Dear RC and Department Administrators:
As we have previously shared, employees have the option to receive Forms W-2 (IRS Wage and Tax Statement) electronically. Review the full announcement, including information about the advantages of receiving an electronic Form W-2.
***We are excited to announce that we can now also provide mobile Form W-2 access for active employees***
Employees that opt in to receive Forms W-2 electronically experience greater convenience with new mobile access to their tax forms, while also supporting the University’s sustainability goals by reducing printing.
We ask for your assistance in sharing the following information about electronic Forms W-2 with all your employees. Please notify any inactive or terminated employees that they may access directly through the ADP link once they no longer have Pitt Worx access.
How to Opt-in to Receive Electronic Forms W-2
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For current and active employees:
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If an employee has already opted in for paperless, no further action is needed. You only need to opt in once.
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The enrollment process is easy using the Pitt Worx system. To receive Form W-2 electronically, beginning with current year of employment and two subsequent years of employment, an employee will need to provide consent. Visit this page for detailed instructions on how to opt in.
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Once Forms W-2 are available each year (by January 31), an employee will be able to access their Form W-2 through Pitt Worx (from the Me page, select “Form W-2 Information”).
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Once you terminate or are an inactive employee:
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Terminated or inactive employees will no longer have access to Pitt Worx self-service and must create a separate login account (utilizing these instructions) directly through ADP. Pitt Worx login information will no longer be valid.
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Once a new account is created with ADP, they will be able to access their Form W-2 outside of Pitt Worx.
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There are a few scenarios in which an employee may not be able to opt-in immediately to receive your Forms W-2 electronically:
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Newly hired employees will NOT be able to opt-in immediately; new employees can opt in approximately 45 days after their hire date.
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All new hire employees paid through October 31, 2022, may now opt in.
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Foreign national employees with temporary SSNs are NOT able to opt in until their SSN is updated with the University.
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If an employee did not have any payroll payments in 2022, they will not be receiving a 2022 Form W-2, therefore, are NOT able to opt in.
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For more information regarding nontaxable payroll payments such as; Training Grants, Pre-Doctoral Fellowships and Post-Doctoral Scholarships that are not W2 reportable, where no Form W2 will be issued, view here or visit our payroll website and select their role.
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When can employees access their electronic Form W-2 each year?
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We will update our payroll website when Forms W-2 are available online and mailed. Employees will not receive a paper Form W-2 by mail if they consent by December 31.
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The University of Pittsburgh is required by IRS regulations to send employees a paper Form W-2 unless they consent to receive their Form W-2 in an electronic format. If employees do not provide consent to receiving their Form W-2 statement electronically, they will receive a paper copy that will be mailed to the address on file in Pitt Worx as of December 31.
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As a reminder, employees are responsible for updating their personal information in Pitt Worx.
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Only 2021 and future Forms W-2 will be made available through Pitt Worx.
Full year end information regarding employee tax documents can be found on the year end payroll information webpage.
If you have any questions, please submit an inquiry and select Payroll > Form W-2/1042-S Electronic Opt-in Question. We will be happy to assist you.
The University of Pittsburgh Payroll Department