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Date: October 6, 2010

Bulletin Number: 1011 AMENDED

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Subject

New procedures for replacing 2007 & 2008 prior year Form W-2s (Wage and Tax Statement)

Purpose

To inform agencies of the new procedure to obtain a prior year Form W-2 replacement.  The procedures for issuing current year replacement Form W-2s using the reprint functionality is not changing.

Affected Employees

Employees who request a reissued Form W-2 for a prior year.


Effective Date(s)

Immediately.

Background

In order to streamline the work process and provide added security, the production of replacement Form W-2s will now be completed by the Office of the State Comptroller (OSC). Agencies and OSC will no longer be required to fax, email, or mail replacement requests or verifications. The centralization of this function within OSC will make the process more efficient, environmentally friendly and secure.


Agency Actions

Agencies will request a replacement of a Form W-2 for their employees, by submitting an email to the “tax and compliance” mailbox with the following wording Re-issued Form W-2 Request for _____ (employees last name) in the subject line.   Please provide the following information with each request:

  • The year requested
  • Employee Name
  • Last 4 digits of SSN
  • Agency code

Agencies will continue to use the reprint functionality in PayServ to provide a reissued Form W-2 to their employees for the most immediate prior year.  (2009 is still available via the reprint function in PayServ).


OSC Actions

The Form W-2s will be mailed, via US Postal Service, to agencies on a weekly basis. Due to the high volume of requests, please expect a 10 – 15 day turn around.

Please note that the fillable forms have been removed from the secure payroll officer part of the OSC website.


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