As we approach the end of the year, this is the time that payroll begins planning for Form W-2 distribution. In order to ensure that W-2s are as accurate and as timely as possible, we need your help. Please take the following steps and notify payroll if you have any questions.
Since all W-2s are mailed, please verify your address as it appears in Atlas. If it is incorrect, please either update it through Atlas or notify the human Resources (HR) records office with your change of address. W-2s are not forwarded, so it is extremely important that your address is accurate to ensure that you receive your W-2 in a timely manner.
Your Form W-2 will be mailed no later than January 31, 2013. Duplicate W-2s will not be issued until after February 18, 2013 with receipt of the Duplicate W-2 Request Form. This form is posted in Atlas under Valencia Forms.
Verify that your name matches your Social Security card so your wages are properly credited to your Social Security account. There are fines for mismatched names and social security numbers on the Form W-2. Once you receive your W-2, please carefully check your Social Security Number. If it is incorrect, notify payroll services immediately. We will need a copy of your Social Security card in order to make the correction in the HR/payroll system.
If you filed “Exempt” on your 2012 W-4, you will need to submit a new W-4 on or before February 20, 2013 or your status will be changed to Single and “0” for the March 1, 2013 payroll. The link to the Form W-4 can be found in Atlas under the “Employees” tab. Scroll down until you see “Payroll Information.” Click that link and then scroll down to the bottom of that page to see the link to the W-4 (it will take you to www.irs.gov).
If your filing status has changed, please update your W-4 as necessary. You will also need to submit an updated Form W-4 if your name has changed.
If you do not have any changes to make, you do not need to submit a new Form W-4.
For questions, please contact Bettie Cooper, director of payroll services, at firstname.lastname@example.org or at extension 8100.