Stanford must report all employee taxable wages and the associated taxes paid to federal and state agencies. At the beginning of each tax year (Jan. 1 to Dec. 31), Stanford sends a completed W-2 Wage and Tax Statement Form (W-2 Form) to each employee, which they can use when filing their federal and state income tax returns. To understand all information included on the W-2 Wage and Tax Statement form, refer to Resource: W-2 Form Fields and Descriptions.
Stanford distributes W-2 Forms each year by the following dates:
- January 15: Electronic W-2 Forms are available in Axess for employees who have opted for online distribution.
- January 31: Paper W-2 Forms are mailed to employees who have not opted for online distribution.
- February 15: Paper W-2 Form reprints are available.
By default, W-2 Forms are mailed to the employee’s mailing address. Alternatively, employees can select to receive their W-2 Forms electronically on Axess.
Mail distribution
Stanford employees manage their mailing address in StanfordYou to ensure W-2 Forms and other payroll information, benefits, and other forms and checks are mailed to the address on file. Information saved in StanfordYou update the HR database every night.
- Employees log in to StanfordYou to update their mailing address.
- Students and postdocs can select Edit personal information in Axess that go to StanfordYou.
Online distribution
Employees are encouraged to opt for electronic distribution of their W-2 Forms in Axess. W-2 Forms are available in Axess at the following locations:
- All current employees - Employee Center, scroll down to the Taxes section, select View All W-2 Forms
- All current students and postdocs - My Finances
- All graduates and former students - My Finances
Electing to receive online W-2 Form distribution allows current employees to view or download a duplicate W-2 Form for free for the past 10 years directly from Axess.
For mailed W-2 forms, submit a request to Stanford to request a printed copy. There is a $10 fee per requested year.
- All W-2 Forms for the current tax filing year are mailed to the former employee’s address on file. If they no longer work for Stanford, they should contact their former supervisor or department administrator to update the mailing address.
- Former employees who can no longer use Axess may submit a support request to Payroll to request copies of prior years’ W-2 Forms. There is a $10 fee per requested year.
Withholding allowance refers to an exemption that reduces how much income tax an employer deducts from an employee’s paycheck. Find instructions on How To: Declare or Change Your Income Tax Withholding Allowances Using W-4/DE-4.
Stanford reports wages to the Social Security Administration, which are used for calculating future social security retirement benefits. All information must be accurate and up-to-date:
- The employee should verify that their name and Social Security number on the W-2 Form matches what is listed on their Social Security card.
- If their name or Social Security number are incorrect on the W-2 Form, they can:
- Submit a support request to Payroll to correct the W-2 Form.
- Contact their department’s Human Resources Manager to correct the employee record.
Note: Address information from the W-2 Form is not reported to the state or federal government. Therefore, incorrect address information on the W-2 does not require a corrected form.
Student employee pay is subject to federal and state income tax withholding and is reported on Form W-2. Work performed in California is subject to withholding and reporting to California, regardless of residency status of the student. Registered degree-seeking students do not pay FICA (Social Security and Medicare) taxes or California Voluntary Disability Insurance for quarters during which they are enrolled in classes.