Form W-2 is an annual summary issued by employers prior to February 1 each year. It lists employees' taxable income and the amounts and types of taxes withheld from paychecks for the calendar year just ended. The explanation of the amounts in each box of the W-2 (Excel) is provided by the Kansas Department of Administration, Division of Accounts and Reports.
Employees have the option to receive W-2 forms electronically in early January through State of Kansas Employee Self Service, or in paper form mailed in late January to the employee's home address. The State of Kansas W-2 combines income information from all State of Kansas sources, including multiple departments of the university and other state agencies.
K-State Athletics, Inc., the K-State Student Union, and Student Publications employees can access their W-2s through Employee Self Service in HRIS or have them mailed in late January to their home addresses. To request a duplicate W-2, employees of these organizations need to contact their HR department.
Kansas State University is not responsible for a W-2 form being delayed or lost in the mail. Employees whaddress, can update their home address through Employee Self Service in HRIS.
If you have questions or need assistance, please contact DFS Payroll at payrl@ksu.edu.
Accessing your W-2 electronically in ESS
Complete guidance for viewing your W-2 online or consenting to receive it electronically can be found at the following link:
Printed W-2s for employees who do not consent to receive their information electronically will be distributed by US mail in late January.
For employees who have consented this year or in previous years, no action is required.Employees who consent to receive their W-2 electronically will not receive a paper W-2. Terminated employees can consent and receive their W-2 form electronically 18 months after their termination date.
Terminated employees, including students and graduate students, can access the State of Kansas Employee Self Service up to 18 months after their termination date.
If you are unable to access your account using the default password, please call the State of Kansas Help Desk to request access. The Help Desk representative will provide you with a temporary password and remain on the line while you sign in and update your credentials.
State of Kansas Help Desk: 785-368-8000 (Monday - Friday, 8 a.m. - 4:30 p.m.), or email SOKDAHELPDESK@KS.gov
Be ready to provide your:
11-character Employee ID (usually beginning with a "W" followed by 10 digits).
Employees who do not remember their 11-character Employee ID can email payroll atpayrl@ksu.edu. Once the Employee ID is known, employees may call the Kansas Help Desk, see contact information above
Employees who retired or were terminated more than 18 months after their date of separation can email payroll at payrl@ksu.edu to request a duplicate W-2 form. It will take at least 2 weeks to arrive.
Employees will need to use the “Forgot Password” functionality to establish a new password. If the forgot password functionality does not work, contact the State of Kansas Employee Self Service Help Desk at (785) 296-1900 or toll free 1-866-999-3001.
Your Employee ID is at the top of your pay advice. The pay advice can be found in Employee Self Service in HRIS under the Payroll & Compensation Tile > View Paycheck.
Preferred browsers are Google Chrome, MS Edge or Mozilla Firefox, for optimal performance.
Another option is to clear your browser cache. You may need to contact your department IT person or the helpdesk@ksu.edu for assistance.
Electronic W-2 forms are not directly available through KSU HRIS Employee Self Service. However, you can find a link to State of Kansas Employee Self Service and login instructions through HRIS Employee Self Service, Payroll and Compensation to access your electronic W-2.
Check to see if the pop-blocker for your browser is “on” to allow for this site or you may want to select another browser (i.e., Google Chrome, MS Edge or Mozilla Firefox).
All State of Kansas employees, including students and graduate students, who received W-2 wages during the calendar year. Terminated employees have access 18-months after their termination date.
Employees will be able to access the electronic W-2 form online through the State of Kansas Employee Self-Service in early January. An announcement will be sent on the K-State Today when electronic W-2 forms are available to View and Print.
W-2s will be distributed via US mail in late January to employees who do not consent to receive the information electronically through the State of Kansas Employee Self Service.
Once you consent to electronic W-2 forms you will no longer receive a printed W-2 form. To receive a printed form you will need to withdraw your consent.
You can consent to electronic W-2 forms any time the State of Kansas Employee Self Service is available. If you wait to consent on or after January 20th, you may also receive a printed W-2 form in the US mail.
Employees will be able to view the current year W-2 form plus five prior year W-2 forms. Under “View W-2/W-2c Form” then click on the link “View and Different Tax Year."