January 12, 2012 — This year, University of Virginia employees will be able to access their W-2s online Jan. 16, two weeks earlier than they can receive the paper version. Workers who don't elect to receive the online version will not receive the paper W-2 until after it is mailed Jan. 31.
Online W-2s are safe, secure and approved by the Internal Revenue Service. IRS regulations require employees to opt out of receiving a paper W-2. If you don't "say no" to the paper version, Human Resources must keep sending it to you.
A Jan. 6 email to all employees from Darrell J. Kozuch, an assistant vice president in University Human Resources, specified that they could opt out of receiving the paper version by replying to his email with the following statement: "Please accept this email as my authorization for the University of Virginia to provide my W-2 electronically. I give my consent to no longer receive a paper W-2."
Alternatively, employees can use Employee Self-Service on the HR website to opt in to the electronic W-2. If you opt in, you can access your online W-2 through Employee Self-Service starting Jan. 16. (No W-2s, this year's or previous years, will be visible online until that date). On the website, you can also view your pay slips, submit or approve timecards, update personal information and more.
Employees who have previously opted out of receiving a paper W-2 need not renew their election, Kozuch said.
For information, call the HR Service Center at 434-982-0123, email AskHR@virginia.edu, or visit HR. at 914 Emmet St., Michie South.