Date: December 17, 2012

Bulletin Number: 1220



Form W-2 (Wage and Tax Statement) for Calendar Year 2012


To inform agencies of the content information for the 2012 Form W-2.


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.

IMPORTANT TAX DOCUMENT ENCLOSED appears on the outside of the Form W-2 Statement.


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