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It specifies eligibility by active, inactive, retired, and independent billing unit circumstances, explains multiple-W-2 conditions, mailing timelines for non-consent cases, and how to access, consent, and withdraw consent in SEMA4. It also covers W-2 information resources, corrected W-2 request requirements, and overview guidance for Form 1099-MISC reporting.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/memo-important-tax-return-document-available-w-2-forms-access-notification/348797/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/memo-important-tax-return-document-available-w-2-forms-access-notification/348797.png","ImageObject",442,249,{"name":88,"@type":89},"Taylor Morgan","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-04","2026-09-22",true,{"@type":98,"interactionType":99,"userInteractionCount":73},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What subject line must the notification use according to the IRS requirement?","Question",{"text":108,"@type":109},"The subject line must be exactly: “IMPORTANT TAX RETURN DOCUMENT AVAILABLE.” For clarification, the memo suggests also including wording such as “W-2 forms are now available in Self Service.”","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"Which employees can access the 2025 W-2 electronically in Self Service?",{"text":113,"@type":109},"Employees in active status who consent electronically, inactive employees with 2025 earnings who consent electronically, retirees who consent electronically, and individuals employed by the state and an independent billing unit who use their state employee ID.",{"name":115,"@type":106,"acceptedAnswer":116},"What should an employee do if their W-2 is incorrect?",{"text":117,"@type":109},"The employee must submit a written request to the agency payroll office including required personal and contact information, an error explanation, and a signature. 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A notification to employees has been posted on the Self Service Announcements page and on the SEMA4 Payroll Bulletins page. Feel free to use that notification as a template.  \nNote: The IRS requires the subject line of the notification to say: “IMPORTANT TAX RETURN DOCUMENT AVAILABLE.” We suggest inlcuding: “W-2 forms are now available in Self Service,” for clarification.  \nThe 2025 Wage and Tax Statements (Form W-2s) are now available in Self Service for:  \n• Employees in active status who consented to receive their W-2 form electronically.  \n• Employees not in active status (i.e., separated or on leave) who had earnings in 2025 and consented to receive their W-2 form electronically.  \n• Retired employees who consented to receive their W-2 form electronically (Retirees who received an additional employee ID to access insurance information upon retirement must use their original employee ID to access their W-2) .  \n• Individuals employed by the state and an independent billing unit (IBU) during 2025 must use their state employee ID to access their state W-2.  \nNote: An IBU is an organization not paid through the state’s central payroll system (SEMA4) that is authorized by Minnesota Statute to participate in the State Employee Group Insurance Program.  \n• Employees will receive multiple W-2s if:  \n􀂃 They have tax withholding for more than one state or  \n􀂃 They have more than 4 box 12 codes.  \nAccessing W-2 Forms  \n• To access the W-2 in Self Service, follow the Self Service W-2 Information instructions.  \n• If agency staff need to print a W-2 form for an employee, follow the Print W-2 Forms for Years 2001 to Current – Steps instructions in SEMA4 Help.  \nPaper W-2 forms will be mailed no later than January 31, per IRS guidelines, to:  \n• Employees who have not consented to receive the W-2 form electronically.  \n• Employees who have never accessed Self Service.  \n• Deceased employees, at the employee’s last home address. If the post office has a forwarding address, the W-2 will be forwarded.  \n• Employees not in active status and with job records where the last effective date is less than 1/1/2025 (Example: An employee retired 12/22/2024 but is receiving a W-2 because the last earnings were paid in 2025) .  \n• Employees who had no earnings for 2025 but received before-tax deduction refunds.  \nEmployees (current and former) who have not consented to receive their W-2 electronically may consent at any time. On the Self Service Landing page, employees select Tax Forms > View W-2 Forms and a pop-up box displays, allowing the employee to consent to receive the W-2 form electronically. Once consent is provided, the employee will be able to access the W-2 form immediately. If consent is given prior to the time W-2s are printed by the state, a W-2 will not be mailed.  \nTo determine if an employee has consented to receive a W-2 online, you can view the Changing Access to W-2 Online page in SEMA4 . Select Payroll > Payroll Setup > Other Payroll Setup> W-2 Access Change.  \nNote: After submitting search criteria, the message “No matching values were found.” displays in cases where the employee has never accessed Self Service. Once consent is given, it applies to future years unless withdrawn in writing. The written consent withdrawal must be forwarded to Statewide Payroll Services for entry.  \nExplaining W-2 Form Information  \nAn explanation of the information on the W-2 form, titled “W-2 Information,” is available on:  \n• The Minnesota Management & Budget website.  \n• The Self Service Portal: Select Tax Forms > View W-2 Forms > W-2 Information.  \nA W-2 Calculator, updated for 2025, is available on the Calculators page. Agency payroll staff should use this tool to answer employee quest","cbCaicnGi5dMOjek","https://ap.wps.com/l/cbCaicnGi5dMOjek","pdf",177689,"English","# Purpose and recipients\n## Required notification subject line\n# W-2 availability and eligibility\n## Electronic consent categories\n## Multiple W-2 conditions\n# Access and mailing instructions\n## How to access in Self Service\n## When paper W-2s are mailed\n## How consent and withdrawal work\n# W-2 information and calculator support\n# Corrected W-2 process\n# Form 1099-MISC overview","[{\"question\":\"What subject line must the notification use according to the IRS requirement?\",\"answer\":\"The subject line must be exactly: “IMPORTANT TAX RETURN DOCUMENT AVAILABLE.” For clarification, the memo suggests also including wording such as “W-2 forms are now available in Self Service.”\"},{\"question\":\"Which employees can access the 2025 W-2 electronically in Self Service?\",\"answer\":\"Employees in active status who consent electronically, inactive employees with 2025 earnings who consent electronically, retirees who consent electronically, and individuals employed by the state and an independent billing unit who use their state employee ID.\"},{\"question\":\"What should an employee do if their W-2 is incorrect?\",\"answer\":\"The employee must submit a written request to the agency payroll office including required personal and contact information, an error explanation, and a signature. The memo also notes that only payroll staff should contact Statewide Payroll Services for assistance, and corrections are forwarded to Minnesota Management \\u0026 Budget if needed.\"}]","Memo - IMPORTANT TAX RETURN DOCUMENT AVAILABLE - W-2 Forms Access Notification | PDF",1790078506]