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Policies and Procedures

Policy 1114 – W-2 Annual Earnings Statements

July 1, 2004
Last Updated
October 13, 2017
Responsible University Officer
Director of Payroll Services
Responsible Unit
Payroll Services

Policy Statement

Each January, the University is required to provide each employee a Wage and Tax Statement Form W-2 reporting salary, wage, and other payments processed through the payroll system during the prior calendar year. Active employees will receive W-2s by January 31st. W-2s for inactive employees will be sent to the most recent mailing address on file by the end of each January.

Active employees must utilize the LDAP system to change a mailing address.

If an employee does not receive a form W-2 after allowing reasonable time for the form to be forwarded, s/he should contact Payroll Services and request a duplicate copy. Duplicate copies are processed annually in mid–February.

Reason for Policy

In accordance with federal and state tax laws, the University provides this policy to inform employees of the annual schedule for distributing earnings statements to use for their reporting responsibility to the IRS.



Special Situations

A Statement of Earnings is sometimes needed by University employees during the year, especially for those persons leaving the country or who, for other reasons, need a certification of the amount earned to date for the year. Any employee needing a Statement of Earnings should have their departmental payroll representative contact Payroll Services to have one prepared.



Additional Information

Frequently Asked Questions


Related Data

W-4 Form
NC-4 Form


W-2 Payroll Services 919-962-0047



September 8, 2009
May 29, 2007
January 11, 2005