14-P-019 W-2 Wage and Tax Statements for Calendar Year 2013 (Supersedes 13-P-14)
|DATE:||January 7, 2014|
W-2 Wage and Tax Statements for Calendar Year 2013
(Original Signature on File)
Information Pertaining to Employee 2013 W-2 Statements
The final version of the KTXPR55 W-2 listing has been generated. The KTXPR55 report contains all information printed on the 2013 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, 2013. 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, 2014.
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 2013 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 2013 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 2013. 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). For those employees consenting to receive their W-2 electronically, the form will be available on Employee Self Service. For those receiving a printed W-2, the form will be printed and pressure-sealed.
Agencies are reminded that the mailing address on the Contact Information page will be the primary address used for mailing the paper W-2 to employees not consenting to receive an electronic 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 paper 2013 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 15, 2014. At that time, they should be destroyed.
In cases where the 2013 W-2 Wage and Tax Statement information does not agree with your records, please notify this office with an explanation. For all cases where the social security number is incorrect, please send a copy of the employee's social security card to this office with the explanation. State agencies are not authorized to make changes on 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 2008 through 2013, agencies are expected to recommend that employees consent to view these W-2’s electronically using ‘W-2/W-2c Consent’ found in Employee Self Service at https://sharp.ks.gov/psp/ESS/, and then viewing and printing the duplicate using ‘View W-2/W-2c Forms’. For those employees not wishing to consent to receiving their W-2 Form electronically, they should use the ‘W-2 Reissue Request’ functionality also found in Employee Self Service to request a paper W-2 duplicate if a paper W-2 was processed for the year being requested. Desk Aids that explain these procedures, Desk Aid - View W-2/W-2c Forms - Employee Self Service and Desk Aid - W-2 Reissue Request - Employee Self Service may be printed and 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 consent to view/view/print and to request duplicate paper 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 consent/view/print or request a duplicate W-2. For requesting paper W-2 reissues, 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 paper 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 (2013, 2012, 2011, 2010, 2009, or 2008) the reissued W-2 is needed. Duplicate W-2’s for 2008- 2012 are currently available, and duplicate W-2’s for 2013 will be available starting on Wednesday, February 12, 2014. Please note that duplicate W-2’s for the year 2008 will no longer be available after mid-April 2014.
The Office of Systems Management, Payroll Services will continue to provide duplicate paper 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 2013 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 2013 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 785-296-3887.
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 20, 2013 and off-cycle checks dated December 23, 2013 and December 27, 2013 are included in the 2013 W-2 amounts.