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Date: December 21, 2011

Bulletin Number: 1118

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Subject

Form W-2 (Wage and Tax Statement) for Calendar Year 2011

Purpose

To inform agencies of the content information for the 2011 Form W-2.

Affected Employees

According to IRS Publication 15, Circular E for 2011, and the Instructions for Form W-2 (Wage and Tax Statement), employers are required to furnish each employee with a Form W-2 by January 31, 2012.

Effective Date(s)

2011 Form W-2s will include earnings paid in paychecks dated:

Administration:

1/05/11 through 12/21/11

Institution:

1/13/11 through 12/29/11

Employees who worked for more than one agency in the same company during the year [for example, State of New York (NYS) or City University of New York (CUNY)] will receive only one (1) Form W-2.

Employees who worked for more than one agency in multiple companies (for example both NYS and CUNY) will receive a Form W-2 for each company.

Attachment A provides a detailed breakdown of the information that will appear in each box on the Form W-2 Statement.

Additional Employee Information

Employees should retain their last paycheck/direct deposit advice statement for 2011 for a record of amounts paid in 2011 for the following that are excluded from Boxes 1, 3 and 5 and do not appear on Form W-2.

  • Non-Taxable Health Insurance
  • NYS-Ride Transportation Benefit Program
  • CUNY Pre-Tax and After-Tax Transit Benefit
  • CUNY Transit Benefit Transportation Spending Account Program.

Deductions for Dependent Care, Health Care Flexible Spending Account and Non-taxable Health Insurance for CUNY employees are reported in Box 14 as IRC125.

Taxable Gross Calculations

Attachment B (Taxable Gross Calculations)   


W-2 Distribution

The agency address will be used as the return address for all 2011 Form W-2 Statements.

OSC will mail Form W-2s to the employees’ mailing address currently in PayServ. If no mailing address exists, the form will be mailed to the employee’s home address.

Note:
IMPORTANT TAX DOCUMENT ENCLOSED appears on the outside of the Form W-2 Statement.

Questions

Questions concerning Form W-2s may be e-mailed to the Tax and Compliance mailbox.