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Date: February 5, 2010

Bulletin Number: 968

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Subject

Automated Process for Reissued 2009 Form W-2 Wage and Tax Statement

Purpose

To notify agencies of the availability of the 2009 Form W-2 Wage and Tax Statement Reissue functionality in PayServ, and to provide instructions for preparing reissued 2009 Form W-2 Wage and Tax Statements.

Background

Payroll Bulletin No. 535 notified agencies that pursuant to agency requests and in compliance with IRS Rules and Regulations, OSC developed the PayServ functionality that enables agencies to view and print reissued Form W-2 Wage and Tax Statements.  Reissued Form W-2s may be provided to replace lost or destroyed original Form W-2 forms.  This functionality must not be used for employees who receive a corrected Form W-2 because the original, not the corrected, Form W-2 information will print.

This functionality will be available for agencies to view and print reissued 2009 Form W-2s.

Note:  This feature applies only to 2009 Form W-2s.

Effective Date(s)

Immediately

OSC Actions

OSC will make this functionality available until December, 2010, and only for Form W-2s issued for the tax year 2009.  The words “Reissued Statement” will automatically print on both pages.  This process cannot be utilized for Form W-2 corrections.

Agency Actions

The Control-D W-2 Audit report (NPAY731) identifies employees who received a Form W-2 from their agency only.  Agencies will be able to reissue Form W-2s to those employees listed on their NPAY731 Report.

To prepare a reissued Form W-2, follow this path after logging into PayServ: Home>Compensate Employees>Maintain Payroll Data (US)>Inquire

  1. Click on “W-2 Reprint.”
  2. Select the EmplID search option.
  3. Enter the EmplID of the employee requesting a replacement W-2 and click on Search.
  4. When the W-2 Reprint page opens, confirm the correct employee’s W-2 information is displayed.
  5. Click on the “View Printable W-2” button at the bottom of the page.
  6. The Form W-2 statement for the calendar year 2009 will appear.

    Note:  Information on the reissued Form W-2 is identical to that which appeared on the original Form W-2.

  7. To print the reissued Form W-2, select “File,” then “Print” from the Windows toolbar at the upper left side of the page.

IRS regulations require the Form W-2s to be printed in black ink and on white paper (at least 9 pound).

Since the reprinted Form W-2 is not printed on perforated paper, agencies must separate the copies on the first page by cutting on the two dotted lines before distributing to the employee.  To comply with IRS regulations, the copies must be cut prior to giving them to the employee.

Complete printing instructions may be found in the attachment to Payroll Bulletin No. 535.

This replacement Form W-2 is a duplicate of the original Form
W-2; therefore recent address changes will not be reflected.  If mailing to the employee, it will be necessary to use the current employee address.  OSC recommends that agencies do not use a window envelope, as the employee’s Social Security Number will be visible.


Security Roles

Users with the following Security Roles will have access to this page and the ability to print Form W-2s:

  • SAU3:  Paycheck Inquiry
  • SAU6:  Deduction and Tax Maintenance

Questions

Questions regarding this bulletin may be directed to the Tax and Compliance mailbox.

Questions regarding security access should be directed to the PayServ Security mailbox.