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W-2 Frequently Asked Questions

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    1. Go to the Texas State home page ( www.txstate.edu ).
    2. Under  Online Services , click  SAP Portal.
    3. Enter your NetID (e.g., zzz99) and SAP  password
    4. Click  Log On
    5. Click the  SAP Employee Self-Service
    6. Scroll down and click on the W-2 link
    7. Scroll down to Online Forms W-2/W-2c
    8. Under Search Results for Online Forms W-2/W-2c, click on the box   Texas State University 2020 W-2 Wage and Tax Statement,
    9. Click on Display.  
    10. Your 2020 W-2 Form should now be displayed on the same screen or the following box may be displayed at the bottom of the screen,  Do you want to open the form from eccprd.sap.txstate.edu?  Click Open
    11. After viewing, close the screen by clicking on the X located at the upper right-hand corner.
    12. Click on Log Off to exit the SAP Portal
    1. Login:  SAP Portal with your ID and password then click on Log On.
    2. Click on the W-2s link.
    3. Click on Election for Online W-2 link.
    4. At the Election for Online W-2/W-2c, click on New Election.
    5. Click on Elect for Texas State University, should view Election period open, dates, Tax Company and the current status.
    6. Election Details is next.  Click on Receive W-2 Online.
    7. A Confirmation Box pops up on the screen, click OK to consent for your W-2 Online delivery.

    Once elected you will see at the top left corner of the screen that the data was saved successfully.

  • Active employees:  All active employees will have access to the electronic W-2 by login into SAP Portal.  If you did not elect to receive your W-2 electronically a copy of your W-2 will be mailed to the current Home Address in SAP.  To opt-out of a paper W-2, you must elect to receive your W-2 electronically. 

    Former employees: Your access to the SAP Portal (Employee Self-Service) will be terminated once you are no longer employed with TXST and your W-2 will be mailed to the address on file.  Before leaving TXST make sure you update your address in Employee Self-Service (ESS).   

    Due to security reasons, we will not e-mail a copy of the W-2 form.

  • All printed W-2 forms are postmarked by January 31st.  Please allow two weeks to receive the W-2 via the U.S. Postal Service. 

    Active employees: All active employees have copy of their 2020 W-2 available electronically on the SAP Portal Employee Self Service (ESS). See instructions "How to view your W-2"

    No reprints will be provided to active employees that signed up for electronic W-2 because an identical W-2 reprint can be downloaded from the SAP Portal Employee Self Service (ESS). 

    Employees still receiving paper W-2s must sent an email to payroll@txstate.edu requesting a copy of the W-2, including the year requested and the TxSt Id number (A#________).  Reissues will be printed  within 5 business days after request was received depending on the payroll schedule.

    Former employees:   If you didn't receive or lost your printed W-2, please refer to the W-2 Reprint Request, or contact our office at payroll@txstate.edu or 512-245-2543.

  • A corrected W-2 is not required for a change in address.  But please make sure you go into SAP Portal Employee Self-Service (ESS) and update your address for all future correspondence.

  • Your name and SSN must match the information on your Social Security Card.  Send a copy of your Social Security Card, the incorrect Form W-2 and a note requesting a W-2 correction form to the office of Payroll and Tax Compliance JCK-582.  

  • The W-2 reflects taxable earnings while the pay statements reflect total earnings. 

    • The W-2 Box 1 amount represent the federal taxable wages.  Federal taxable wages are Gross Earnings minus pre-tax deductions such as health/dental/vision, parking, TexFlex Flexible Spending Accounts and retirement deductions (403(b), 457).  These deductions are itemized in boxes 12,13 and 14 of the W-2.
    • The W-2 Box 3 amount represents taxable wages that are subject to Social Security taxes.  This differs from your Gross Earnings because there are certain deductions that reduce your Social Security taxable wages such as the pre-tax medical/dental and vision insurance, pre-tax parking deduction, TexFlex Flexible Spending Accounts.   Retirement and Tax Deferred Savings Plans do not reduce your Social Security taxable wages.  There is also a cap on Social Security taxable wages each year.  Employees who have earnings in excess of this cap will no longer have a deduction for Social Security tax for the reminder of that year. 
    • The W-2 Box 5 amount represents taxable wages that are subject to Medicare taxes.  This differs from your Gross Earnings because there are certain deductions that reduce your Medicare taxable wages such as the pre-tax medical/dental and vision insurance, pre-tax parking deduction, TexFlex Flexible Spending Accounts. Retirement and Tax Deferred Savings Plans do not reduce your Medicare taxable wages. Medicare Taxable Wages do not have a cap amount in the year.
  • Your W-2 does not reflect your fiscal year salary; it reflects taxable, calendar year wages. 

  • The explanations of these codes can be found on the reverse side of your printed W-2 form.  For electronic W-2s please see W-2 Resources & IRS Links : Payroll and Tax Compliance Office : Texas State University (txstate.edu)

  • Students of TXST who are enrolled on at least a half time schedule are exempt from Social Security and Medicare taxes.   Certain foreign  nationals on specific visas are also exempt from these taxes. 

  • Nonresident aliens who both qualified for a treaty exemption and completed the necessary paperwork, may receive a Form 1042-S and/ or a Forms W-2 showing their treaty exempt earnings/ other wages and taxes. The Form 1042-S is required before you can complete your income tax return. Forms 1042-S are required to be delivered by March 15th. 

  • The Payroll Department does not handle Forms 1099. You need to contact Accounts Payable at (512) 245-2777.

  • The Payroll Department does not handle Forms 1098-T.   Please contact Student Business Services by sending an email to cashiers@txstate.edu for assistance. 

    For more information about 1098-T  1098-T Information : Student Business Services : Texas State University (txstate.edu)