25-P-018 Information Pertaining to Employee 2024 W-2 Statements
INFORMATIONAL CIRCULAR NO: 25-P-018 Supersedes 24-P-012
DATE: February 7, 2025
SUBJECT: W-2 Wage and Tax Statements for Calendar Year 2024
OAR CONTACTS: doa_payroll@ks.gov
APPROVAL: Sunni Zentner (original signature on file)
SUMMARY: Information Pertaining to Employee 2024 W-2 Statements
The final version of the KTXPR55 W-2 listing has been generated and is available in your agency MVS mailbox. The KTXPR55 report contains all information printed on the 2024 W-2 Wage and Tax Statement for each employee of your agency. Agencies have 90 days to download and save this report. The KTXPR55 W-2 listing is sorted by 1) 3-digit agency, 2) alphabetically by last name/first name, and 3) social security number (SSN). The report is totaled by 3-digit agency. The ‘Total Number of Employees’ count from the Grand Totals page represents the total number of 2024 W-2s that were generated for your agency. In the instance where an employee worked for more than one agency, one W-2 form has been prepared that includes earnings and deductions for all agencies. The W-2 information for these employees will be included on the KTXPR55 W-2 listing for the agency appearing on the employee's most current job record.
For employees consenting to receive their W-2 electronically, the form is now available on Employee Self Service (ESS). For employees receiving a printed W-2, the form will be printed and mailed by the end of January 2025.
Employees who have retired or separated from state service will be able to consent to receive their W-2 forms electronically, via Employee Self- Service, for 18 months following separation. Each retired or separated employee will have to sign into Employee Self -Service and complete their consent, even if consent was previously granted. If this consent is not resubmitted, a paper W-2 will be generated and mailed.
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 who have not consented to receive an electronic W-2. If the employee has no mailing address, the employee's home address will be used for mailing the W-2. The return address for all mailed W-2 forms will be the Department of Administration, Office of Printing & Mailing. All W-2s returned in the mail as undeliverable will be destroyed immediately.
In cases where the W-2 Wage and Tax Statement information does not agree with your agency records, please notify the Payroll Processing Team, DOA_Payroll@ks.gov, with an explanation of the issue.
For all cases where the social security number is incorrect, please send a copy of the employee's social security card to DOA_Payroll@ks.gov 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 in need of W-2 form reprints for the most recent 5 years, agencies are expected to recommend that employees consent to view these W-2s electronically using the ‘W-2: Consent, Reissue, Forms’ tile found in Employee Self-Service. The employee may view and print the duplicate by selecting ‘View W-2/W-2c Forms’. For those employees who do not consent to receive their W-2 form electronically, a paper W-2 duplicate can be requested by selecting the ‘W-2 Reissue Request’ option also found in Employee Self -Service.
Employees needing a duplicate W-2 who cannot access Employee Self-Service should contact their Agency HR Office. Agency staff should refer to the job aid Agency Requested W2 Reprints for providing these duplicate reissued W-2 statements for employees of your agency.
An attachment is 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 should also consider using 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.
NR:SGZ:had
