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Review your personal information in preparation of W-2s

Dec. 4, 2019, 1:52 PM

As the end of the year approaches, the payroll department encourages you to review your personal information to ensure your W-2 will be accurate. Log in to Oracle by Jan. 3 and use the below checklist to ensure your data is up to date.

  1. After logging into Oracle, click the “Personal Information” icon on your homepage. From there, click “Personal Details.”

☐ Verify that your name is spelled correctly.

Remember that the name in Oracle and on your W-2 must match what is on your social security or ITIN documentation.

☐ Verify your taxpayer ID number (social security/ITIN number).

Click on the triangle to expand the “National Identifiers” section, and review your taxpayer ID. (You will need to click the “eye” icon to view your actual number.)

If either of these are not correct, bring a copy of your social security card or ITIN documentation to Human Resources on the 10th floor of the Baker Building. They can update these fields on your behalf.

  1. Go back one screen to the “Personal Info” page, and then click “Contact Info.”

☐ Verify that your home address is up to date.

If your address is not correct, click the pencil/edit icon on the right of the screen. After updating your address, click the “Submit” button.

  1. Go back to your Oracle homepage and click on the “Pay” icon and then “Document Delivery Preferences.”

☐ Review your W-2 delivery method.

Active VU employees can opt out of receiving paper W-2 forms by mail and instead access them electronically through Oracle, which allows for enhanced security, earlier access to your W-2 and cost savings to the university. Inactive/former employees will continue to receive paper forms by mail. The IRS requires that an employee specifically acknowledge an agreement to receive their W-2 form online only.

To elect to receive your W-2 electronically, click the pencil/edit icon to the right of the W-2 preference. Select “Online” for delivery method, “Granted” for online delivery consent and “Save.”  

Thank you for helping the end of 2019 run smoothly. The availability of W-2 forms will be announced at a later date, but those mailed will be postmarked no later than Jan. 31, 2020.