98-P-018 W-2 Wage and Tax Statements for Calendar Year 1997 (Supersedes 97-P-016)
|DATE:||January 12, 1998|
|SUBJECT:||W-2 Wage and Tax Statements for Calendar Year 1997|
|CONTACT:||Sunni Zentner||(785) 296-7058|
|SUMMARY:||Information Pertaining to Employee 1997 W-2 Statements|
The final version of the KTXPR55 W-2 Listing has been generated. The KTXPR55 report contains all information printed on the 1997 W-2 Wage and Tax Statement for each employee of your agency. Agencies which are on-line users of SHARP will find the report in your agency mailbox on the MVS dated January 9, 1998. The KTXPR55 W-2 Listing will be distributed to paper user agencies via the normal report distribution process.
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 1997 W-2s that were printed for your agency. The Department of Administration will be preparing a STARS voucher to bill each agency for the applicable costs associated with mailing the 1997 W-2s.
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 appear on the KTXPR55 W-2 listing for the department in which the employee was last paid.
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 be the agency address.
All 1997 W-2s 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, 1998. At that time, they should be sorted in alphabetical order by last name, first name, middle initial within department number and returned to the Division of Accounts and Reports, Payroll Services.
In cases where the 1997 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.
Duplicate laser printed W-2s for calendar year 1997 will be printed for distribution to the agencies on each Monday, beginning February 16, 1998 and continuing through April 13, 1998. The agencies are requested to submit one blanket request for duplicate 1997 W-2's for each printing. Requests received in the Division of Accounts and Reports, Payroll Services, by noon of each Thursday will be printed for distribution the following Monday. The requests should be in social security number order and should include each employee's name and employee ID in addition to the SSN. Requests for duplicate W-2s for years prior to 1997 should be submitted separately. Duplicate 1042S form requests should also be submitted separately.
Attachment A, which defines what items must be added (+) or subtracted (-) to arrive at the amounts shown on the W-2 form, has been included to assist agencies in answering questions regarding the W-2 forms. On-line agencies may also want to consider utilizing the SHARP KPAY318, 'Year-to-Date Balances' report to assist in answering W-2 related questions. See Accounts and Reports Informational Circular No. 97-P-005 dated October 31, 1996 for additional information regarding the KPAY318.
Some agencies will also be receiving Forms 4782, Employee Moving Expense Information, for employees of their agency who have an amount reported in Box 13P of Form W-2. Any amounts reported in Box 13P are reflected on the KTXPR55 report. Forms 4782 will be mailed on January 13, 1998 to the appropriate agencies. Please distribute each form to the appropriate employee as soon as possible. The employee will need the form to file with their tax return.
Please note that the on-cycle paychecks dated December 24, 1997 and the off-cycle paychecks dated December 31, 1997 are included in the 1997 W-2 amounts.
Attachment: 1997 W-2 WAGE AND TAX STATEMENT (pdf)