Electronic delivery of W-2 tax forms
Augustana College is required to furnish all employees with a form W-2 for each calendar year. This form details the employee's compensation, withholdings and required disclosures of transactions that occurred within that tax year. Now all employees, past and present, may receive their W-2 electronically or via the United States Postal Service.
Electing to receive an electronic W-2 is a simple process but requires action on the employee's part. To receive the form electronically, the employee must be logged into their account via the Arches portal. Once an employee authorizes electronic delivery of his or her W-2, consent will continue until that consent is revoked or at termination of employment. At the termination of employment, employees must re-elect to receive their W-2s online via the Alumni & Friends portal.
Once an employee elects to receive his or her W-2 electronically, he or she no longer will receive a hard copy of the W-2 via the mail. Should an employee request a paper copy of the W-2 after electronic approval, the employee must un-check the election to receive electronic W-2s and submit his or her request in writing to the address detailed below. The employee then must re-enroll to gain electronic access to subsequent W-2s.
Electronic consent can be withdrawn by active employees through the Arches portal. This will cause future W-2s to be delivered via the United States Postal Service. However previous W-2s must be requested in writing. Such requests should be sent to:
ATTN: Payroll Department
639 38th St.
Rock Island, Ill., 61201-2296
If an electronic approval is not granted by the employee, the employee will receive a paper copy of the W-2 delivered to the most recent address of record via the United States Postal Service.
- These documents contain your Social Security number, which you will want to protect to help prevent identity theft. Employees are advised to NOT leave their computer screen unattended when viewing their W-2 forms. Also, be sure to retrieve the printed copy promptly if routed to a network printer shared by others.
- It is never a good idea to email documents containing sensitive and confidential information. It is recommended to never email a W-2.
System requirements to receive your W-2 electronically: In order to opt in to receive your W-2 electronically, you must be on the Augustana network, either on campus or via VPN through the Arches Employee link (for active employees) or Arches Alumni and Friends link (for prior employees).
Electronic W-2 Notice. V: Oct. 8, 2015