W-2 Frequently Asked Questions

Employees can elect in Workday to receive their W-2 electronically as follows:

  1. Log into Single Sign On (SSO) using your UIN and password.
  2. Click the Workday option.
  3. Click the “Pay” Worklet.
  4. In the “View box” click on My Tax Documents.
  5. In the section where the company name is listed, click the “Edit” button.
  6. Select the delivery method you would like.
  7. Click Ok

Electronic Forms

If you have opted to receive your W-2 form electronically, you will receive an email notification once your W-2 is available in Workday. At that time, you can access and print your W-2 through the "Pay" Worklet.

To retrieve your W-2 form, please follow these steps:

  1. Log in to Single Sign On using your UIN and password.
  2. Select the Workday application.
  3. Click the “Pay” Worklet.
  4. Under the “View” section, click on “My Tax Documents.”.
  5. Your W-2 form will appear on the next page, ready for you to view and print as needed.

Paper Forms

If you have opted to receive a paper W-2 it will be mailed by January 31st. Additionally, an electronic copy will be available in Workday, accessible as described above.

Trouble Accessing SSO

If you experience difficulty logging into SSO please contact one of the service areas below:

  • Active Employees
    Contact Phone Email
    IT's Help Desk Central (979) 845-8300 helpdesk@tamu.edu
  • Inactive or Retired Employees — contact one of the following:
    Contact Phone Email
    Benefits and Retirement Services (979) 862-1718 benefits@tamu.edu
    Payroll Services (979) 845-2711 payroll@tamu.edu
    Continuous Improvement Services (979) 862-3845 HRnetwork@tamu.edu

Your W-2 is available through Single Sign On (SSO). As a former employee, you will continue to have access to SSO for three years following your separation from Texas A&M.

Follow these steps to retrieve your W-2.

  1. Log in to Single Sign On using your UIN and password.
  2. Select the Workday application.
  3. Click the “Pay” Worklet.
  4. Under the “View” section, click on “My Tax Documents.”
  5. Your W-2 form will appear on the next page, ready for you to view and print as needed.

Electronic W-2 forms are usually available between mid and late January each year, though the exact release date may vary annually.

Accessing SSO

If you experience difficulty logging into SSO please contact one of the service areas below:

  • Active Employees
    Contact Phone Email
    IT's Help Desk Central (979) 845-8300 helpdesk@tamu.edu
  • Inactive or Retired Employees — contact one of the following:
    Contact Phone Email
    Benefits and Retirement Services (979) 862-1718 benefits@tamu.edu
    Payroll Services (979) 845-2711 payroll@tamu.edu
    Continuous Improvement Services (979) 862-3845 HRnetwork@tamu.edu

If you have opted to receive a paper W-2 it will be mailed by January 31st. Additionally, an electronic copy will be available in Workday, accessible as described above.

To reset your Single Sign On (SSO) password please contact one of the below service areas.

  • Active Employees
    Contact Phone Email
    IT's Help Desk Central (979) 845-8300 helpdesk@tamu.edu
  • Inactive or Retired Employees — contact one of the following:
    Contact Phone Email
    Benefits and Retirement Services (979) 862-1718 benefits@tamu.edu
    Payroll Services (979) 845-2711 payroll@tamu.edu
    Continuous Improvement Services (979) 862-3845 HRnetwork@tamu.edu

If your W-2 shows 000-00-0000 as your Social Security Number (SSN), it means your SSN is not currently entered in Workday. Federal regulations require the SSN to be included on the W-2. If it is missing, the employee may be subject to an IRS penalty.

To receive a corrected W-2, please provide us with a copy of your Social Security card using one of the methods listed below. Once we have your card, we will update your SSN in Workday and request a corrected W-2 (W-2C). After the corrected W-2 is processed, it will be published in Workday for you to access.

