Form W-2 Wage and Tax Statement
Form W-2 is an annual summary issued by employers prior to February 1 each year. It 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.
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 the income information from all State of Kansas sources, whether multiple departments of the university or other state agencies.
K-State Athletics, Inc, the K-State Student Union and Student Publications employees have the option to access their W-2 through Employee Self Service in HRIS, or have it mailed in late January to the employee's home address. 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 address using Employee Self Service in HRIS.
If you have not received a W-2 form by February 1 and believe it is lost, please follow the procedures below:
Current employees, or those who retired or terminated have access to State of Kansas Employee Self Service to print or request duplicate W-2's for 18 months following their date of separation.
- Using Internet Explorer, log in to the Employee Self Service Center https://sharp.ks.gov/
- 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"
For K-State Athletics, Inc, the K-State Student Union and Student Publications employees, to request a duplicate W-2, please contact Human Resources at 785-532-6277 or hr@ksu.edu.
Employees who retired or terminated from State service 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 contact Human Resources, a duplicate W-2 form will take a minimum of two weeks to arrive.
Consent to receive your W-2 electronically
All State of Kansas employees have the opportunity to consent, view, and print their W-2 form electronically through the State of Kansas Employee Self Service. For employees who have not yet consented, log on to the State of Kansas Employee Self Service web site and consent to receive your W-2 electronically. Employees are encouraged to review the electronic W-2 flyer for details. Note, as a State of Kansas employee you must access the State of Kansas web site. The electronic W-2 forms are not accessible through KSU HRIS Employee Self Service. If you have any difficulty with the State of Kansas Employee Self Service website, consult the State of Kansas Employee Self Service Troubleshooting (pdf).
Up to five years of prior W-2s are also available through the State of Kanas website. Printed W-2s, for employees who do not consent to receive their information electronically, will be distributed through US mail in late January.
For employees who have consented this year or in the previous years, no action is required. Employees who consent to receive their W-2 form electronically will not receive a paper W-2 form.
Terminated employees can consent and receive their W-2 form electronically 18 months after their termination date.
If you have any questions, please refer to the W-2 Frequently Asked Questions or contact your department HR liaison.
W-2 FAQs
See below or access the electronic W-2 flyer (pdf) for step-by-step instructions located on our Human Resources web page.
- Log into State of Kansas Employee Self Service using your State of Kansas Employee ID and Password (use the Forgot Your Password? link if you have misplaced your password or call their Help Desk at 785-296-1900 or toll free 1-800-999-3001)
- Select W-2/W-2c Consent link to view the consent form. IF you agree, select the checkbox to indicate your consent. Submit and confirm by entering your ESS password and select continue and OK.
- Select View W-2/W-2C Forms link in the ESS Menu. Select Year End Form view/print your W-2. Select View a Different Tax Year link to view/print W-2s for earlier years.
If you are logging in the for the first time, you will need to contact Human Resourcess (HR) Transaction Call Center at (785) 532-1888 before proceeding forward. HR will provide the needed password schema to be used with initial login.
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.
Employees can locate their State of Kansas employee id through KSU HRIS Employee Self Service.
It may be a browser issue and you may want to try using another browser. Not all browsers work for the State of Kansas Employee Self Service:
- Mozilla Firefox 3.6* and 7
- Google Chrome - 13
- Internet Explorer – 7*, 8*, 9, 10
- Safari – 3, 4*, 4.3.3 and 5*
*Browser is certified for State of Kansas Employee Self Service
Note: Internet Explorer 7 and 9 may require compatibility settings to be turned “on”. Internet 10 is only certified with windows 8
Another options would be 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., Chrome, Mozilla, Internet Explorer).
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."
Terminated employees, including students and graduate students, can access the State of Kansas Employee Self Service up to 18 months after their termination date.