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W-2 Information

W-2 Overview

The college is required by federal law to provide each employee with a Form W-2 (Wage and Tax Statement) that states the employee’s compensation and tax withholding amounts for the calendar year, on or before January 31 of the following year.

Employees may choose to access their W-2 statement electronically through Banner Self-Service (preferred) or to receive a paper copy mailed to their home address on file with Human Resources.

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

  • Earlier access to the Form W-2
  • Eliminates the possibility that the employee's Form W-2 will be lost, stolen, or delayed during delivery
  • Available on demand from any location with internet availability

Employers must comply with specific Internal Revenue Service (IRS) regulations (26 CFR 31.6051-1) to issue electronic W-2s, and employees must provide their consent to receive an electronic W-2 instead of a paper copy.

See below for instructions on how to access your W-2 electronically and for the required IRS Disclosure Statement.

Consent to receive

Consent to receive your Form W-2 in electronic 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.

Access To Your Electronic Form W-2

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.

Employee Instructions

Access IRS Form W-2 instructions (PDF) for information on understanding your W-2 form, including box descriptions.

Disclosure Notice

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 sucaldwell@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
Email: sucaldwell@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.