logo

Date: January 23, 2013

Bulletin Number: 1227

line

Subject

Automated Process for Reissued 2012 Form W-2 Wage and Tax Statement.

Purpose

To notify agencies of the availability of the 2012 Form W-2 Wage and Tax Statement Reissue functionality in PayServ, and to provide instructions for reissuing the 2012 Form W-2 Wage and Tax Statements.

Background

Reissued Form W-2s may be produced upon employee request to replace lost or destroyed original Form W-2. 

This functionality must not be used for employees who have been issued a corrected Form W-2 because the original, not the corrected, Form W-2 information will print.

This functionality will be available for agencies to view and print reissued 2012 Form W-2s only.

The Control-D Report NPAY731 (W-2 Audit report) identifies employees who received a Form W-2 from their agency. 

Agencies will be able to print Form W-2s for only those employees listed on their NPAY731 report.

This functionality will be available until December 2013.

Effective Date(s)

February 1, 2013.

OSC Actions

OSC will update the process for printing reissued Form W-2s

OSC will create Control D-report NPAY731 for agency use.

Agency Actions

To print a reissued Form W-2, follow this path after logging into PayServ: Home>Payroll for North America>U.S. Annual Processing>W-2 Reporting>W-2 Reprint

  1. Click on “W-2 Reprint.”
  2. Select the Empl ID search option.
  3. Enter the Empl ID of the employee requesting a replacement W-2 and click on Search.
  4. When the W-2 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 Form W-2 statement for the calendar year 2012 will appear.

Note:  Information on the reissued Form W-2 is identical to that which appeared on the original Form W-2.

  1. To print the reissued Form W-2, select “File,” then “Print” from the Windows toolbar at the upper left side of the page.

The words “Reissued Statement” will automatically print on both pages of the form.  
Because the reprinted Form 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.
 Note: To comply with IRS regulations, the copies must be cut prior to giving them to the employee.
The replacement Form W-2 is a duplicate of the original Form
W-2; therefore, recent address changes will not be reflected.  If mailing to the employee, it will be necessary to use the current employee address. 

Note: Do not use a window envelope when mailing reissued W-2s, as the employee’s Social Security Number will be visible.

Questions

Questions regarding this bulletin may be e-mailed to the Tax and Compliance mailbox.