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Viewing and Printing State W-2/W-2c Forms - Employee Self Service

When W-2 forms for the previous calendar year are available. These steps will help with accessing electronically through the State of Kansas Employee Self Service (ESS) Portal. This option allows employees to securely receive their W-2 electronically and save or print from your own computer.

Employees who have previously consented to receive the W-2 electronically (last year) will still be in effect for this year. Employees who would like to sign up for the electronic copy must log on to and consent to receive this information electronically. This option indicates you will not receive a printed W-2 form. You can withdraw this option at any time. Full instructions are below for assistance in using the ESS portal.

Employees, who do not access the portal or do not consent to receiving the electronic W-2 form, will receive a traditional paper form. The forms are scheduled to be printed and mailed by January 31 of the current year. As always, be sure to have updated your correct mailing address in the personal information on file.

NOTE:

• Default Password for First-Time Users: 
  • The first two characters of your last name in lowercase 
  • Followed by the last 6 digits of your SSN
• If Further Assistance is Needed: 
  • Call the Kansas Service Desk at 785-368-8000

• Payroll Assistance: 
  • Payroll can help you with your State of Kansas ID
  • Payroll cannot provide passwords

If you have any questions on how to retrieve your W2, please call the payroll office at 316-978-3074.

Things you need to get started:

2. Faculty/Staff Tab (or myFinances Tab for student workers)

3. Locate your ShaRP ID (State of Kansas ID#)

4. Wave your mouse over the white box to display your ShaRP ID #

5. Click the link to the State Of Kansas Employee Self Service link

Accessing State of Kansas Employee Self-Service center

Go to the home page.

1. Enter your State of Kansas Employee ID (don't forget to capitalize the first letter).

   You will need the 11-digit alpha/numeric ShaRP ID found on myWSU. (This is not your WSU ID number)

   

2. Click on the Sign in button.

Note: The password expires every 30 days and as WSU employees, we do not use the portal on a frequent basis and your password will have expired, therefore, click the "Forgot My Password" hyperlink and follow the prompts. If you still have difficulty signing in, contact the State's Employee Self Service help desk at 1-866-999-3001.

Accessing "W-2/W-2c Consent"

1. Select W-2/W-2c Consent from the Main Menu (left side of the page).

Note: your name will default onto the page and your current status will be 'No consent received.'

Granting Consent

1. On W-2/W-2c Consent Form, check on (click) the box next to the statement, "Check here to indicate your Consent to receive electronic W-2 and W-2c forms."

2. Click the Submit button.

3. The Verify Identity pop up appears with your User ID (Employee ID) displayed.

4. Enter your password and click the Continue button.

   Note: entering your password is your electronic signature.

5. The Submit Confirmation page indicates the status change has been successful. Click on the OK button.

6. You may now click on the View W-2/W-2c Forms link to view your prior W-2/W-2c forms. Note: if you click on the "View W-2/W-2c Forms" link prior to granting consent or after withdrawing consent, the system will direct you instead to "W-2/W-2c Consent Form". Consent must be granted before viewing and printing your W-2 and W-2c forms in Employee Self Service.

Viewing W-2/W-2c Forms

1. Once consent has been granted, select ViewW-2/W-2c Forms from the Main Menu (left side of the page).

   Note: your name will default onto the page and your most recent W-2/W-2c Tax Year option will appear in the "Select Year End Form" section.

2. Click the Year End Form hyperlink.

3. A window with a .pdf version of your W-2 or W-2c form will appear. You may print this form for your records.

4. To exit the form, click the 'X' in the upper right corner of the window.

5. Click the Filing Instructions link to display a window with a .pdf version of the W-2/W-2c instructions correspond to the W-2/W-2c tax year. You may print these instructions for your use.

6. To exit the instructions, click the 'X' in the upper right corner of the window.

7. To view a different W-2/W-2c, click the View a Different Tax Year hyperlink.

8. Click on the desired Tax Year hyperlink in the Select Tax Year section. Follow steps 2-6 to view and print.

Withdrawing Consent

1. Select W-2/W-2c Consent from the Main Menu (left side of the page).

   Note: your name will default onto the page and your status will be 'Consent received.'

2. On W-2/W-2c Consent Form, check on (click) the box next to the statement, "Check here to withdraw your consent to receive electronic W-2 and W-2c forms."

3. Click the Submit button.

4. The Verify Identity pop up appears with your User ID (See Accessing Employee Self Service #4 above) your ID will be displayed.

5. Enter your password and click the Continue button.

   Note: entering your password is your electronic signature.

6. The Submit Confirmation page indicates the status change has been successful. Click on the

   OK button.

7. After you click OK you will no longer have access to view or print your W-2/W-2c forms from the View W-2/W-2c Forms page. Log out and close browser.