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Distribution of W2s to begin next week

The 2005 W-2 forms were delivered to the Statehouse Mail Room (Thursday) Jan. 19. They will be processed through the mailroom and should start going out soon. We anticipate that employees should begin receiving their paper W-2 forms sometime next wee (Jan. 23-27).

If an employee has not received his or her W-2 by Jan. 31, please have the employee call 334-2394. We will go through the returns as quickly as possible to get those we are resending back into the mail.

A reminder on returned W-2s
All W-2s are marked as “Return Service Requested,” so if they cannot be delivered to the original address for any reason (even change of address) they should be returned to the State Controller's Office. The Postal Service does not immediately forward them.

Once a W-2 has been returned, the address is again checked against the system. If the address on the system has been updated, we will put the W-2 back in the mail to the new address. If the address on the system has not been updated, we then determine whether the employee is active or terminated.

Terminated employees
If an employee is terminated and has a forwarding address from the Post Office we will forward the W-2.

Active employees
If the employee is an active employee, we will hold the W-2 until either the address is corrected on the system or the employee contacts us. If the employee is active, we know they will be getting a W-2 mailed to them next year if they have not signed up to access their W-2 form online and we need to have their address corrected to avoid the same problem.

Instructions for requesting a duplicate Form W-2
The State Controller's Office will not start processing duplicate Form W-2s for 2005 until after Jan. 31. If a duplicate is needed, the W-2 actually has to be reprinted and there is a $5 fee. Please open the following PDF file and follow the instructions contained within.

Duplicate Form W2 request

– Michelle Maxwell
Technical Records Specialist