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Kansas State University

Form W-2 Wage and Tax Statement

Form W-2: Wage and Tax Statement is an annual summary issued by employers prior to February 1 each year. The form lists the employee's taxable income and the amount and type of taxes that were withheld from paychecks during the calendar year just ended. The explanation for amounts found in each box of the W-2 (Excel) is provided by the Kansas Department of Administration, Division of Accounts and Reports.

The Kansas Division of Accounts and Reports sends W-2 forms for State of Kansas employees directly to the employee's home address through the U. S. Postal Service. The State of Kansas W-2 combines the income information from all State of Kansas sources, whether multiple departments of the university or other state agencies.

The KSU Division of Human Resources sends W-2 forms for Intercollegiate Athletics, the K-State Student Union and Student Publications employees directly to the employee's home address through the U. S. Postal Service. To request a duplicate W-2, employees of these organizations need to contact HR.

Kansas State University is not responsible for a W-2 form being delayed or lost in the mail. Employees may update their W-2 mailing addresses using Employee Self Service in HRIS.

If an employee has not received a W-2 form by February 1 and believes it is lost, the employee should request a duplicate form. To request a duplicate W-2 please follow the procedures below:

How to request a duplicate W-2 if you are a current employee:

State of Kansas employees needing duplicate W-2's for years 2006 through 2011 should use the W-2 Reissue Request found in Employee Self Service at https://sharp.ks.gov/psp/ESS/. Employees who retired or terminated from State service on or after September 16, 2011, have access to State of Kansas Employee Self Service to request duplicate W-2's for 18 months following their date of separation.

After logging into the system and selecting W-2 Reissue Request, the employee will be asked to review the Tax Address and make any needed corrections. Please note that the Tax Address is where the reissued W-2 will be mailed, so it is imperative that the address is correct. The employee will also need to specify for which tax year (2011, 2010, 2009, 2008, 2007, or 2006) the reissued W-2 is needed.

Duplicate W-2's for 2006 - 2011 are currently available. Please note that duplicate W-2's for year 2006 will no longer be available after mid-April 2012.

KSU employees may now request their own duplicate W-2's. It is very simple when you follow the procedures below.

  • Using Internet Explorer, log in to the Employee Self Service Center https://sharp.ks.gov/psp/ESS/
  • You will come to "Welcome to the Employee Self Service Center." This is the screen where you will need your Employee ID. You can find your 11 character Employee ID at the top of the view paycheck page on Employee Self Service in HRIS. For most KSU employees it will start with a "W". The first character in your Employee ID must be capitalized and then followed by zeroes making a total of 11 characters.
  • New users that have never logged in will need to call the Help Desk toll free at 1-866-999-3001 to get your password. For returning users, click on the "Forgot Your Password" link and follow the directions to get a temporary password.
  • Once you have your temporary password, enter your Employee ID and the password.
  • You will then be prompted to change your password. The new password has to be 8 to 12 characters long with a number and a special character included. The special characters you can use are: !#$%^&*()_=+\[];:{}/?<>
  • Click "OK"
  • Click on Main Menu for a list of Self Service Options
  • Click on "Request W-2 Reissue" - this is the last option in the list
  • Make any corrections to your address. This is where the W-2 will be mailed. Select the year you need.
  • Click on "Submit"
  • When you are done, click on "Sign Out" at the top of the page.

How to request a duplicate W-2 if you are not a current employee:

Employees who retired or terminated from State service on or after September 16, 2011, have access to State of Kansas Employee Self Service to request duplicate W-2's for 18 months following their date of separation. Employees who do not meet this requirement may call the KSU Division of Human Resources at (785) 532-6277 or complete the Duplicate W-2 Request form (pdf) and send it to Human Resources. A duplicate W-2 form will take a minimum of two weeks to arrive.