Electronic W-4

 

Midwestern State University is pleased to announce that employees may elect to receive their W‐2 statement online through Banner Self Service in an IRS approved PDF format. This allows you to print and send the on‐line form with your tax return.

MSU is required by the IRS to furnish all employees with a form W‐2 for each calendar year. The form W‐2 details the employee’s compensation, tax withholdings and required disclosures for the year. In the past, employees have received paper copies of their W‐2. Complete instructions for Form W‐2 are available on the IRS Web site at:  http://www.irs.gov/pub/irs-pdf/fw2_11.pdf

Benefits of Receiving Form W2 Electronically

  • Online delivery provides access to the W‐2 statement earlier than the traditional paper process.
  • Online delivery eliminates the chance that the W‐2 statement will get lost, misdirected or delayed during delivery or misplaced after the employee receives it.
  • Employees can retrieve their W‐2 statements at any time of day and on weekends.
  • Employees can print multiple copies at their convenience.
  • Employees are contributing to cost savings (forms, printing and postage expense).
  • W‐2 statements will remain online for multiple years. 

Federal regulations require that employees give their consent to receive the W-2 in an electronic format. Once consent is given it carries forward each year and does not need to be repeated.

The process for giving consent to receive the electronic W-2 version is quick and easy. Just follow these steps:

NOTE:  Once you press submit a message will display below the submit button:  Consent indicator updated on MM-DD-YYYY HH:MM:SS. To confirm your selection, go back into the Electronic W‐2 Consent option and make sure the Choice box is checked. If you wish to revoke your consent please go back into the Electronic W-2 Consent option and uncheck the box under My Choice.

To prevent a paper copy from being mailed, you must give your consent by January 10th. Once the W‐2’s are processed, current employees who gave their consent will be able to view and print the earning statements immediately. An email notification will be sent to employees when W‐2’s are available on Banner Self Service. 

The process to view and print the electronic W-2 version is simple. Just follow these steps:

  • From Banner Self Serve https://portal.mwsu.edu:9040/pls/PROD/twbkwbis.P_WWWLogin
  • Enter Mustang ID and Pin and login (secure access login)
  • Click on Employee Menu link in the Quick Links Section
  • Click on Tax Forms
  • Click on W-2 Wage and Tax Statement
  • Click the appropriate Tax Year to view (2013)
  • Click Display
  • If you have not already consented to an electronic W2 – The system will prompt you to do so
  • Click the Selection Criteria My Choice box giving your consent to receive your W‐2 statement online.
  • Click Submit

NOTE: To create Federal and State acceptable copies of your W-2 to send in with your taxes, use the Printable W-2 button at the bottom of the Display page. This will take you to the actual W-2 form. Print the form from this screen.

IMPORTANT REMINDER:  These documents contain your social security number, which you will want to protect to help prevent identity theft.  Employees are advised to NOT leave their computer screen unattended when viewing W-2 forms.  Also, be sure to retrieve the printed copy promptly if routed to a network printer shared by others.

 

Requesting a Duplicate W-2: 

It will no longer be necessary for current employees to request a duplicate of their W-2 form.  Access to current W-2s as well as all subsequent years will be available through Banner Self Serve as long as the employee is actively employed by MSU.  Employees who have separated from MSU will have to request duplicate W-2 forms from the Payroll Office.

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

Disclosure Notices:

An employee who consents to receiving the Form W‐2 electronically will not receive a paper copy. If an employee does not consent, Payroll will mail the W‐2, using the US Postal Service, to the current address on record no later than January 31st. 

Payroll will mail form W‐2, using the US Postal Service, to the current address on record of those employees who have separated from the university.

The entire W-2 Disclosure Statement is located on the next tab.

For additional information or questions, contact payroll@mwsu.edu or 940-397-4222