Overview: Stanford W-2 Forms
On this page:
- W-2 Forms and Distribution Methods
- Requesting Duplicate W-2 Forms
- Correcting W-2 Information
- W-2 Form Fields and Descriptions
W-2 Forms and Distribution Methods
Stanford is responsible for reporting to Federal and State agencies all employee taxable wages, and the associated taxes paid. At the end of each tax year (January 1, YYYY through December 31, YYYY), Stanford compiles and distributes a W-2 Form for each employee. The information on the W-2 Form is used by employees to file their Federal and State income tax returns.
Mail Distribution
- As a default, W-2 Forms are mailed to the employee's mailing address listed in the PeopleSoft Human Resources database.
- Visit StanfordYou to maintain your address information. For help, reference How To: Update Phone and Address Information. If you no longer work for Stanford, please contact your former supervisor or department administrator to update your mailing address. Alternatively, you may opt for electronic delivery of your W-2 Form. Current year W-2 Form is available at no charge. For instructions, reference How To: Elect / Cancel Online W-2 Form Delivery.
- Employees are encouraged to elect to access their W-2 Form electronically., For employee convenience, two different methods are available for accessing W-2 Forms online.
- In Axess, on the Employee Center for current employees
- Via W-2Express (an Equifax product) for current and former employees.
- W-2Express offers integration to the major tax preparation software providers (TurboTax, H&R Block, Jackson Hewitt, etc.).
- For help using W-2Express web application, or to learn how to consent for online W-2 Form delivery in Axess or W-2Express, reference How To: Elect / Cancel Online W-2 Form Delivery.
Requesting Duplicate W-2 Forms
- Current employees may access current and prior year W-2 Forms at any time, directly from Axess.
- For former employees, who no longer have access to Axess, Stanford offers duplicate W-2 Forms through W-2Express (a product of Equifax, a third party service provider).
- The first reprint of the current year W-2 Form is available at no charge. Nominal administrative fees ($10 per copy) apply to subsequent reprints of the current year W-2 Form and reprints of prior year forms.
- For help using the W-2Express to request a duplicate W-2 Form, reference How To: Order Duplicate W-2 Form.
Correcting W-2 Information
- Stanford reports wages to the Social Security Administration for its use in calculating potential future social security retirement benefits.
- Verify that your name and Social Security Number on your W-2 Form matches that listed on your Social Security card.
- If your name or Social Security Number is incorrect on your W-2 Form:
- Contact your department Human Resources Manager to correct your employee record.
- To correct your W-2 Form, please submit a HelpSU ticket to Payroll.
- Address information from your W-2 Form is not reported to the State or Federal government. Incorrect address information on your W-2 does not require a corrected form.
W-2 Form Fields and Descriptions
Information included on Stanford's W-2 Wage and Tax Form is detailed below:
Box 1: Wages, Tips, Other Compensation- Subtract pre-tax benefit deductions (health insurance, dental, vision, etc.), pre-tax parking deductions and pre-tax retirement deductions from your gross wages to arrive at the taxable wages reported in Box 1.
- Total federal income tax withheld. Reference Payroll tax deduction code Fed Withholding on your Pay Statement.
- The amount is based on the withholding status and number of withholding allowances claimed on your Federal W-4 Declaration.
- For help changing your withholding allowances, see How To: Declare or Change Withholding Allowance.
- Subtract pre-tax benefit deductions (health insurance, dental, vision, etc.) and pre-tax parking deductions from your gross wages to arrive at the taxable wages reported in Box 3. A maximum of $118,500.00 of wages, the annual Social Security wage base, are reported in Box 3.
- Total social security tax withheld. Reference Payroll tax deduction code Fed OASDI/EE on your Pay Statement.
- Tax rate: 6.2%
- Subtract pre-tax benefit deductions (health insurance, dental, vision, etc.) and pre-tax parking deductions from your gross wages to arrive at the taxable wages reported in Box 5.
- Total Medicare tax withheld. Reference Payroll tax deduction code Fed MED/EE on your Pay Statement.
- Tax rate: 1.45%
- Total Additional Medicare tax withheld. Reference Payroll tax deduction code Fed Addl Med on your Pay Statement
- Tax rate: 0.9% on earnings in excess of $200,000
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- Total pre-tax dependent care spending account contributions deducted from your pay or contributions made by Stanford on your behalf
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- Elective pre-tax employee contributions to 403(b) salary reduction agreement (i.e. retirement plan)
- Cost of employer-sponsored health coverage. The amount reported with Code DD is not taxable
- Elective pre-tax employee contributions to 457 salary reduction agreement (i.e. retirement plan)
- Excludable (non-taxable) moving expense reimbursements paid on your behalf by Stanford
- Adoption assistance program reimbursements
- Total pre-tax health savings account (HSA) contributions deducted from your pay or contributions made by Stanford on your behalf
- HSA amounts are included in California wages reported in Box 16, but are excluded from Federal and FICA wages in Box 1, Box 3 and Box 5
- Retirement Plan box will be checked if you contributed to a retirement plan and/or Stanford contributed on your behalf.
- California Voluntary Disability Insurance
- Reference Payroll tax deduction code CA Vol Dis / EE on your Pay Statement
- Benefit contributions for a qualified domestic partner
- DOM amounts are included in federal wages reported in Box 1, Box 3 and Box 5, but are excluded from California wages reported in Box 16.
- State of employment and Stanford's State ID Number
- Subtract pre-tax benefit deductions (health insurance, dental, vision, etc.), pre-tax parking deductions and pre-tax retirement deductions from your gross wages to arrive at the taxable wages reported in Box 16.
- Total state income tax withheld
- Reference Payroll tax deduction code CA Withholding on your Pay Statement.
- Amount is based on the withholding status and the number of withholding allowances claimed on your California State DE-4 Declaration.
- For help changing your elections, see How To: Declare or Change Withholding Allowance.
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