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

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 as timely as possible, we need your help. Please take the following steps and notify Payroll if you have any changes:

W-2s will be mailed no later than Friday, January 31, 2020.

Since all W-2s are mailed, please verify your “HR” address as it appears in Atlas by Monday, January 6, 2020. The HR address is the one that is used for any mailing from Organizational Development and Human Resources. It is also 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 Employee Records/Services 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.

Because we need to allow time for the original form to reach you through the U.S. mail, duplicate W-2s will not be issued until after Monday, February 10, 2020, with receipt of the Duplicate W-2 Request Form. 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 and provide us with a copy of your Social Security card in order to make the correction in Organizational Development and Human Resource’s system.

W-4 Reminder 

If you filed “Exempt” on your 2019 W-4, the IRS requires you to submit a new W-4 on or before Wednesday, February 5, 2020, or your status will be changed to Single and “0” for the Friday, February 21, 2020, 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
  • Click Complete New W-4 Form.

If your filing status has changed, please update your W-4 as necessary. Additionally, 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.

Please note that there are extensive changes effective with the 2020 W-4. Additional details coming soon.

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.

 

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