Review your personal information in preparation for W-2s

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 into Oracle by Jan. 9 and use the checklist below to ensure your information is up to date.

  1. After logging into Oracle, click the Personal Information icon on your homepage. From there, click the Personal Details
    • Verify 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.)

Is either of these incorrect? Follow these instructions and Human Resources can update these fields on your behalf.

  1. Go back one screen to the Personal Information page and then click the Contact Info
    • Verify your home address.

Is your address incorrect? Click the pencil/edit icon on the right side of the screen, and 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 the form electronically through Oracle, which provides enhanced security, earlier access to your W-2 and cost savings for 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 then Save.  

Thank you for your attention to this end-of-2023 task. The availability of W-2 forms will be announced later. Those being mailed will be postmarked no later than Jan. 31, 2024.