2014 Year-End Updates: Forms W-2 and W-4

irs-w2-groveA message from Bettie Cooper, Director, Payroll Services

As we approach the end of the year, the payroll services team 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.

Step 1:

Since all W-2s are mailed, please verify your address, as it appears in Atlas. You can find your address by clicking on the “Employees” tab. Under “My Human Resources,” click on “Update Your Information” and “Address(es) and Phone(s): View.” If your HR/Payroll/VE address is incorrect, which is used for all documents mailed to you by human resources, please either update it in Atlas by clicking on “Update” or notify the human resources records team, so the team can update your address for you. 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.

Step 2:

Your Form W-2 will be mailed no later than January 31, 2015. Duplicate W-2s will not be issued until after Monday, February 16, 2015. To request a duplicate W-2, complete the W-2 Duplicate Request form, which is located in Atlas, under the “Employee Support” section. Click on “Tools” and then “Valencia Forms.”

Step 3:

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 via email at bcooper11@valenciacollege.edu. We will need a copy of your Social Security card in order to make the correction in the payroll system.

Step 4:

If you filed “Exempt” on your 2014 Form W-4, you must submit a new W-4 on or before Monday, February 16, 2015, or your status will be changed to “Single and 0” for the Friday, February 27, 2015, payroll. The link to the Form W-4 can be found in Atlas under the “Employees” tab and the “My Human Resources” section. Click on “Pay Information” and then “Tax Forms: W-4 Information.” At the top of the page, click on the “Complete New W-4” link, which will take you to the latest version of the W-4 form on www.irs.gov.

If your filing status or your name has changed, please complete a new W-4 form as necessary. If you do not have any changes to make, you do not need to submit a new Form W-4.

For questions, please contact me at bcooper11@valenciacollege.edu or at extension 8100.

3 Comments

  • Deborah Xavier said:

    Thanks, Payroll Team!

    AMWed, 17 Dec 2014 08:21:16 +0000Wed, 17 Dec 2014 08:21:16 +0000am14,8:21 am

  • D McDiddy said:

    It would be even better if W2s were available electronically. As on 1/15/15 the only document that I am waiting on is my Valencia W2. It cuts down on the wait and ensures I actually receive (my mail carrier is a hot mess). Thanks

    PMFri, 16 Jan 2015 16:39:23 +0000Fri, 16 Jan 2015 16:39:23 +0000pm15,4:39 pm

  • Bettie Cooper said:

    Good morning!

    We do post the W-2s online as soon as the official paper forms are finalized and in the mail. We are hoping that the online form will become the "official" version in the near future! Have a great day!

    AMTue, 20 Jan 2015 10:51:18 +0000Tue, 20 Jan 2015 10:51:18 +0000am15,10:51 am

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