Overview: Stanford W-2 Statements

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W-2 Statements and Distribution Methods

Stanford Payroll is responsible for reporting to the State and Federal government all employee wages, taxes paid, pre-tax and after-tax contributions. At the end of each tax year (January 1, YYYY through December 31, YYYY), Stanford compiles a W-2 Statement for each employee. The information on the W-2 Statement is used by employees to file their State and Federal income tax returns.

Mail Distribution

  • As a default, W-2 Statements are mailed to the employee's home address listed in the PeopleSoft Human Resources database.
  • Visit StanfordYou to maintain your home address information. For help, reference Quick Steps: Update Phone and Address Information.


Online W-2 Statements

  • Employees can elect to have their W-2 Statement sent to them electronically, enabling download into tax preparation software programs.
  • Stanford offers electronic delivery of W-2 Statements through the W-2 eXpress web application provided by TALX Corporation (a third party service provider).
  • For help using the W-2 eXpress web application to elect online W-2 Statement delivery, reference Quick Steps: Elect / Cancel Online W-2 Statement Delivery.
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Requesting Duplicate W-2 Statements

  • Stanford offers duplicate W-2 Statements through the W-2 eXpress web application provided by TALX Corporation (a third party service provider).
  • The first reprint of the current year W-2 Statement is available at no charge. Nominal administrative fees ($10 per copy) apply to subsequent reprints of the current year W-2 Statement and reprints of prior year statements.
  • For help using the W-2 eXpress web application to request a duplicate W-2 Statement, reference Quick Steps: Order Duplicate W-2 Statement.
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Correcting W-2 Information

  • Stanford reports wages to the Social Security Administration for their use in calculating potential future social security retirement benefits.
  • Verify that your name and Social Security Number on your W-2 Statement matches that listed on your Social Security card.
  • If your name or Social Security Number is incorrect on your W-2 Statement:
    • Contact your department Human Resources Manager to correct your employee record. Kelly -Can they just update it in StanfordWho?
    • Contact Payroll to correct your W-2 Statement. Kelly - who/how?
  • Address information from your W-2 Statement is not reported to the State or Federal government. Incorrect address information on your W-2 does not require a corrected form.
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W-2 Statement Fields and Descriptions

Information included on Stanford's W-2 Wage and Tax Statement is detailed below:

Box 1: Wages, Tips, Other Compensation
  • Gross year-to-date wages – [Pre-tax benefit deductions (health, insurance, dental, vision, etc.) + Pre-tax parking deductions + Pre-tax retirement contributions]
Box 2: Federal Income Tax Withheld
  • Total federal income tax withheld. Reference Payroll tax deduction code Fed Withholding on your Pay Statement.
  • The amount is based on the number of withholding allowances claimed in section 5 of the Federal W-4 Statement.
  • For help changing your withholding allowances, see Quick Steps: Declare or Change Withholding Allowances (link to Quick Steps).
Box 3: Social Security Wages
  • Gross year-to-date wages – [Pre-tax benefit deductions (health insurance, dental, vision, etc.) + Pre-tax parking deductions]
Box 4: Social Security Tax Withheld
  • Total social security tax withheld. Reference Payroll tax deduction code Fed OASDI/EE on your Pay Statement.
  • Tax rate: 6.2% on first $97,500 wages earned
Box 5: Medicare Wages and Tips
  • Gross year-to-date wages – [Pre-tax benefit deductions (health insurance, dental, vision, etc.) + Pre-tax parking deductions]
Box 6: Medicare Tax Withheld
  • Total Medicare tax withheld. Reference Payroll tax deduction code Fed MED/EE on your Pay Statement.
  • Tax rate: 1.45%
Box 7: Social Security Tips
  • ????
  • ????
Box 8: Allocated Tips
  • ????
  • ????
Box 9: Advance EIC Payment
  • Earned income credit
  • Any earned income credit that is more than your tax liability is refunded to you, providing you file a tax return
Box 10: Dependent Care Benefits
  • Total dependent care benefits that Stanford paid to you or incurred on your behalf.
  • You must complete Schedule 2 (Form 1040A) or Form 2441 to establish a Flexible Spending Account for dependent care expenses for your eligible dependents.
Box 11: Nonqualified Plans
  • ????
Box 12a:
  • ????
Box 12b:
  • ????
Box 12c:
  • ????
Box 12d:
  • ????
Box 12e:
  • ????
Box 13:???
  • ????
Box 14: Other
  • California Voluntary Disability Service
  • Reference Payroll tax deduction code CA Vol Dis/EE on your Pay Statement
  • Amount based on 0.6% on first $83,389 wages earned
  • Benefit contributions for a qualified domestic partner are excluded from state taxable wages only
  • Imputed earnings such as forgiven loans or employer-provided automobiles, which are added to taxable wages
Box 15: State and Employer's State ID Number
  • State of employment
  • Stanford's employer state I.D. number is 910-04640-8
Box 16: State Wages, Tips, etc.
  • Gross year-to-date wages – [Pre-tax benefit deductions (health, insurance, dental, vision, etc.) + Pre-tax parking deductions + Pre-tax retirement contributions]
Box 17: State Income Tax
  • Total state income tax withheld
  • Reference Payroll tax deduction code CA Withholding on your Pay Statement
  • Amount is based on the number of withholding allowances claimed in section 1 of the California State DE-4 Statement
  • For help changing your elections, see Quick Steps: Declare or Change Withholding Allowance
Box 18: Local Wages, Tips, etc.
  • ??
Box 19: Local Income Tax
  • ??
Box 20: Locality Name
  • ??
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