12-P-020 W-2 Wage and Tax Statements for Calendar Year 2011 (Supersedes 11-p-022)
|DATE:||January 3, 2012|
|SUBJECT:||W-2 Wage and Tax Statements for Calendar Year 2011|
(Original Signature on File)
Information Pertaining to Employee 2011 W-2 Statements
The final version of the KTXPR55 W-2 listing has been generated. The KTXPR55 report contains all information printed on the 2011 W-2 Wage and Tax Statement for each employee of your agency. Agencies will find the report in their agency mailbox on the MVS with a date of December 30, 2011. This report should be downloaded and retained by your agency to meet your historical record needs. This report will be removed from your MVS mailbox and will be no longer available for downloading after January 28, 2012.
The KTXPR55 W-2 listing is sorted as follows: 1) by department number, 2) alphabetically by last name, and 3) by social security number (SSN). Totals are included for each 10-digit department number as well as a grand total summary for the entire agency. The 'DIST. TOTAL' represents the total number of 2011 W-2's that were printed for your agency. The Department of Administration will be preparing a SMART voucher to bill each agency for the applicable costs associated with mailing the 2011 W-2's.
In those instances where an employee has worked for more than one department, one W-2 form has been prepared which includes earnings and deductions for all departments. The W-2 information for these employees will be included on the KTXPR55 W-2 listing for the department number appearing on the employee's most current job record.
The standard W-2 will be used again for 2011. The standard W-2 is one page, contains four copies (a copy to be used with the employees federal return, two copies that can be used for the employees state and local returns, and a copy for the employee records), and is pressure-sealed.
Agencies are reminded that the mailing address on the Contact Information page will be the primary address used for mailing the W-2. If the employee has no mailing address, then the employee's home address will be used for mailing the W-2. Most employees should continue to receive their W-2's at home, since the majority of employees do not have a mailing address. In situations where the address information is not correct or is not sufficient for postal delivery, the W-2 form will be mailed to the agency for distribution to the employee. The return address for all W-2 forms mailed this year will again be the agency address.
All 2011 W-2's, which are considered undeliverable to the employees and are returned to the agency by the U.S. Postal Service, should be retained by the agency until April 16, 2012. At that time, they should be sorted in alphabetical order by last name, first name, and middle initial
within department number and returned to the Office of General Services, Payroll Services.
In cases where the 2011 W-2 Wage and Tax Statement form does not agree with your records, please send a copy of the form to this office with an explanation. For all cases where the social security number is incorrect, please include a copy of the employee's social security card with the explanation. State agencies are not authorized to make changes on the W-2 forms. The Social Security Administration and the Kansas Department of Revenue must be notified of corrections made by the Department of Administration.
For employees needing duplicate W-2's for years 2006 through 2011, agencies are expected to recommend that employees use the 'W-2 Reissue Request' functionality found in Employee Self Service at https://sharp.ks.gov/psp/ESS/. A Desk Aid that explains the procedures for requesting a duplicate W-2 from ESS is attached and may be distributed to employees to assist them in this process. Agencies are reminded that employees who retired or terminated from State service on or after September 16, 2011, have access to request duplicate W-2's for 18 months following their date of separation, per Informational Circular 12-P-011 and should be directed to utilize Employee Self Service to request a duplicate W-2. After logging into the system and selecting 'W-2 Reissue Request', the employee will be asked to review the Tax Address and make any needed corrections. Please note that the Tax Address is where the reissued W-2 will be mailed, so it is imperative that the address is correct. The employee will also need to specify for which tax year (2011, 2010, 2009, 2008, 2007, or 2006) the reissued W-2 is needed. Duplicate W-2's for 2006- 2010 are currently available, and duplicate W-2's for 2011 will be available starting on Wednesday, January 18, 2012. Please note that duplicate W-2's for the year 2006 will no longer be available after mid-April 2012.
The Office of General Services, Payroll Services will continue to provide duplicate W-2's for those employees who cannot access Employee Self Service. Requests for duplicate W-2's received by Payroll Services by noon of each Thursday will be processed Thursday afternoon and mailed the next day. Agencies need to verify the mailing addresses for the W-2's and submit the correct addresses to Payroll Services. Agencies are requested to submit one blanket request for duplicate 2011 W-2's for each printing. The requests should be in employee ID order and should include each employee's name and correct mailing address in addition to the employee ID. Requests for duplicate W-2's for years prior to 2011 should be submitted separately. Duplicate 1042S form requests should also be submitted separately. Requests for either duplicate W-2 or 1042S forms should be directed to Payroll Services at telephone number 785-296-2311.
Attachment A has been included with this circular to assist agencies in answering questions regarding the W-2 forms. The attachment defines what items must be added (+) or subtracted (-) to arrive at the amounts shown on the W-2 form. In addition, agencies may also consider utilizing the SHARP KPAY318, "Year to Date Balances" report to assist in answering W-2 related questions. The report is available through SHARP using the path: Home / Payroll for North America / Periodic Payroll Events USA / Balance Reviews / Year to Date Balances. Employee ID and year are required to run this report. See Accounts and Reports Informational Circular No. 97-P-005 dated October 31, 1996 for additional information regarding the KPAY318.
Please note that on-cycle and off-cycle paychecks dated December 23, 2011 and off-cycle checks dated December 27, 2011 and December 30, 2011 are included in the 2011 W-2 amounts.
Attachment A (.xls)
Attachment B (.xls)
Desk Aid (.doc)