W-2 Electronic Consent

Employees may elect to receive their W‐2 statement online through Banner Self Service in an IRS approved format.

Federal regulations require that employees give their consent to receive the W-2 in an electronic format. Once consent is given it carries forward each year and does not need to be repeated.

Give Consent | View and Print W-2 | Corrected W-2s | Duplicate W-2 | Disclosure Statement

How to give consent to receive your electronic W-2 

  1. Go to https://my.oxy.edu  and enter user name and password and login
  2. Click on “Work-Related or Student Services" tab
  3. Click on “Tax Forms"
  4. Click on “Electronic W-2 Consent"
  5. Click on the “Consent to receive W-2 Electronically" box
  6. Click on “Submit" button

NOTE:  Once you press Submit, a message will display at the top: "Electronic W-2 consent was submitted successfully."  To confirm your selection, go back into the Electronic W‐2 Consent option and make sure the Choice box is checked.

To prevent a paper copy from being mailed, you must give your consent by January 10, 2020. Once the  W‐2s are processed, current employees who gave their consent will be able to view and print the W-2s immediately. An email notification will be sent to employees when W‐2s are available on Banner Self Service. 

If you wish to revoke your consent, please go back into the Electronic W-2 Consent option and uncheck the box under My Choice. Once you click submit a message will display at the top: "Electronic W-2 consent has been revoked." If an employee does not consent, Payroll will mail all paper W-2s, using the US Postal Service, to the current address on record no later than January 31, 2020.

How to view and print the electronic W-2

  1. Go to https://my.oxy.edu and enter user name and password and login
  2. Click on the “Work-Related" or “Student Services" tab
  3. Click on Tax Forms
  4. Click on W-2 Wage and Tax Statement
  5. Click the appropriate Tax Year to view, and select display. Note: To view printing instructions for different browsers or complete details about printing the Form W-2, please select Help on the top right corner.
  6. Click Printable W-2 button on display page

Complete details about the Form W‐2 (including definitions) are available on the IRS Web site at: https://www.irs.gov/pub/irs-pdf/fw2.pdf.

Corrected W-2s

If a corrected W-2c has been issued, Occidental College will notify the employee within 30 days that the corrected form is available electronically.  

If the employee does not consent to receive original W-2 electronically, the corrected W-2c will be mailed to the employee’s current address on record within 30 days.

IMPORTANT REMINDER:  These documents contain your social security number, which you will want to protect to help prevent identity theft.  Employees are advised to NOT leave their computer screen unattended when viewing W-2 forms.  Also, be sure to retrieve the printed copy promptly if routed to a network printer shared by others.

Requesting a Duplicate W-2

It will no longer be necessary for current employees to request a duplicate of their W-2 form.  Access to W-2s as well as all subsequent years will be available through the myoxy.edu website as long as the employee remains employed by Occidental College.  Employees who have separated from Occidental College will have to request duplicate W-2 forms from the Payroll Office at payroll@oxy.edu or 323-259-2884. The request will be processed within 3-5 business days.

Note: For security reasons, we cannot fax or email W-2s.  They can be picked up in the Payroll Office with proper identification or they can be mailed via U.S. Postal Service.

Former Employees:  Payroll will mail form W‐2, using the US Postal Service, to the current address on record for those employees who have separated from Occidental College.

 

Required W-2 Electronic Consent Disclosure Statement

If an employee does not consent to receive an electronic version of Form W-2, they will be furnished a paper form W-2.

The Electronic Form W-2 Consent Statement is effective for Forms W-2 issued for the calendar year and all future periods until consent is withdrawn or the individual is no longer employed by Occidental College.

After giving consent, an employee may still request a paper Form W-2 by contacting the Payroll office in writing.  This may be done via email to payroll@oxy.edu or U.S. mail to:  Occidental College, 1600 Campus Road, California 90041 Attn:  Payroll / Tax Form Request.  The request for a paper W-2 will not terminate consent.

An employee may withdraw their consent by entering into the my.oxy.edu website, unchecking the Electronic Consent box, and submitting the change. The withdrawal of consent does not apply to a Form W-2 that has been furnished electronically before the withdrawal of consent via my.oxy.edu website.

Occidental College will not provide the Form W-2 electronically to an individual who has terminated their employment prior to 12/31/2019.  These individuals will receive paper copies via U.S. mail.  Only active Occidental employees will have access to the electronic version of Form W-2.  If a former employee requires an additional copy of the Form W-2, they may follow the aforementioned methods of contacting the Payroll office.

If an employee has consented to receive an electronic version of Form W-2 and has not printed the form prior to termination, they should contact the Payroll office in order to receive a paper copy via U.S. mail.

An employee must immediately update any contact information, email address, mailing address, by contacting the Human Resources Office at hr@oxy.edu or 323-259-2613.

The hardware and software requirements needed to access, print and retain Form W-2 electronically include an internet connection and Adobe Acrobat reader.

The electronic version of Form W-2 will be available and stay on the web site indefinitely from its original posting date.

 

     ***For additional information or questions, contact Payroll at payroll@oxy.edu or 323-259-2884**