2018 W-2s Are Coming

To: The Caltech Community
From: Maggie Ory, Director of Payroll Service
Date: December 10, 2018
Re: 2018 W-2s Are Coming

The end of the calendar year is fast approaching, and the 2018 W-2s are coming in January.

Employees who have elected electronic access will be able to view their 2018 W-2 form online beginning January 25, 2019. The current year and prior six years will be available online.

Paper W-2 forms will be mailed out via U.S. Mail no later than January 31, 2019. If you wish to switch from paper to electronic W-2s, please follow the instructions below before January 11, 2019. Please call the Payroll Department (Ext. 8668) if you have any questions.

Instructions for Electing Online W-2:

  • Log on to access.caltech
  • Under the Self Service topic, select Electronic W2 (Online W2)
  • Follow the prompts to set your security questions and answers
  • Select your delivery preference and click apply

Employees who previously elected to print their Form W-2 online do not need to sign up again. Your election will remain in effect until you change your election. The online W-2 is available to employees in active assignment status, who are able to access the Electronic W-2 application on access.caltech.

Instructions to Update Address Information on Access:

  • Log on to access.caltech
  • Under the Self Service topic, select My Personal Information
  • Select the Addresses and Phones tab, and then the Local Residence Address menu item
  • If using a campus address, please note that W-2s can only be mailed to a secure address (MSC). Please contact Mail Services (Ext. 6371) or the Payroll Department (Ext. 8668) for more information.