Option For Employees To Elect Electronic Receipt Of W-2 And 1095-C Forms

Form W-2, Wage and Tax Statement, is used to report wages paid to employees and the taxes withheld from them. Employers must complete a Form W-2 for each employee to whom they pay a salary, wage, or other compensation as part of the employment relationship. The form also is used to report FICA wages and taxes to the Social Security Administration. You submit information from Form W-2 as part of your personal income tax filing

Form 1095-C is an annual reporting form used in connection with the Affordable Care Act. Form 1095-C includes information about the health insurance coverage offered to you and, if applicable, your family. You will need to submit information from Form 1095-C in 2016 as a part of your personal income tax filing for 2015. Form 1095-C will help the IRS determine if you need to make the new individual shared responsibility payment – the fee you may have to pay if you didn’t have health insurance at any point during 2015.

All full-time employees will receive Form 1095-C by February 1, 2016 for the 2015 calendar year. In anticipation of this reporting requirement, the University is requesting that all employees – regardless of their eligibility to participate in the University’s health insurance coverage – consent to receive Form 1095-C electronically.

To support campus-wide sustainability and cost saving initiatives, the University allows employees to elect to receive electronic W-2 and 1095-C forms in place of paper forms. IRS regulations, which allow employers to provide the option of electronic forms instead of a paper format, require that each employee give his/her consent to receive an electronic W-2 and/or 1095-C in place of a paper version. In addition to supporting sustainability, issuing forms electronically minimizes the potential for identity theft by providing a more secure way for employees to access their form compared to having the form mailed to their address on record.

To take advantage of this, employees need to access MySlice and consent to receive their W-2 and 1095-C form electronically. Click here for the instructions on how to make the election to receive an electronic form.

The electronic W-2 form contains all required information and complies with all applicable IRS revenue procedures. Employees have the ability to view and print their W-2 form on demand through MySlice. If filing a paper income tax return, the electronic W-2 can be printed and attached to the tax return mailed to the IRS; if filing an electronic income tax return, no paper W-2 form is submitted to the IRS. Calendar year 2005 through 2014 W-2 forms are available to view/print.

The calendar year 2015 W-2 and 1095-C form will be available in January 2016; at that time, employees who have selected the electronic option will be sent an email notifying them of the availability.

For those employees who do not have regular access to a computer, but who want to support sustainability and who want to sign up to receive electronic forms and/or to view or print their electronic forms at any time during the year, several locations across campus are equipped to provide assistance. These locations include:

  • the Human Resources office located in Steele Hall
  • the Payroll Service Center located in Skytop Office Building
  • the Physical Plant Human Resources office at 285 Ainsley Drive

All employees who terminate or retire from the University continue to have access to MySlice to view their pay information and to access their electronic forms; that access remains effective until the end of the following year from the date the employee terminates or retires.

Frequently Asked Questions (FAQs)

Questions about electronic forms should be directed to the Payroll Service Center at 443-4042 or email.