2023 W-2 Process Schedule
W-2 Process Schedule
Texas State University is required by the IRS to provide all employees with a W-2 Form, Wage and Tax Statement, for each calendar year to be used in completing the employees’ annual tax returns. The W-2 Form details the employee’s compensation and tax withholding amounts for the year from his/her paycheck. The W-2 Form must be properly addressed and postmarked by January 31 and 1042 Form (for Foreign National employees) by March 15, in accordance with Federal Treasury Regulation 31.6051-1.
Process | Description | Timing |
|---|---|---|
Update Mailing Address for W-2 Form and 1042 Form | To ensure the correct address is printed on the tax forms, employees must update their mailing or permanent address in SAP by January 12, 2024. To confirm or change your address information, please contact Human Resources at (512) 245-2557 or hr@txstate.edu. | By January 12, 2024 |
Electronic Distribution of Online W-2 Forms | Employees must consent prior to the announced deadline to ensure the electronic W-2 Form is available. Employees who do not consent prior to the deadline will automatically receive a paper copy, which will be distributed by U.S. Postal Service. | Consent for electronic 2023 W-2 is open until midnight on January 12, 2024. |
Electronic W-2 Availability | Employees who have elected an electronic W-2 will receive a notification when the electronic W-2 Form is available. | January 26, 2024 |
Mailing Distribution of W-2 Statements | Paper W-2 Forms will be mailed via U.S. Postal Service on January 31. | January 31, 2024 |
Reissues/Duplicate W-2 | Employees who have consented to receive their W-2 electronically may retrieve forms for 2019 through 2022 now via SAP. Form W-2 for 2023 will be available on January 26, 2024. | Employees who have consented to receive electronic W-2: Prior Tax Years: Immediately Current Tax Year: January 26, 2024. Employees who have not consented to receive their W-2 electronically may request a copy of the 2023 W-2 after February 15, 2024. |
| Paper copy requests after February 15, 2024 |