W-2 Information


A W-2 form reports an employee's annual taxable wages and the amount of taxes withheld from their paychecks. The W-2 is used by the employee to file an income tax return after each calendar year.

Accessing Your W-2

The State of Kansas issues W-2s by mail or through an online portal.  You can obtain your W-2 in one of the following ways:

Online

Log into the State of Kansas Employee Self-Service portal and follow the "Accessing Your W-2 Online" instructions below.

If you haven't already done so in the system, set up your email address and password recovery question by following the "Email and Password Set Up" instructions below.

NOTE: Your access to the State of Kansas Employee Self-Service portal continues until 18 months after leaving state employment.

By Mail

Your W-2 will be mailed to the most current active mailing address on file with Human Resources at the time The State of Kansas pulls address information (typically November or December). If a mailing address is not on file, it will be sent to the most current active home address on file. Update your address.

NOTE: If you had previously given consent to receive your W-2 online, it will not be mailed to you unless you withdraw consent.

Duplicate Copy

If did not receive your W-2 and prefer not to access it online, you can send a request to the Payroll Office at payroll@ku.edu. Your W-2 will be mailed within two weeks.

Include the following in your email request:

  • Full Name
  • Address (your W-2 will be mailed here)
  • Last 4 digits of your social security number

Retired or Former Employees

Employees who have retired or separated from state service continue to have access to receive their W-2 forms electronically for 18 months following separation, via the State of Kansas Employee Self-Service portal. However, each retired or separated employee must sign back into Employee Self-Service and consent to receive their W-2 electronically. If this consent is not resubmitted, a paper W-2 will be generated and mailed to the former employee.

1095-C Tax Forms

For assistance with your 1095-C form, please contact Staff Benefits at 785-864-7402 or by email at benefits@ku.edu.

Online W-2 Instructions

Helpful Hints:

  • Use Mozilla Firefox or Microsoft Edge.
  • Use a laptop or desktop computer rather than a mobile device.
  • Make sure your pop-up blocker is off or allows the website to show a pop-up window.
  • If you updated your profile: Log off, close your browser, and then log back in.

Instructions:

  1. Go to the State of Kansas Employee Self-Service website.
  2. Enter your State of Kansas Employee ID, which is the SOKS ID 11-digit number beginning with a capital letter found at the top of your pay stub (e.g., J0001234567). Learn how to access your pay stub.
  3. Enter your password.
    • If you are a first time user, you will need to contact the Payroll Office by email or phone to get your temporary password.
    • If you are a returning user and do not remember your password, use the Forgot Your Password link under the sign in button.
    • If the above options do not allow access, please call the State of Kansas Help Desk to have your password reset at 785-296-1900 or toll-free at 866-999-3001. Help Desk hours are from 8:00 am to 4:30 pm, Monday – Friday.
  4. Select the W-2 Consent, Reissue, Forms box.
  5. On the "W-2/W-2c Consent" page, choose whether to give/revoke consent to receive your W-2 electronically.
  6. Select the "View W-2/W-2C Forms" in the menu on the left side of the screen.
  7. Select the "View Form" button to see current year's form as PDF, or select past years from drop-down menu at the top. (Note: If your browser is set to block pop-ups, you should see an alert at the top to ask if you wish to allow the pop-up. Click allow.)

Contact the Payroll Office at payroll@ku.edu for further assistance.

 


Understanding Your W-2

A W-2 form reports an employee's annual taxable wages and the amount of taxes withheld from their paychecks. The W-2 is used by the employee to file an income tax return after each calendar year. The links below provide information regarding how each box is calculated on the W-2.

See the 2021 Wage and Tax Statement Calculation for information specific to State of Kansas Employees.

The IRS provides further information and instructions for the W-2 on their website and we have created an example below.

W-2 Calculation Example

FFCRA Box 14

Employees who utilized leave under the Families First Coronavirus Response Act (FFCRA) in the calendar year 2020 will see FFCRA wages reported in Box 14 of the W-2 for informational purposes and may have a multi-page W-2 due to this new IRS reporting requirement.