Departments

2011 Electronic Form W-2 Disclosure Statement

• If an employee does not consent to receive an electronic version of Form W-2, he or she will be furnished a Form W-2 on paper.
• The 2011 Electronic Form W-2 Consent Statement is effective for Forms W-2 issued for the calendar year 2011 and all future periods until consent is withdrawn or the individual is no longer employed by the University.
• After giving consent, an employee may still request a paper Form W-2 by contacting the Payroll office in writing. This may be done via email to: payroll.taxforms@yale.edu or U.S. mail to: Payroll Department Attn: Tax Form Request, Yale University, P.O. Box 208356, New Haven, CT 06520-8356. The request for a paper W-2 will not terminate consent.
• An employee may withdraw his or her consent with 30 days' notice by sending a written confirmation of the withdrawal and its effective date. This may be done via email to: payroll.taxforms@yale.edu or U.S. mail to: Payroll Department Attn: Consent Request, Yale University, PO Box 208356, New Haven, CT 06520-8356. The withdrawal of consent does not apply to a Form W-2 that was furnished electronically before the withdrawal of consent is furnished. Upon receipt of the withdrawal, the University Payroll Department will send a written confirmation of the withdrawal via U.S. mail or email.
• The University will not provide the Form W-2 electronically to an individual who has terminated his or her employment with the University prior to 1/1/2012. These individuals will receive paper copies via U.S. mail. Only active University employees will have access to the electronic version of Form W-2. If a former employee requires an additional copy of the Form W-2, he or she may follow the aforementioned methods of contacting the University Payroll Department.
• If an employee has consented to receive an electronic version of Form W-2 and has not printed the form prior to termination, he or she should contact the University Payroll Department in order to receive a paper copy via U.S. mail.
• An employee must contact Yale University Payroll Department immediately with any updated contact information (e.g. email address, mailing address, etc). This may be done via email to payroll.taxforms@yale.edu or U.S. mail to: Payroll Department Attn: Tax Form Request, Yale University, P.O. Box 208356, New Haven, CT 06520-8356.
• The hardware and software requirements needed to access, print and retain Form W-2 electronically include an internet connection, web browser, and Adobe Acrobat reader.
• The electronic version of Form W-2 will be available on the web site for at least 3 years from its original posting date.
• The Form W-2 may be required to be printed and attached to a federal, state, or local income tax return.

Last Updated: January 5, 2012 (jp).