W-2, Payroll and Data Management - The University of Texas at Dallas W-2, Payroll and Data Management, The University of Texas at Dallas

W-2

As required by the Internal Revenue Service (IRS), the University of Texas at Dallas must provide all employees with a Form W-2 for each calendar year to be used in completing the employees’ annual tax returns. As an alternative to the paper W-2, the University of Texas at Dallas offers employees the option of electing to receive their W-2 electronically.

Benefits of the electronic W-2:

  • Employees have access to their W-2 earlier.
  • Employees can access their W-2 anywhere that they have internet access.
  • Employees can reprint their W-2 at their convenience.

An employee who wishes to consent to receive their W-2 electronically should complete the following steps:

  1. Log in to Galaxy.
  2. Under “Staff Tools”, click “Gemini HR, Self Service”.
  3. Click “Payroll and Compensation”.
  4. Click “W-2/W-2c Consent”.
  5. Check the box that says “Check here to indicate your consent to receive electronic W-2 and W-2c forms”.
  6. Click “Submit”.

You will receive a confirmation email if your election is successful. Consent must be submitted via Galaxy by January 10th of the next year for the electronic W-2 to be available for the current calendar year. An internet connection and a PDF viewer will be necessary to view and print Form W-2 electronically.

Employees who previously consented to receive their W-2 electronically from the University of Texas at Dallas via the www.eprintview.com system do not need to consent again via the Galaxy system if they wish for their consent to remain in effect.

An employee who wishes to withdraw their consent may do so by completing the following steps:

  1. Log in to Galaxy.
  2. Under “Staff Tools”, click “Gemini HR, Self Service”.
  3. Click “Payroll and Compensation”.
  4. Click “W-2/W-2c Consent”.
  5. Check the box that says “Check here to indicate your withdrawal of consent to receive electronic W-2 and W-2c forms”.
  6. Click “Submit”.

You will receive a confirmation email if your withdrawal is successful. An employee’s withdrawal of consent will be effective on the date received. If consent is withdrawn, it will only be effective for those W-2 statements not yet issued. Employees wishing to withdraw consent for the current calendar year must do so by January 10th of the next year.

Disclosure Notices:

  • If an employee does not consent to receive their W-2 electronically, he or she will have a paper copy mailed out to them by the IRS required deadline of January 31st. Copies will be mailed to the mailing address listed for the employee in the Gemini HR system as of January 10th. ALL employees should verify their mailing address prior to January 10th to ensure timely delivery of their W-2. Student workers who update their address in Orion will also need to update it in Staff Tools for changes to be effective for W-2 mailings. To confirm or change your address and other contact information, please complete the following steps:
  1. Login to Galaxy.
  2. Under “Staff Tools”, click “Gemini HR, Self Service”.
  3. Click “Personal Information”.
  4. Click “Home and Mailing Address” to view your information.
  5. To change your contact information or address, click the pencil icon located under the “Edit” tab.
  6. Fill in your current information and click “Save”.
  •  If an employee does consent to receive their W-2 electronically, he or she will NOT receive a paper copy unless they request one in writing to payroll@utdallas.edu. Request for a paper copy does not withdraw an employee’s consent to electronic transmission.
  •  Consent to electronic W-2 forms will be effective for all future calendar years until consent is withdrawn or the individual is no longer an employee of the University of Texas at Dallas.
  •  An employee who has consented to receive their W-2 electronically may see previous calendar year W-2s also. Form W-2 for the calendar year of 2012 and subsequent years can be accessed via Galaxy through the following steps:
  1. Log in to Galaxy.
  2. Under “Staff Tools”, select “Gemini HR, Self Service”.
  3. Click “Payroll and Compensation”.
  4. Select “View W-2/W-2c Forms” to view and print your W-2.

Form W-2 for the calendar years 2006 – 2011 can be accessed via www.eprintview.com through the following steps:

  1. Enter your Login ID, which is your social security number without spaces or dashes.
  2. Enter the password you previously selected. If you forgot your password, click the “Forgot Password” link.
  3.  Enter 0823 as the Employer PIN. Click “Login”.
  4.  On the “My Account” page, under Tax Form Options, click the “W-2 Reprint” line.
  5. Select the appropriate year from the drop down list, and then select the “Continue to Print” button.
  6. At the bottom of the next screen, select “Click here for your W-2 form.” This will load Adobe Reader, allowing you to print your duplicate Form W-2 by selecting the Adobe Print icon.
  • Individuals who are no longer employed by the University of Texas at Dallas will NOT have electronic access to their W-2 and should contact the Payroll department in writing via email at: payroll@utdallas.edu or U.S. mail via the address below to request a paper copy.

The University of Texas at Dallas
Office of Payroll and Data Management, AD36
800 West Campbell Rd
Richardson, TX 75080-3021