Davidson College is required by the IRS to furnish all employees with a Form W-2 for each calendar year to be used in completing the employees' annual tax returns. The Form W-2 details the employee's compensation and tax withholding amounts for the year. We are legally required to have W-2s available by January 31, however, we will publish on InsideDavidson when forms are completed and available for employees.  Paper copies may be picked up in the Business Services office, but you may only pick up your own W-2 form. 

Instead of paper copies, Davidson College employees may choose to receive their W-2 online through the Employee Self Service system. (click here to go directly to instructions for online W-2s)

Benefits of Receiving Form W-2 Electronically

There are multiple benefits to receiving an electronic Form W-2:

• Earlier access to the Form W-2.
• No possibility an employee's Form W-2 might be lost, stolen, delayed or misplaced by the U.S mail service or by the employee, once received.
• Access is available at the same easy-to-use, secure web site at which an employee can access his/her wage and general account information.
• Access can be attained even if the employee is not presently at his/her residence, for example, if participating in a study-abroad program.
• Multiple levels of security, including the employee's ID number and personally chosen PIN number, protect all information within the Employee Self Service System.

Disclosure Notices
An employee who consents to receiving his/her Form W-2 online will not receive a paper copy of the W-2. If an employee does not consent, he/she will continue to receive a paper copy of the W-2. An employee's consent to receive his/her W-2 form online will be valid for all subsequent tax years unless consent is revoked by the employee, employment is terminated, or this service is not supported in a future given tax year.

An employee who chooses to receive his/her Form W-2 online can also receive a paper copy of the W-2 by contacting the Payroll Office at lajackson@davidson.edu. Request for a paper copy does not withdraw the employee's consent for electronic delivery of future W-2 statements.

An employee who chooses to receive his/her Form W-2 online can change his/her mind and withdraw consent for online delivery, either online or in writing. An employee's withdrawal of consent will be effective on the date received and the Payroll Office will confirm by e-mail with the employee the effective date of withdrawal of consent. If consent is withdrawn, it will only be effective for those W-2 statements not yet issued. Written notice to withdraw your consent may be sent to the following:

Business Services, Payroll
Box 7162
Davidson, NC 28035-7162

E-mail: lajackson@davidson.edu

Employees will be notified if any of the above contact information changes.

Employees are responsible for providing current contact information to the Human Resources or Payroll office.

The provision of an employee's Form W-2 by electronic format will cease upon an individual's employment with Davidson College.

All employees should be aware that the Form W-2, even when provided electronically, may need to be attached to their annual tax returns. If the W-2 is provided electronically, the employee should print the W-2 and attach it to his/her tax return documents.

Consent
The IRS has approved the use of electronic W-2 statements; however, employees must provide their consent to receive their W-2 in electronic format in lieu of paper format. For this reason, if you wish to access all future W-2 statements in electronic format, follow the instructions given below.

Instructions to Consent to Receive Your Form W-2 in Electronic Format in Lieu of Paper Format

• Navigate to Banner Self-Service.
• Enter User ID number and PIN number. Click Login.
• Click on "Employee Services" then choose "Tax Forms" and then "Consent for Electronic W-2 versus paper."
• After reading the disclosure, click the box under My Choice. Click Submit.

Instructions to Consent to Receive Your Form W-2 in Electronic Format in Lieu of Paper Format

Once you consent to receiving your W-2 electronically, you may access it by completing the following steps:

• Navigate to Banner Self-Service.
• Enter User ID number and PIN number. Click Login.
• Click on "Employee Services" then choose "Tax Forms" and then "W-2 Year End Earnings Statement."
• Select the tax year for the corresponding W-2.

For any additional questions, please contact Latoya Jackson or Debbie Barnette in the Business Services Office.