Understanding Your W-2 & Taxes

Updating your address with the University or Human Resources does not update your tax withholdings. To change municipal tax withholding, you must submit a new Form IT 4 requesting that withholding be stopped for the previous municipality and started for the new one. Payroll cannot make changes to tax withholdings without an updated form on file.

For security reasons, BGSU does not send W-2 forms by email. W-2s are available through the employee portal or were mailed to the address on file. If you need assistance accessing your form or requesting a replacement, please contact Payroll at 419-372-2201.

While Payroll at BGSU cannot provide specific tax advice, common reasons this may occur include:

• Income is too low to require federal or state tax withholding
• Exempt status was selected on the Form W-4 and/or IT 4
• You live in a reciprocal state and taxes are withheld for that state instead of Ohio
• Multiple dependents or allowances were claimed on the Form W-4 and/or IT 4, reducing tax withheld per paycheck
• You are an international student whose income qualifies for tax treaty benefits

If you believe federal or state taxes should be withheld from your pay, please update your Form W-4 and/or IT 4. A tax professional can help you complete these forms based on your individual situation.

For security and privacy reasons, Payroll can only fulfill W-2 requests directly with the employee. Your spouse or dependent must contact the Payroll Office to request a replacement copy. Payroll cannot discuss an employee’s tax information with anyone other than the employee in order to protect confidential payroll information.

Yes. Please contact Payroll any time after the end of February, and we will be happy to assist you.

If your address was not updated, your W-2 may be returned to us by the U.S. Postal Service. Please contact our office with your updated address. Once your W-2 is returned, we will send it to your new address.

Access to electronic W-2 forms is limited to on-campus access or through a university-provided VPN. This security measure is in place to protect sensitive employee data.

If you are unable to access your W-2 electronically, you may request a paper copy on or after January 31 by contacting Payroll. You may also wish to withdraw your electronic consent for future tax years.

If you separated from BGSU before the end of the calendar year, your W-2 will be mailed to the address on file rather than made available electronically.

If you are unsure which address was used, please contact Payroll at 419-372-2201.

Your W-2 tax document will be made available by the IRS deadline. Electronic W-2s are typically posted approximately one week before paper forms are mailed.

• Log into your MyBGSU account at www.my.bgsu.edu
• Navigate to Employee → Payroll Information
• Select W-2/W-2c Form

• Log into your MyBGSU account at www.my.bgsu.edu
• Navigate to Employee → Payroll Information
• Select W-2/W-2c Consent
• Review the disclosure notice, check the box, and submit

You will only receive your W-2 electronically if you have provided consent through the MyBGSU portal. If you do not consent, or if you withdraw your consent, BGSU will print and mail your W-2 to the address on file. Once you consent to electronic delivery, paper forms will no longer be mailed.

No. Your consent will remain in effect until you withdraw it or your employment with BGSU ends.

·         Log into your MyBGSU account at www.my.bgsu.edu

·         Navigate to Employee → Payroll Information

·         Select W-2/W-2c Consent and update your selection

Yes. An email confirmation will be sent to your BGSU email address once your consent or withdrawal is submitted. If you do not see the email, please check your junk or spam folder.

An email notification will be sent to your BGSU email address when your W-2 is available. All W-2-related communications are sent to your BGSU email address on file.

If your employment ends before W-2s are generated, your electronic consent will be automatically revoked and a paper W-2 will be mailed to your address on file.

Yes. You may view and print your W-2 as often as needed.

Ensure that pop-up blockers are disabled for the MyBGSU portal.

The electronic W-2 contains all required information, but formatting may differ slightly when printed.

·         Electronic W-2 forms provide:

·         Secure delivery of your tax information

·         Faster access compared to postal delivery

·         Earlier availability than paper forms

·         The ability to view and print copies at your convenience

Access to your W-2 is protected by your BGSU network username and password.