Delivery methods for Social Security Cards

  • Drop off:
    General Services Complex
    750 Agronomy Rd., Suite 3401
    College Station, TX 77843
    Put your Social Security card copy in one of the green bags outside the door and then put the green bag in the drop box.

  • Fax to:
    Fax to Tax Compliance & Reporting at 979-458-3131

  • Filex to:
    Filex is a secure email program offered by TAMUS.
    The web address is https://filex.tamu.edu/ or click here to access.
    Notes:
    • Login using your NetID and Password
    • Click “Create Folder” and enter a name for your folder on the pop-up screen then click “Create”
    • Click in the “FILES” box to choose your file to upload or drag and drop the file you want to upload.
    • Click “Upload Files” - you must click “Upload Files” to upload your file even if you drag and drop.
    • Click the “⊕” in the “READER’S” box to enter tax@tamu.edu to email the file to our office. The file will automatically be sent after the email is entered.
    • Click the “Key” icon in the upper left corner of the screen to generate an access code.
    • Click the “Copy” icon to copy the code and email to tax@tamu.edu.

  • Mail to:
    Texas A&M University
    Tax Compliance & Reporting
    6003 TAMU
    College Station, TX 77843-6003
**DO NOT SUBMIT YOUR SOCIAL SECURITY CARD BY CONVENTIONAL EMAIL**

Conventional email is not a secure form of transmission.

The amount shown in Box 12 of your W-2 with Code DD represents the total cost of your employer-sponsored health insurance plan for the year, which includes both the portion paid by you (employee contributions: Medical plus Wellness Credit) and the portion paid by your employer (employer contributions: Medical). This reporting is required under the Affordable Care Act. The amount is informational only and is not taxable income.

FAQ's are on the IRS website at: http://www.irs.gov/uac/Form-W-2-Reporting-of-Employer-Sponsored-Health-Coverage

Your W-2 reports taxable wages, not gross wages. The IRS allows gross wages to be reduced by certain pre-tax benefits to determine your reportable taxable wages. Below are the calculations for Box 1, Box 3 and Box 5 wages.

Box 1: Taxable wages = Gross pay + Longevity + Emoluments - Pretax deferred compensation (TRS/ORP/TDA/DCP) - Pretax health related deductions (medical, tobacco premium, dental, vision, ADD, dependent care spending account, medical spending account and wellness credit) - Pretax Parking.

Box 3: Social Security wages = Gross pay + Longevity + Emoluments - Pretax health-related deductions (medical, tobacco premium, dental, vision, ADD, dependent care spending account, medical spending account and wellness credit) - Pretax Parking.

Note: Social Security taxable wages are capped annually as follows. Wages above the capped amount are not taxed.
2026      $________
2025      $176,100
2024      $168,600

Box 5: Medicare wages = Gross pay + Longevity + Emoluments - Pretax health-related deductions (medical, tobacco premium, dental, vision, ADD, dependent care spending account, medical spending account and wellness credit) - Pretax Parking.

The main difference in these three calculations is that Box 1 includes subtracting pretax deferred compensation (TRS/ORP/TDA/DCP) and Boxes 3 & 5 do not.

Box 1: Taxable wages = Gross pay + Longevity + Emoluments - Pretax deferred compensation (TRS/ORP/TDA/DCP) - Pretax health related deductions (medical, tobacco premium, dental, vision, ADD, dependent care spending account, medical spending account and wellness credit) - Pretax Parking.

Box 3: Social Security wages = Gross pay + Longevity + Emoluments - Pretax health-related deductions (medical, tobacco premium, dental, vision, ADD, dependent care spending account, medical spending account and wellness credit) - Pretax Parking.
Note: Social Security taxable wages are capped annually as follows. Wages above the capped amount are not taxed.
2026      $________
2025      $176,100
2024      $168,600

Box 5: Medicare wages = Gross pay + Longevity + Emoluments - Pretax health-related deductions (medical, tobacco premium, dental, vision, ADD, dependent care spending account, medical spending account and wellness credit) - Pretax Parking.

