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
See below or access the electronic W-2 flyer (pdf) for step-by-step instructions located on our Human Capital Service 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 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.
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 firstname.lastname@example.org 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.