Electronic W-2 Opt Out Election

As the second phase of the Electronic W-2 Initiative, we are pleased to announce that all active Duke employees will now have the opportunity to discontinue receipt of the paper W-2 forms and receive the electronic version only. You may initiate this process by logging in through the Duke@Work portal (the same method used for the pay statements), and clicking on the top row to highlight the election to make any necessary changes.

This election period is available Dec. 10, 2012, through Jan. 9, 2013, at 5 p.m. Once the election to discontinue paper is invoked, this will apply to W-2 forms for calendar year 2012 and all future years or unless the employee changes his or her election using the same tool.

Some key benefits of this election are included below:

• Electronic W-2 Forms are available online 24-hours-per-day, 7-days-per-week.
• Enhanced security since the online form is accessed using the NetID and password in the Duke@Work portal. • Supports the Duke sustainability initiative

No action is necessary for staff members who elect to continue receipt of paper W-2 forms.

Inactive and terminated employees will continue to receive paper forms mailed to their home or U.S. Postal Service addresses as recorded in the SAP Payroll system. Active employees can confirm their mailing addresses or make changes through the Duke@Work portal.

The dates for the distribution of both electronic and paper W-2 forms are included below.

Friday, Jan. 18, 2013 – Electronic W-2 Forms for calendar year 2012 will be available using Duke@Work. Email notifications including a link to the online form will be distributed to all active employees receiving a W-2 form. For those employees who do not have an email address but have earnings for calendar year 2012, the online form will be available through the MyInfo tab under the MyPay section of Duke@Work.

Friday, Jan. 25, 2013 – Paper W-2 forms will be distributed to departmental payroll representatives for biweekly-paid and monthly-paid employees. Additional communications on this process will be distributed by Corporate Payroll Services during the week of Jan. 21, 2013.https://work.duke.edu/irj/portal/W2OnlineElection

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