W-2 Information for Faculty/Staff

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When will W-2s be mailed?

W-2’s are mailed no later than January 31st, of the year following the taxable year.

W-2 Addresses

Faculty/Staff W-2’s are mailed to the mailing address in the AIS HRMS (Human Resource Management System). Any address changes must be received or updated in HRSS by the first or second week of January following the taxable year to ensure a correct mailing address on the W-2.  For further information on Student W-2s, please refer to the Student Payroll Office, W-2 Information.

International addresses or non-US addresses cannot be entered in the payroll system. However, please send us your non-US address (if that is where you want your W2 mailed), and the W2 will be manually addressed.

How many W-2s will an employee receive?

Each employee will receive ONLY one W-2 regardless of the number of payroll types, classifications, assignments, or positions held; as the AIS system accumulates all y-t-d amounts prior to printing.

Fringe Benefit W-2s: Some employees may also receive an additional W-2 for the following taxable fringe benefits: vehicle usage, clothing provided, non-cash awards and gifts, moving expenses, etc.

Educational Tuition Waivers: The value of tuition waivers for undergraduate level courses is not taxable. The value of tuition waivers for graduate level courses (except Teaching or Research Assistants) is not taxable up to $5,250. If the value of your waiver exceeds this amount, your W-2 may be adjusted for the amount over the tax-free limit of $5,250.

What if an employee does not receive a W-2?