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W-2 Year End Reminders


The New Year is almost here.  Please take action on the items below to help you prepare for tax season.



Review and Update your Personal Information in HR Direct

It is important to review your personal information on record in the HR Direct System to confirm your mailing address is updated and accurate.

    • To review your personal information and mailing address, log on to HR Direct, and click on the NavBar located on the top right of the page. From the NavBar menu, click on "Navigator". Click on "Self-Service" and then "Personal Information". Then, click the "Personal Details” to validate that your mailing address is accurate. If corrections are needed, please make the edits and save the corrected information.
    • Click here to access the W-2 Consent and Update Personal Information Job Aid that provides step by step instructions of how to review and edit your personal information in HR Direct.

Go Paperless with your W-2 Statement

UMass Chan employees may elect to receive their W‐2 statements online through HR Direct Self Service in an IRS approved PDF format. This allows you to print and send the online form with your tax return. 

Please review the below business rules regarding consent or non-consent to going paperless for your W-2:

  • An employee who consents to receiving the Form W-2 electronically will not receive a paper copy.
  • For the 2018 W-2 statement, an employee may make their electronic consent election through the end of calendar year 2018.
  • For the 2018 W-2 statement, the deadline for an employee to withdraw their consent for online delivery is no later than the end of calendar year 2018.
  • Please note that newly hired University employees are not eligible to complete the consent process until they have received their first paycheck in the current calendar year. 
  • If an employee does not consent to receive an electronic version of Form W-2, Payroll will mail a paper W-2 no later than January 31, 2019 via the US Postal Service to the current address on record.
  • Payroll will mail form W-2, using the US Postal Service, to the current address on record of those employees who have separated from UMass Chan.

Benefits of Receiving Form W-2 Electronically:

  • Earlier access to the Form W-2.
  • No possibility an employee's Form W-2 might be lost, delayed or misplaced by the U.S mail service or by the employee, once received.
  • Access is available at the same easy-to-use, secure web site at which an employee can access his/her wage and general account information.
  • Access can be attained even if the employee is not presently at his/her residence, for example, if participating in a study-abroad program.
  • Multiple levels of security protect all information within the Employee Self Service System.

Employee Next Steps:

  • Please follow the below instructions to consent to receive your W-2 electronically:
    • To consent to receive your W-2/W-2c electronically and go paperless, log on to HR Direct, and click on the NavBar located on the top right of the page. From the NavBar menu, click on "Navigator". Click on  "Self-Service" and then "Payroll and Compensation". Then, click the "W2/W-2c Consent" link. Read the disclosure information on the Form and if you want to receive your W-2/W-2c electronically, check the "Consent" box and hit "Submit".
    • Click here to access the W-2 Consent and Update Personal Information Job Aid that provides step by step instructions of how to consent to receive your W-2 electronically through HR Direct.

Please contact Payroll at 508-856-5260, option 4, with any questions.

IRS Tax Withholding Calculator

In March 2018, UMass Chan communicated the availability of the federal Internal Revenue Service tax withholding calculator. Employees may use the calculator to see if they are having the appropriate amount of federal tax withheld, based on recent changes to tax law. Withholding too little may mean employees will need to pay more than was withheld when filing federal taxes in 2019 for 2018 earnings and may incur penalties. 

Employees can find the withholding calculator on the IRS website at

Other tips and guidance the IRS has provided can be found at the following links.

UMass Chan Medical School employees are encouraged to discuss the changes and other potential impacts with their tax preparer or personal accountant. 

To change the amount of tax withheld from your pay, visit the UMass Chan W-4 tax information page through Employee Self-Service in HR Direct.