W-2 Frequently Asked Questions

Electronic Forms

If you signed up to receive your W-2 form electronically, you will receive an email no later than January 31 that it is available in “Workday”. Upon availability, employees will be able to access and print W-2 forms through “Workday”, within (SSO).

Please follow these steps below to retrieve your W-2:

1. Log into Single Sign On 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. Your W-2 will be listed on the next page for you to view and print as needed.

Paper Forms

If you signed up to receive a paper W-2 it will be mailed by January 31. In addition, an electronic copy will also be uploaded to Workday and can be accessed as noted above.

Accessing SSO

If you experience difficulty logging into SSO, follow the on-screen help or send an email to Payroll Services at payroll@tamu.edu; to have your password reset. Please provide your name, the last four digits of your Social Security Number, your date of birth and your current email address for verification. An automated email will be sent to you with a one-time use temporary password. If you have forgotten your UIN please request it in the email.

W-2s for 2017 and previous years are available in HR Connect Legacy. Follow these steps to retrieve your W-2:

1. Log into Single Sign On using your UIN and password.
2. Click the "HR Connect Legacy" tab.
3. Click on "W-2 Forms".
4. This page will display a list of your W-2s by year. View and print as needed.

Your W-2 is available in Single Sign On. As a former employee, you still have access to Single Sign On (SSO) after you terminate employment with Texas A&M. Follow these steps to retrieve your W-2.

For 2018 and future years W-2:

1. Log into Single Sign On 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. Your W-2 will be listed on the next page for you to view and print as needed.

For 2017 and past years W-2:

1. Log into Single Sign On using your UIN and password.
2. Click the HR Connect Legacy tab.
3. Click on "W-2 Forms"
4. This page will display a list of your W-2s by year. View and print as needed.

The electronic W-2 forms are typically available mid-to-late January each year. The exact date will fluctuate from year to year.

If you experience difficulty logging into SSO, follow the on-screen help or send an email to Payroll Services at payroll@tamu.edu to have your password reset. Please provide your name, the last four digits of your Social Security Number, your date of birth and your current email address for verification. An automated email will be sent to you with the new password. At that time, you can log in and retrieve your W-2 using the instructions above.

If you are not signed up to receive your W-2 electronically, you will receive a paper W-2 in the mail. All paper forms will be mailed by January 31 each year. They are also available in HR Connect Legacy (2017 and past years) and Workday (2018).

Current and Former Employees

To reset your Single Sign On  (SSO) password, follow the on-screen help or send an email to Payroll Services at payroll@tamu.edu. In the email, request to have your SSO password reset and include your full name, date of birth, the last four digits of your Social Security Number, and your current email address. An automatic email will be sent to you with a one-time use temporary password.

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

If your W-2 shows 000-00-0000 as your SSN that means your SSN is not in Workday.  Federal regulations require the SSN on the W-2.  If the SSN is not on the W-2, the employee is subject to an IRS fine.

To get a corrected W-2, you will need to send us a copy of your social security card using one of the below methods.  Once received, we will enter your SSN in Workday and request a W-2C. After the W-2C is produced, it will be uploaded to Workday for your access. 

Delivery methods for Social Security Cards

Drop off:

General Services Complex
750 Agronony Rd., Suite 3401
College Station, TX 77843

Put your SS 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/accounts/logout/.

Notes (not instructions):

• You will access it using your TAMU NetID and Password
• After you’ve uploaded your SSN, click the “Encrypt” box to encrypt your file
• Enter the Tax email address: tax@tamu.edu
• You will receive an email with a decryption key. Forward that email to tax@tamu.edu.

Mail to:

Texas A&M University
Tax Compliance & Reporting
c/o 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 in Box 12 of your W-2 with Code DD is the total amount of medical insurance coverage deducted from your pay plus the state contribution amount.

The Box 12 DD amount is comprised of:

Employee Deduction less Medical and Wellness Credit

Employer Contribution - Medical

The Box 12 amount for medical insurance cost is identified as Code DD as required by the Affordable Care Act. This information is for reporting purposes only and IS NOT taxable to the employee. The amount included for medical insurance will be for the time that you were an employee only.

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

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

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. 

Box 5: Medicare Wages

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 and 5 do not.

The information on the last pay stub of the year may not match the wages reported on your W-2 because Box 1 reflects income less pretax items such as TRS, ORP, TDA, medical, tobacco premium, dental, health care spending account, etc.

Box 1: Taxable Wages

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

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.

Box 5: Medicare Wages

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 and 5 do not.

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

Box 2: Federal Income Tax Witholding

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

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

Box 6: Medicare Tax

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

Processing of W-2 Duplicate Request Forms will start in mid-February of each year as we need to allow adequate time for paper copies to arrive through the mail.

For a duplicate copy, you can either:

1. Print another copy from HR Connect Legacy or Workday by following these instructions:

For 2018 and future years W-2:

• Log into Single Sign On using your UIN and password.
• Click the Workday tab.
• Click the “Pay” Worklet.
• In the “View box” click on My Tax Documents.
• Your W-2 will be listed on the next page for you to view and print as needed.

For 2017 and past years W-2:

• Log into Single Sign On using your UIN and password.
• Click the HR Connect Legacy tab.
• Click on “W-2 Forms”
• This page will display a list of your W-2s by year. View and print as needed.

2. Complete the W-2 Duplicate Request Form and submit to Tax Compliance & Reporting using the information at the bottom of the form.

1. Log into Single Sign On using your UIN and password.
2. Click the Workday option.
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.
6. 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 mandatory contributions and cannot be reported in Box 12 of the W-2.  Below is the IRS information for Box 12 contribution reportings.   

Instructions for Form W-2:
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 https://www.irs.gov/pub/irs-pdf/iw2w3.pdf

Questions regarding W-2 issues may be emailed to tax@tamu.edu. Please include:

• Full name
• UIN (or last 4 digits of SSN and date of birth)
• Brief description of inquiry