Texas State University Student Workers: W2 Expectations

Texas State University offers a range of on-campus jobs for students, providing a student-first environment, professional skills development, and networking opportunities with faculty and staff. The university is required by the IRS to provide all employees, including student workers, with a W-2 Form, Wage and Tax Statement, for each calendar year. This form details the employee's compensation and tax withholding amounts from their paychecks. Student workers at Texas State University have provided mixed reviews about their experiences, with some praising the flexible scheduling, friendly staff, and learning opportunities, while others have criticised low pay and a lack of appreciation from the university.

Do Texas State University student workers get a W-2?

Texas State University is required by the IRS to provide all employees with a W-2 form, also known as a Wage and Tax Statement, for each calendar year. This is used to complete annual tax returns and details the employee's compensation and tax withholding amounts for the year from their paychecks.

The W-2 form must be properly addressed and postmarked by January 31st and the 1042 form (for foreign national employees) by March 15th, in accordance with Federal Treasury Regulation 31.6051-1. Employees must consent to receiving the W-2 electronically before the announced deadline. Those who do not consent will automatically receive a paper copy distributed by the U.S. Postal Service.

Students of Texas State University who are enrolled at least half-time are exempt from Social Security and Medicare taxes. However, the website does not specify whether student workers are included in this exemption.

Reviews from student workers at Texas State University indicate that they are paid an hourly wage, suggesting that they are considered employees and would therefore receive a W-2 form. However, there is no explicit mention of W-2 forms in the student worker reviews.

How to view your W-2 online

As a student worker at Texas State University, you will receive a W-2 form, also known as a Wage and Tax Statement, from the university. This form details your compensation and tax withholding amounts for the year and is required by the IRS.

Step 1: Access the Texas State University Homepage

Go to the Texas State University homepage (www.txstate.edu).

Step 2: Navigate to the SAP Portal

Under "Online Services", click on the "SAP Portal".

Step 3: Log In

Enter your NetID (e.g. zzz99) and your SAP password to log in.

Step 4: Access Employee Self-Service

Click on the "SAP Employee Self-Service" option.

Step 5: Find the W-2 Link

Scroll down until you see the "W-2" link and click on it.

Step 6: Select the Correct Tax Year

Scroll down to "Online Forms W-2/W-2c" and click on the box for the tax year you wish to view. For example, to view your 2020 W-2 form, click on the "Texas State University 2020 W-2 Wage and Tax Statement" box.

Step 7: Open the Form

Your W-2 form should now be displayed on the screen. If not, a box may appear at the bottom of the screen asking if you want to open the form. Click "Open".

Step 8: Close the Form

After viewing your W-2, close the screen by clicking on the "X" located in the upper right-hand corner.

Step 9: Log Off

Click on "Log Off" to exit the SAP Portal when you are finished.

Remember to keep your W-2 form secure, as it contains sensitive information. If you are no longer employed by Texas State University, you will no longer have access to the SAP Portal, and your W-2 form will be mailed to the address on file.

How to receive a paper copy of your W-2

Texas State University is required by the IRS to provide all employees, including student workers, with a W-2 Form, Wage and Tax Statement, for each calendar year. This form details the employee's compensation and tax withholding amounts for the year from their paycheck.

To receive a paper copy of your W-2, you must not elect to receive your W-2 electronically. Here is a step-by-step guide on how to receive a paper copy of your W-2:

Step 1: Do not consent to electronic W-2 distribution

Employees must consent to electronic W-2 distribution prior to the announced deadline. If you do not consent by the deadline, you will automatically receive a paper copy of your W-2. For the 2023 tax year, the deadline to consent to electronic distribution was midnight on January 12, 2024.

Step 2: Update your mailing address

To ensure that your paper W-2 is mailed to the correct address, you must update your mailing or permanent address in the SAP system by the deadline. For the 2023 tax year, the deadline to update your address was January 12, 2024. You can update your address by contacting Human Resources at (512) 245-2557 or hr@txstate.edu.

Step 3: Receive your paper W-2 by mail

Paper W-2 forms are mailed via the U.S. Postal Service on January 31. Please allow two weeks to receive your W-2. If you do not receive your W-2 by mid-February, you can request a copy of your W-2. For the 2023 tax year, you can request a copy of your W-2 after February 18, 2024.

Please note that if you are an active employee, you will have access to your W-2 electronically by logging into the SAP Portal. Additionally, if you are a former employee, your access to the SAP Portal will be terminated, and you will automatically receive a paper W-2 form by mail.

How to request a W-2 reprint

Check the Texas State University website

Firstly, check the Texas State University website for information on how to request a W-2 reprint. There is a dedicated webpage for W-2 FAQs, which includes information on how to view your W-2 electronically, how to sign up for this, and what to do if you have lost your W-2 form.

Contact the Payroll and Tax Compliance Office

If you cannot find the information you need on the website, you should contact the Payroll and Tax Compliance Office at Texas State University. They will be able to advise you on the correct process for requesting a W-2 reprint.

Complete a W-2 Reprint Request Form

Former employees of Texas State University who have not received or have lost their printed W-2 form are instructed to complete and submit a W-2 Reprint Request Form to the Payroll and Tax Compliance Office.

Allow time for reissue

Reissues will be printed within 5 business days of the request being received, depending on the payroll schedule.

Distribution

Your reissued W-2 form will be distributed by the U.S. Postal Service.

What to do if your W-2 doesn't reflect your current salary

Texas State University is required by the IRS to provide all employees with a W-2 form, which details the employee's compensation and tax withholding amounts for the year. This form reflects taxable, calendar year wages, not your fiscal year salary.

Now, if your W-2 doesn't reflect your current salary, here's what you can do:

Understand the Difference:

Know that your W-2 form reflects your taxable income, not your total salary. It includes taxable, calendar year wages, which may differ from your fiscal year salary. This difference can arise from various factors, such as contributions to a retirement plan, health insurance deductions, or reimbursements for mileage.

Contact Your Employer:

Get in touch with your employer, usually their HR or payroll department. Verify the information on your W-2 and, if there is an error, request that they send a new, correct W-2 form by the end of February. Employers are responsible for correcting any errors and sending a W-2C form as soon as possible to avoid penalties.

File Electronically:

If you are filing taxes electronically, you can correct the original W-2 information once you receive the corrected form. There is no need to send the W-2C form if you file electronically, as the IRS will receive a copy from your employer. Just ensure you enter the correct information from the W-2C and then complete your tax return as usual.

Contact the IRS:

If there are significant inaccuracies or concerns about improper withholding of federal income and employment taxes, you can contact the IRS for help. They will investigate the matter directly and send your employer a letter instructing them to issue a corrected version within 10 days. You can reach out to the IRS by calling toll-free at 1-800-829-1040 or visiting a Taxpayer Assistance Center.

File with Form 4852:

If necessary, you can file your tax return using Form 4852, the "Substitute for Form W-2." The IRS will advise you of this option when you reach out to them, and you will need to reference your pay stubs. Ensure you have all the required information, including your taxpayer info and your employer's name, address, and employer identification number (EIN).

Seek Professional Help:

If you feel you need further assistance, you can always consult an enrolled agent, a certified public accountant, or a tax attorney. These professionals can communicate with the IRS on your behalf and help resolve any issues related to your W-2.

Frequently asked questions