The University is required by law to furnish paper copies of Form W-2 and Form W-2C by mail unless the employee consents to electronic only delivery. Employees are encouraged to opt out of receiving paper copies of their Form W-2, and elect electronic receipt only. This election will also apply if a corrected Form W-2C is issued.

By choosing electronic-only delivery for your W-2 form, you can:

  • Increase security of your personal information from loss or theft in the mail.
  • Ensure prompt access once your form is available.
  • Download or print your form at your convenience.
  • Minimize paper waste

Follow these steps to sign up for electronic only delivery:

How to Select Electronic-Only Delivery

In Workday:

  1. Go to Personal > Benefits and Pay > Overview, then select My Tax Documents under Tasks and Reports.
  2.  Select Edit under Printing Election.
  3.  Choose Receive electronic copy of my Year-End Tax Documents, then click OK to confirm your election. 

Employees who wish to continue receiving paper copies of their Form W-2/W-2C should regularly confirm their mailing address settings in Workday and ensure that the Payroll Tax Form usage type is assigned to the location you want to receive tax forms.

  1. Sign in to Workday
  2. Go to Personal tab and Personal Information
  3. Click on Contact Information
  4. Review Usage for each address
  5. If changes are needed, click Edit and Submit changes

Important disclosures regarding electronic only delivery:

  • Employees will have access to prior year Form W-2s and Form W-2Cs through Workday regardless of their delivery elections.
  • Consent will remain in place for all Form W-2 and Form W-2C issuances until the employee withdraws consent through Workday.
  • Terminated employees will have access to Workday and their electronic access to Form W-2s and Form W-2Cs for two years after their termination date.
  • If terminated employees are hired as either independent contractors, or rejoin as volunteers, they may lose access to their previous employee history in Workday.
  • If an electronic notice that Form W-2 or Form W-2C is undeliverable, the University is required to mail a paper copy of the form to the address on file within 30 days. 
  • Withdraw consent by following the same steps listed below, and selecting Receive both electronic and paper copies of my Year End Tax Documents.
  • Contact Tax Services at tax@austin.utexas.edu if you can no longer access your employee information in Workday or have questions about delivery elections.