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Posted for Thursday, January 5, 2017
W-2 Forms Are Now Available In Self Service
If you consented to receive your Form W-2 electronically, it is now available on the Self Service website. In addition:
• If you are not an active employee but had earnings in calendar year 2016 you can also access your W-2 form on this site.
• Retirees who received an additional ID to access insurance information must use their original employee ID to access their W-2.
• Individuals employed by the state and an independent billing unit (IBU) during 2016 must use their state employee ID to access their state W-2. Note: An IBU is an organization not paid through the state’s payroll system (SEMA4) that is authorized by Minnesota Statute to participate in the State Employee Group Insurance Program.
Accessing W-2 Forms
To access your W-2 form, please follow these steps:
1. Sign into Self Service, www.state.mn.us/employee, using the same user ID and password that you use to access your paystub.
2. Select State of MN Self Service .
3. On the State of MN Self Service page, select Other Payroll.
4. On the Other Payroll page, select W-2 Information.
5. On the W-2 Information page, select View W-2 Forms.
NOTE: If you live or work in a state other than Minnesota, there may be more than one W-2 listed on the Employee W-2 Forms page. In this situation, each W-2 needs to be opened and printed separately.
6. For PDF format:
• On the Employee W-2 Forms page, select the PDF checkbox for Calendar Year 2016, then click the View W-2 button.
• Your W-2 form displays in PDF format and can be viewed or printed. 7. For non–PDF format: • On the Employee W-2 Forms page, click the View W-2 button for Calendar Year 2016.
• Your W-2 form displays. NOTE: You may have a W-2 that includes two pages. If so, there will be a link at the top of the page that indicates Page 1 of 2. Clicking this link displays the second page, Page 2 of 2, which will have additional entries for Box 12.
• Click the Print This W-2 link to print as many copies of your W-2 form as needed. Try another printing method if this does not provide desired results. The W-2 should be printed on white paper and in black ink. If your W-2 form includes two pages, each page needs to be printed separately. If you have not consented to receive your W-2 form electronically, you can do so at any time. On the Self Service website, select Other Payroll and View W-2 Forms. A pop-up box will display allowing you to consent to receive the W-2 form electronically. Once you consent, you will be able to access your W-2 form immediately. If you consent prior to the time W-2s are printed by the state, a W-2 will not be mailed.
Paper W-2 forms will be mailed no later than January 31, per IRS guidelines, to:
• Employees who have not consented to receive the W-2 form electronically.
• Employees who have never accessed Self Service.
• Deceased employees, at the employee’s last home address. If the post office has a forwarding address, the W-2 will be forwarded.
• Employees not in active status and with job records where the last effective date is less than 01/01/2016. (Example: An employee retired December 24, 2015, but is receiving a W-2 because the last earnings were paid in 2016.)
• Employees who had no earnings for 2016, but received before-tax deduction refunds.
For assistance in answering your W-2 questions, select W-2 Information (below the View W-2 Forms link) on the W-2 Information page. Most amounts used to compute your W-2 form are found on your last pay stub for 2016.
If you believe that your W-2 is incorrect, submit a written request to your agency payroll office. Include: your name, Social Security number, current address, former address (if you have moved recently), agency, phone number (where you can be reached at work), an explanation of the error and your signature. You may provide this information on the Request for Duplicate or Corrected Wage and Tax Statement (W-2) form located on the Self Service website. Select Other Payroll, Payroll Forms, and W-2 Duplicate/Corrected.
Form 1095-C SEGIP will provide an IRS Form 1095-C Employer-Provided Health Insurance Offer and Coverage to any employee who was a full-time or was offered health coverage during 2016. It will be available in late January in Self Service if you consented to receive it electronically. Otherwise, SEGIP will mail it to your home address by March 2, 2017. For more information, see http://www.mn.gov/mmb/segip/humanresources/information-1095-c.jsp.
As designated by the IRS, some employees had income in 2016 that must be reported on Form 1099-MISC, rather than Form W-2. All 1099s will be mailed by January 31. Payments made following the date of death are reported on Form 1099-MISC to deceased employees’ survivors or estates. (Payments prior to the date of death are reported on Form W-2.) NOTE: Form 1099s are NOT available on the Self Service website.
If you have questions, please contact your Human Resources office at 6208.
— Barb Okrina
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