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W-2 Information

Questions and answers regarding the state W-2 form.
  1. When are W-2 statements mailed?
  2. How do I check the address the W-2 will be mailed to?
  3. I've lost, didn't receive, or need a duplicate copy of my W-2. What do I do?


1. When are W-2 statements issued and mailed?

W-2s are printed by the State Controller's Office and issued on approximately the 15th of January.  They are mailed to the most current address on file with the CSU, Chico Human Resources Service Center (in CMS-HR) as of December 13th of the previous year.

The State Controller's Office will have printed/mailed employee's 2014 Form W-2 Wage and Tax Statement in mid-January. This includes wages paid in 2014 (December 2013 - November 2014 pay periods). W-2's are mailed to your home address on file with the campus Human Resources Services Center (as noted in the Portal). The bottom of the pay stubs and direct deposit advices for the October and/or November pay periods may include this information. If a form is undeliverable by the U.S. Postal Service it should be returned to the Human Resources Services Center (HRSC).  If you do not receive your Form W-2, please contact HRSC at (530) 898-6771.

In the event you lose your W-2, or require a duplicate copy for another reason, you can request one. You may obtain a Standard Form 436 (Duplicate Wage and Tax Statement Request) from HRSC in Kendall Hall 220. The request must include your name, Social Security Number, the tax year(s) being requested, your mailing address, a daytime telephone number, and your authorizing signature. There is an $8.50 processing fee per tax year requested (payable to the State Controller’s Office).

If you have any questions please contact the Human Resources Services Counter at 530-898-6771.

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2. How do I check the address the W-2 will be mailed to?

The State Controller’s Office may include the address information at the bottom of the pay stubs and direct deposit advices for the October and November pay periods. Please take a moment to visit the State Employee tab through the CSU, Chico Portal Connection. Click View My Personal Information Summary. At this site, you can view your Personal Information on the HR Employee Information tab and confirm your ‘Home’ address. This is the address where your W-2 will be sent. If a correction or update is needed, please visit the Human Resources Services Counter by Dec. 10 to assure your W-2 form will be sent to the proper address.

In addition, HR would suggest that you take a few minutes and review all of your personal information. If you wish to do so, you may change your Emergency Contact information on line. All other changes must be done at the Human Resources Services Counter. Should you have any questions, please call Human Resources Services at 530-898-6771.

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3. I've lost, didn't receive, or need a duplicate copy of my W-2. What do I do?

Check with the Human Resources Service Center (x6771, KNDL 220) to see if your W-2 was returned to the Payroll office.  For most duplicate W-2 requests , there is a $8.50 fee, payable to the State Controller's Office. An exception to the fee may apply if you report the lost W-2 to the Human Resources Office by February 28, and a new W-2 can be requested from the State Controller's Office at no charge - if it was sent to the address on file and not received. 

To receive a duplicated W-2, complete the Duplicate Wage and Tax Statement Request (Standard Form 436) (PDF).  The request must include your name, Social Security Number, the tax year(s) being requested, your mailing address, a daytime telephone number, and your authorizing signature. There is an $8.50 processing fee per tax year requested (payable to the State Controller’s Office).

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