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2018 W-2 Process Schedule

W-2 Reprint Request

We will begin accepting reprint requests for 2018 W-2 forms on February 15, 2019.  

Please send an email to Payroll@txstate.edu with the following information:

ID#

     A0________________

Name

                                                                        

Complete mailing address 

(Only if you are NOT PICKING UP IN PERSON)

 

  

Last 4 digits of Social Security Number

     XXX - XX - ___________

Or, complete a W-2 Reprint Request form and submit via mail, fax or hand delivered to Payroll as follow:

Mail: Texas State, Payroll and Tax Compliance (JCK-516), 601 University Dr, San Marcos TX 78666.

Drop Off:  Payroll Office JCK-516

Fax : 512-245-9292

Allow 2 business days to complete your reprint request. We will notify you when your request has been completed. 

For security reasons, we cannot fax or email W-2s.  They can be picked up in the Payroll Office (JCK-516) with proper identification or they can be mailed via the U.S. Postal system.

2018 W-2 Process Schedule

Texas State University is required by the IRS to provide all employees with a W-2 Form, Wage and Tax Statement, for each calendar year to be used in completing the employees’ annual tax returns. The W-2 Form details the employee’s compensation and tax withholding amounts for the year from his/her paycheck. The W-2 Form must be properly addressed and postmarked by January 31 and 1042 Form (for Foreign National employees) by March 15, in accordance with Federal Treasury Regulation 31.6051-1.

Process

Description

Timing

Update Mailing Address for W-2 Form and 1042 Form

To ensure the correct address is printed on the tax forms, employees must update their mailing or permanent address in SAP by January 11, 2019.

To confirm or change your address information, please contact Human Resources at (512) 245-2557 or hr@txstate.edu.

By January 11, 2019

Electronic Distribution of Online W-2 Forms

Employees must consent prior to the announced deadline to ensure the electronic W-2 Form is available. Employees who do not consent prior to the deadline will automatically receive a paper copy, which will be distributed by U.S. Postal Service.

Consent for 2018 W-2 (wages earned in 2018) is open until midnight January 4th, 2019.

Electronic W-2 Availability

Employees who have elected an electronic W-2 will receive notification when the electronic W-2 Form is available.

January 31, 2019

Mailing Distribution of W-2 Statements

Paper W-2 Forms will be mailed via U.S. Postal Service on January 31, 2019.

January 31, 2019

Reissues/Duplicate W-2
Forms

 

Employees who have consented to receive their W-2 electronically may retrieve forms for 2016 through 2017 now via SAP. Form W-2 for 2018 will be available January 31, 2019.

Employees who have consented to receive electronic W-2:

  • Prior Tax Years Immediately

  • Current Tax Year, January 31, 2019

Employees who have not consented to receive their W-2 electronically may request a copy of the 2018 W-2 on or after February 15, 2019.

Paper Copy Requests
February 15, 2019

 

Upon termination of employment with Texas State, a former employee will no longer have access to the TXST SAP Portal.  Former employees will automatically receive a paper W-2 form, which will be distributed by U.S. Postal Service.