Important Year-End Updates for Forms W-2 and W-4

A Message from Bettie Cooper, Director, Payroll Services

January is the time that Payroll Services prepares to distribute W-2s. In order to ensure that W-2s are as accurate and as timely as possible, we need your help.

W-2 Reminders

W-2s will be mailed no later than Wednesday, January 31, 2018.

Because all W-2s are mailed, please verify your “HR” address as it appears in Atlas by Friday, January 12, 2018. The HR address is the one that is used for any mailing from Organizational Development and Human Resources. It’s the address that is printed on your W-2 and any paper checks you may receive. If this address is incorrect, please either update it through Atlas or notify Records with your change of address. For your protection, W-2s are not forwarded, so it is extremely important that your address is accurate to ensure that you receive your W-2 as timely as possible. Follow these steps to check and/or revise your address:

  • Log into Atlas
  • Navigate to the Employees tab
  • Under My Human Resources, click on Update Your Information
  • Select Address(es) and Phone(s): View OR Update

This is also a good time to update your emergency contacts. Follow the directions above and when under Update Your Information, click on Emergency Contacts: View or Update.

Duplicate W-2s will not be issued until after Tuesday, February 13, 2018, with receipt of the Duplicate W-2 Request Form, because we need to allow time for the original form to reach you through the U.S. mail. To find the duplicate request form:

  • Log into Atlas
  • Navigate to the Employees tab
  • Under Employee Support, click on Tools
  • Select Valencia Forms and then HR Payroll W-2 Duplicate Requests (HR #507)

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 W-2 form. 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 and Payroll system.

W-4 Reminders

If you filed “Exempt” on your 2017 W-4, the IRS requires you to submit a new W-4 on or before Monday, February 5, 2018, or your status will be changed to Single and “0” for the Friday, February 23, 2018, payroll. To find the form:

  • Log into Atlas
  • Navigate to the Employees tab
  • Under My Human Resources, click on Pay Information.
  • Select Tax Forms: W-4 Information. This link will take you to the IRS website at www.irs.gov for the latest, most updated form.

If your filing status has changed, please update your W-4 as necessary. You will also need to submit an updated W-4 if your name has changed. Please remember that you can submit a new W-4 at any time throughout the year. You are not limited to completing a new form only at the beginning of a new tax (calendar) year.

If you do not have any changes to make, you do not need to submit a new W-4.

If you have any questions, please contact HR4U@valenciacollege.edu or 407-299-5000, extension HR4U, or stop by Organizational Development and Human Resources front desk, located on the second floor of the District Office.

Leave a Reply

Your email address will not be published.

Related Posts

    2021 Year-end Payroll Updates: Forms W-2 and W-4

    Tuesday, December 7, 2021 A Message from Bettie Cooper, Director, Payroll Services December is the month that Payroll Services begins planning for W-2 distribution. In order to ensure that W-2s are as accurate and timely as possible, we need your help. Please take the following steps and notify Payroll if you have any changes: W-2s […]

    Important Year-end Updates for Forms W-2 and W-4

    Tuesday, December 3, 2020 A Message from Bettie Cooper, Director, Payroll Services December is the month that Payroll Services begins planning for W-2 distribution. In order to ensure that W-2s are as accurate and timely as possible, we need your help. Please take the following steps and notify Payroll if you have any changes: W-2s […]