The main difference in these three calculations is that Box 1 includes subtracting pretax deferred compensation (TRS/ORP/TDA/DCP) and Boxes 3 & 5 do not.

The tax amounts on your W-2 are calculated as follows:

Box 2: Federal Income Tax Withholding – This calculation varies per employee as it depends on the Form W-4 selections.

Box 4: Social Security Tax - Social Security taxable wages x 6.2% or 0.0620

Box 6: Medicare Tax - Medicare taxable wage x 1.45% or 0.0145 + Additional Medicare taxable wage
(Medicare taxable wages above $200,000) x 0.9% or .009

If you need a duplicate copy of your W-2, you can easily print one from Workday by following these instructions

  1. Log in to Single Sign On using your UIN and password
  2. Select the Workday application
  3. Click the “Pay” Worklet
  4. Under the “View” section, click on “My Tax Documents.”
  5. Your W-2 form will appear on the next page, ready for you to view and print as needed

If you terminated over three years ago. Complete the  W-2 Duplicate Request For  and submit to Tax Compliance & Reporting using the information at the bottom of the form.

Note: Processing of W-2 Duplicate Request Forms begins in mid-February of each year.

If you experience difficulty logging into Single Sign On, please contact one of the service areas below

  • Active Employees
    Contact Phone Email
    IT's Help Desk Central (979) 845-8300 helpdesk@tamu.edu
  • Inactive or Retired Employees — contact one of the following:
    Contact Phone Email
    Benefits and Retirement Services (979) 862-1718 benefits@tamu.edu
    Payroll Services (979) 845-2711 payroll@tamu.edu
    Continuous Improvement Services (979) 862-3845 HRnetwork@tamu.edu

To update your address in Workday, follow these steps:

  1. Log into Single Sign On using your UIN and password.
  2. Click the Workday application.
  3. Click the “Personal Information” Worklet.
  4. In the “Change” box, click the “Contact Information” option.
  5. Click Edit on the next screen to update your MAILING address

DO NOT change your Primary Home address if it is your resident address but not your mailing address. 

If you do not have a mailing address listed, you will need to add your mailing address in the Alternate Address section and set the usage as “Mailing”.

TRS and ORP contributions are not reported in Box 12 of the W-2 because they are mandatory contributions, not elective deferrals or designated Roth contributions, which are the types of contributions reported in Box 12.

According to IRS guidance, Box 12 codes (like D, E, F, G, H, S, AA, BB, EE) only apply to elective deferrals and designated Roth contributions in specific retirement plans such as 401(k), 403(b), and 457(b) plans. TRS and ORP contributions, being mandatory, do not fall into these categories and therefore should not be reported in Box 12.

Form W-2 Instructions: https://www.irs.gov/pub/irs-pdf/iw2w3.pdf
Codes D through H, S, Y, AA, BB, and EE. Use these codes to show elective deferrals and designated Roth contributions made to the plans listed. Do not report amounts for other types of plans…
The following are not elective deferrals and may be reported in box 14, but not in box 12.

  • Nonelective employer contributions made on behalf of an employee.
  • After-tax contributions that are not designated Roth contributions, such as voluntary contributions to a pension plan that are deducted from an employee's pay. See the box 12 instructions for Code AA—Designated Roth contributions under a section 401(k) plan, Code BB—Designated Roth contributions under a section 403(b) plan, and Code EE—Designated Roth contributions under a governmental section 457(b) plan for reporting designated Roth contributions.
  • Required employee contributions.
  • Employer matching contributions

Questions concerning your W2 may be emailed to tax@tamu.edu. Please include:

  • Full Name
  • UIN (or last 4 numbers of SSN)
  • Brief Description of inquiry
1098-T form1098T@tamu.edu
1042-S & Glacier internationaltax@tamu.edu
1099-MISC tax@tamu.edu
1099-NEC tax@tamu.edu
TRS tax@tamu.edu