ. If no mailing address exists, the form will be mailed to the employee’s home address.
Note: IMPORTANT TAX DOCUMENT ENCLOSED appears on the outside of the Form W-2 Statement.
Questions
Questions regarding this bulletin may be e-mailed to the Tax and Compliance mailbox.