January 19, 2011 — Want to get your tax refund sooner? University of Virginia employees can receive their W-2 forms online two weeks earlier than paper versions are available.
To do so, the federal regulations require employees to "opt out" of getting a paper W-2. Without employees' authorization, University Human Resources is required to keep sending the paper form in "snail" mail to home addresses.
This year, the W-2 – the form that states the employee's compensation and tax withholding amounts for the previous calendar year – became available online Jan. 18 for those who opted out of receiving the paper version. For those who do not elect to get their W-2 online, the paper W-2 forms will be mailed Jan. 31 (when their online W-2s will also become available).
Being able to see the form now allows employees to get their taxes done earlier, said Darrell Kozuch, assistant vice president of human resources.
In addition to earlier access, the online version's advantages include saving paper and decreasing the possibility that the W-2 may be lost or stolen. The online procedure is safe, secure and approved by the IRS.
About 4,100 employees have already opted out of paper W-2s, said Alexandra Rebhorn, communications manager for Human Resources.
Employees can opt out of receiving the paper W-2 form in one of two ways:
• E-mail email@example.com with the following statement: "Please accept this e-mail 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"; or
• Go to Employee Self-Service, "SSTL," at the Human Resources website, even if you don't use a timesheet; log in using your Integrated System password; choose UVA Employee Self-Service; choose W-2 Online Options; click the button under Select Status to say "no" to a paper W-2.
For employee rights and obligations regarding W-2 requirements, click here. For information, call the Human Resources Service Center at 434-982-0123, e-mail AskHR@virginia.edu, or visit Human Resources at the Michie South building at 914 Emmet St.