Wage & Tax Statement

Starting early in 2017, certain employees may receive one or more forms providing information about the health care coverage that they had or were offered during 2016. Much like Form W-2 and Form 1099, which include information about the income you received, these new health care forms provide information that you may need when you file your individual income tax return. Also like Forms W-2 and 1099, these new forms will be provided to the IRS by the entity that provides the form to you.

The forms are:

• Form 1095-B, Health Coverage. Health insurance providers (for example, health insurance companies) send this form to individuals they cover, with information about who was covered and when.
• Form 1095-C, Employer-Provided Health Insurance Offer and Coverage. State Controllers Office (SCO) will send this form to certain employees, with information about what coverage the employer offered. This is for information purposes only and the employee should keep it with their tax return information.

The State Controller’s Office (SCO) will mail all 1095-Cs to the employee’s current mailing address. The SCO will pre-print the SCO address as the return address for all 1095-Cs. The SCO will send undeliverable 1095-Cs to the campus for distribution to the employees.

• The Form W-2 Wage Statement reflects wages paid by warrants and/or direct deposit payments that were issued during the tax year, regardless of the pay period in which the wages were earned.
• The Form W-2 includes warrants/payments dated January 1st through December 31st of each calendar year. It contains all wages and tax information for an employee regardless of the number of State agencies/campuses for which he or she worked during the tax year. (Only one (1) Form W-2 is issued for each employee).
• All W-2 forms will be mailed no later than January 31st, directly from the State Controller’s Office (SCO) in Sacramento, to the employee’s mailing address on file with Payroll Services as of the November pay period of the calendar year 2019.
• W-2s that are undeliverable by the United States Postal Service should be returned to our campus' Payroll Office (Sierra Hall, room 103), based on our campus’ agency code printed on each W-2 form. Payroll Services will notify active/current employees and their respective department, via email, when undeliverable W-2s have been returned to us.
• Employees can retrieve their returned W-2 from Payroll Services (SH-103). Please bring your photo ID with you.
• Employees, who do not receive their W-2’s within a couple of weeks from when the SCO mailed them, may request that Payroll order a duplicate W-2 on their behalf (no fee required), providing the written request is received by Payroll prior to February deadline.
• Employees who do not receive their W-2 Wage Statement by the February deadline, and did not request that Payroll order duplicate W-2’s on their behalf, will be required to request duplicate W-2 forms directly from the State Controller’s Office W-2 Unit at a cost of $8.50. Normally, during tax time, the SCO estimates a 2 – 3 week turn-around period. The sooner the request is mailed to the SCO’s W-2 Unit, the quicker you will receive your duplicate. Payroll cannot request duplicate W-2’s on behalf of employees after February 22, 2019.
• Prior to requesting a duplicate W-2, please contact your local Post Office to see if your W-2 Wage Statement may be there.
• Procedures for requesting duplicate W-2s can be found at the SCO's Request Duplicate W-2 page.

For more information concerning the Form W-2, please visit the State Controller's Office website to find the Frequently Asked Questions (FAQ) Regarding Form W-2 Wage and Tax Statement.

If you have any further questions you contact the Payroll Department at (909) 537-5159.

Employees who do not receive their W-2's may request duplicate W-2 forms directly from the State Controller's Office W-2 Unit at a cost of $8.50. Normally, during tax time, the SCO estimates a 2 - 3 week turn-around period. The sooner the request is mailed to the SCO's W-2 Unit, the quicker you will receive your duplicate

Prior to requesting a duplicate W-2, please contact your local Post Office to see if your W-2 may be there.

Instruction on how to request a duplicate W-2 wage and tax statement can be found on the State Controller's Office website.

All W-2 forms will be mailed by no later than January 31st, directly from the State Controller's Office (SCO) in Sacramento, to the employee's mailing address on file with the Payroll Office as of the November pay period of the calendar year. The SCO communicated that it will begin mailing W-2's on or around January 20th of each year.

W-2s that are undeliverable by the United States Postal Service should be returned to our campus Payroll Office (Sierra Hall, Room 103), based on our campus' return address on each W-2 form. Payroll will notify active/current employees' departments when undeliverable W-2s have been returned to us.

Departments will notify their employees to contact Payroll to retrieve their returned W-2's. Please bring your picture identification with you.

The Form W-2, Wage and Tax Statement, reflects wages paid by warrants/direct deposit payments that were issued during the tax year, regardless of the pay period in which the wages were earned.

The Form W-2 includes warrants/payments issue dated from January 1st through December 31st of each calendar year. It contains all wages and tax information for an employee regardless of the number of State agencies/campuses for which he or she worked during the tax year. (Only one (1) W-2 is issued for each employee).