To help you prepare for the annual processing of Year-End Statement of Wages (IRS Form W-2), this message gives you important information about:

1. Electronic process for Form W-2
2. Consent process for electronic access
3. Address requirement for mailing of forms
4. Where to find additional information

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1. ELECTRONIC PROCESS FOR FORM W-2
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Again this year the University is pleased to offer the option of accessing your Form W-2 electronically. Last year over 39,850 employees chose to receive their W-2 electronically. The consent process for calendar year 2011 is open through January 16, 2012 @ 10:59 P.M.

If You Previously Consented:

You do not need to provide consent again this year to retrieve your 2011 Form W-2 electronically if you previously consented. You will receive a notification from University Payroll during the second week of January, indicating that your Form W-2 is available online and giving you instructions on how to access it.

If You Are a Foreign National (Non-Resident Alien) Employee:

The electronic option is NOT available for Form 1042-S for Foreign National employees. Foreign Nationals will receive their tax form in the mail as in previous years. Please note an important requirement below in section 3 (Address Requirement for Mailing of Forms).

If You Wish to Receive Your W-2 Electronically:

If you have not previously agreed to have your information sent electronically, you can provide consent at any time through January 16, 2012 @ 10:59 P.M. See section 2 (Consent Process for Electronic Access) below for details.

If you DO NOT consent to receive your W-2 electronically by January 16, 2012 @ 10:59 P.M., you will receive a printed Form W-2 by regular mail.

Benefits of accessing your Form W-2 online include:

*You will have access to your Form W-2 at least two weeks earlier than the distribution of mailed copies.
*Your Form W-2 is always available to you for secure, convenient and timely access.
*Because you are retrieving your Form W-2 electronically from a secured Web site, you need not worry that the form will be lost in the mail or stolen from your mailbox and used for identity theft.
*Duplicates are just a few clicks away, even as late as April 14 or 15.

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2. CONSENT PROCESS FOR ELECTRONIC ACCESS
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If you wish to receive your Form W-2 electronically, you must provide consent using the NESSIE application through January 16, 2012 @ 10:59 P.M., by following the steps below:

1. Go to NESSIE at https://nessie.uihr.uillinois.edu/cf/index.cfm
2. Select the "Compensation" tab.
3. Click the link "W-2 Wage and Tax Statement."
4. Click the link "W-2 Consent form."
5. Log in using your NetID and password or Enterprise ID and Password.
6. Enter your Personal Identification Number (PIN) or create one.
7. Once you are on the W-2 Wage and Tax Statement Consent Form page, click "Continue."
8. Follow the instructions at the bottom of the form to provide consent:
    (1) Enter the consent code (Click on link to retrieve the code. This is necessary since it mimics the  
    functionality used to retrieve the W-2 electronically.)
    (2) Enter the e-mail address you want your notification regarding retrieval of your Form W-2 to be
    addressed to. This does not need to be your University e-mail.
    (3) Re-enter your e-mail address.
9. Click the "Consent" button.

After you submit this information, you will receive an e-mail from the University of Illinois indicating you have consented to receive your W-2 electronically.

If you have consented to receive your W-2 electronically, you will receive a notification from University Payroll during the second week of January, indicating that your W-2 is available online and giving you instructions on how to access it.  

If you DO NOT follow the steps above and consent to receive your Form W-2 electronically by January 16, 2012 @ 10:59 P.M., you will receive a printed Form W-2 by regular mail.

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3. ADDRESS REQUIREMENT FOR MAILING OF FORMS
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The University of Illinois contracts the services of JAT Software for the annual mailing of Form W-2 and Form 1042-S (for Foreign Nationals).

Form W-2 and Form 1042-S will be mailed to the "mailing address" listed on the employee's Personal Information tab in NESSIE as of December 31, 2011. If you do not have an active mailing address, the form will be sent to your listed home/permanent address.

For Form W-2 and Form 1042-S mailing purposes, you can change your mailing address in NESSIE until December 31, 2011 (see section 4, Additional Information to find address change instructions).

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4. ADDITIONAL INFORMATION
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Additional information, including the Form W-2 and Form 1042-S reissue process, a list of frequently asked questions, and how to change your address in NESSIE can be found on the University Payroll and Earnings Web site at the following links:

Reissue Process and FAQs (via the Tax Information section)
<http://www.obfs.uillinois.edu/cms/One.aspx?portalId=909965&;pageId=919592#reissuew2>

Change of Address Instructions (via the Address Change section)
<http://www.obfs.uillinois.edu/payroll/address-change/>;

You can also access this information through the OBFS Home Page at:
www.obfs.uillinois.edu. Click Payroll and Earnings on the left panel, and then click on the links on the left (Address Change, for example) or on other specific topics under the Tax Information link, including FAQs and Reissued W-2s.

NOTE: Because some e-mail programs split long addresses (URLs), you may not be able to reach the desired pages by clicking on the links above.  Try copying all the text between the brackets into your browser's address bar.  There should be no spaces in the URL.

If you have other questions about the Form W-2 or Form 1042-S process, please contact your campus University Payroll Service Center.

Phone:
UIUC    217-265-6363
UIC       312-996-7200
UIS       217-206-7211

E-mail:
payinq@uillinois.edu

Jim Davito
Executive Director, University Payroll