2016 Year-End Updates: Forms W-2 and W-4

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A Message from Bettie Cooper, Director of Payroll Services

W-2s

This is the time that Payroll Services begins planning for W-2 distribution, which will be mailed out no later than Tuesday, January 31, 2017. In order to ensure that W-2s are as accurate and as timely as possible, we need your help.

Since all W-2s are mailed, please verify your HR address as it appears in Atlas. The HR address is the one that is used for any mailing from Organizational Development and Human Resources. It is the address that is printed on your W-2 and any paper checks you may receive. If the address is incorrect, please update it through Atlas or notify HR 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 Address(es) and Phone(s): View OR Update

Once you receive your W-2, carefully check that your name and social security number are recorded correctly, 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. If there are any discrepancies, please 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 HR/Payroll system.

To request a duplicate W-2, complete the W-2 Duplicate Request form:

  • Log in to Atlas
  • Navigate to the Employees tab
  • Under Employee Support, click on Tools.
  • Then select Valencia Forms, followed by HR Payroll W2 Duplicate Requests (HR#507)

All duplicate W-2s will be mailed out after Monday, February 13, 2017, with receipt of the Duplicate W-2 Request Form.

W-4s

Please note that if you filed Exempt on your 2016 W-4, the Internal Revenue Service (IRS) requires you to submit a new W-4 on or before Wednesday, February 15, 2017, or your status will be changed to Single and “0” for the Friday, February 24, 2017, payroll.

Follow these steps to submit a new W-4:

  • Log into Atlas
  • Navigate to the Employees tab
  • Under My Human Resources, locate Pay Information
  • Click on “Tax Forms: W-4 Information
  • Complete a new W-4 form by clicking on “Complete New W-4 Form” toward the top of the page. You’ll be redirected to the IRS website for the latest, most updated form.

Also note that whenever 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 me at bcooper11@valenciacollege.edu or extension 8100.

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