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Human Capital Services

Electronic W-2 Frequently Asked Questions (FAQs)

Employees may have questions surrounding their W-2 form and/or accessing their documents from the State of Kansas Employee Self Service. The questions below address many common questions encountered by employees.

W-2 Access Questions

1. Where can I get instructions to consent to electronic W-2 forms?

See below or access the electronic W-2 flyer (pdf)  for step-by-step instructions located on our Human Capital Service web page.

  1. 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)
  2. 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.
  3. 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.

 

2. I have never logged into the State of Kansas website, what do I need to do?

If you are logging in the for the first time, you will need to contact Human Capital Services (HCS) Transaction Call Center at (785) 532-1888 before proceeding forward. HCS will provide the needed password schema to be used with initial login. 

 

3. I logged into the State of Kansas Employee Self Service using my Employee ID and Password and received this message “Your User ID and/or Password are invalid"

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.

 

4. I don't know my employee ID number. Where do I go for help?

Employees can locate their State of Kansas employee id through KSU HRIS Employee Self Service

 

5. I am having difficulties accessing the State of Kansas Employee Self Service website. What do I do?

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.

 

6. Can I access my W-2 through HRIS?

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.

 

7. When I click on "Year End Form" under "View W-2/W-2c Forms" I cannot view my W-2 Form?

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)

 

General Questions

8. Who has access to view electronic W-2s through the State of Kansas Employee Self Service?

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.

 

9. When will the electronic W-2 forms be available to view/print online?

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.

 

10. When will paper W-2 forms be mailed?

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.

 

11. If I have already consented to receive my W-2 form electronically, will I still get a printed copy of my W-2 form in the mail?

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.

 

12. Is it too late or is there a deadline to consent to receive W-2 forms electronically?

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.

 

13. Can I review prior year W-2 forms?

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”.

 

14. What if an employee has terminated from Kansas State University, will they be able to access their electronic W-2 through the State of Kansas Employee Self Service?

Terminated employees, including students and graduate students, can access the State of Kansas Employee Self Service up to 18 months after their termination date.