W-2 information

Your W-2

How to understand your W-2

W-2 options

Northern Arizona University uses an outside vendor to distribute W-2 information. You can choose whether to receive your W-2 electronically or through regular mail.

Why choose an electronic W-2?

Electronic W-2's:

  • will be available online sooner than mailed copies
  • can be printed as many times as needed once received electronically
  • can be downloaded to your personal computer for access anytime
  • will be available on the vendor’s website through October 15
  • can be uploaded into some tax preparation software (Turbo Tax, Jackson Hewitt, H&R Block)
  • remove the risk of sending your social security number on a paper copy in the mail—a common source of identity theft

What if I don’t want to receive my W-2 electronically?

If you do not want electronic delivery of your W-2, you do not need to do anything. You will be mailed a hard copy W-2 by the end of January, as required by the Internal Revenue Service (IRS).  If you do not elect electronic delivery of your W-2 and need a re-print there will be a fee assessed of $8.

To ensure delivery of your W-2, keep your mailing address current in LOUIE.

When do I have to decide how to receive my W-2?

You have until the first week in January to elect to receive an electronic W-2. If you do not elect an electronic W-2, a paper W-2 will be mailed to you by the end of January.

What about data security?

The security of W-2 data was the highest priority in selecting a vendor and was reviewed by the Information Technology Services (ITS) Director of Security.

If I sign up to receive my W-2 electronically, how will the information come to me?

In January, you will receive an e-mail notification that your W-2 is available online. You can print it from the site or download it to your computer. You will not receive a paper copy in the mail.

How do I sign up to receive my W-2 electronically?

Sign up for an electronic W-2.

Follow these tips to set up your account:

  • The case-sensitive password you choose will require three of the following four items:
    • uppercase letters
    • lowercase letters
    • numbers
    • symbols
  • Enter your social security number, date of birth, and e-mail.
  • Once your account is established, you will receive a confirmation e-mail inviting you to return to the web page, log in, and sign up to receive your W-2 electronically.
  • Once you have signed up, you will receive another e-mail notifying you that there is one more step in the process. Return to the webpage to confirm that you can view a PDF file on your computer, as required by the IRS, because your W-2 will be delivered in PDF format. If you don’t have the software, you’ll have a chance to download it to your computer.
  • A final e-mail will let you know that your registration process is complete.

Sign up for electronic delivery of your W-2 and have unlimited access between February and October. This is a safe and secure way to have your W-2 whenever you need it.                     

You can print your final check of the calendar year and it will have a representation of what is reflected on your W-2.