Electronic Form W-2 Disclosure Notice


Internal Revenue Service (IRS) regulations require MIT to obtain your consent before delivering your W-2 only on-line and not mailing you a paper W-2. The Disclosure Notice below explains in detail what it means to consent (“I accept”) to electronic-only delivery. Please contact HR/Payroll if you have any questions -- payroll@mit.edu, 617-253-4255.

  1. If you do not consent to electronic-only delivery of your W-2, MIT will send you a paper form via U.S. mail.
  2. If you do consent to electronic-only delivery of your W-2, MIT will not mail you a paper W-2. You will need to use the SAPweb Employee Self Service web site to view, print and, if you wish, save a copy of your W-2.
  3. Access to electronic W-2s is available to all currently active faculty, staff and students who have received a W-2, regardless of whether they have consented to electronic-only delivery.
  4. The hardware and software required to access your electronic W-2 includes a computer with an Internet connection, a web browser, and an MIT web certificate. An MIT ID number and an active Kerberos username and password are required to obtain a web certificate.
  5. Your electronic W-2 will be available on SAPweb Employee Self Service for at least 5 years after its posting date.
  6. Your consent is effective for W-2s issued for the current calendar year and all future periods until (a) you withdraw your consent or (b) you are no longer employed by MIT (faculty and staff), or, if you are a student, (c) you have graduated or otherwise withdrawn from MIT.

  7. If you have consented to electronic-only delivery of your W-2, you may change your mind and withdraw consent at any time by submitting a “Withdrawal of Consent to Electronic W-2” form to the appropriate office below. This form may be printed from the Office of the Vice President for Finance web site or obtained from HR/Payroll or the Lincoln Laboratory Workforce Service Center.

    Campus Faculty, Staff, and Students:
    MIT, 77 Massachusetts Ave., HR/Payroll, NE49-3131, Cambridge, MA 02139-4307
    Email: payroll@mit.edu
    Phone: 617-253-4255

    Lincoln Laboratory Staff:
    MIT Lincoln Laboratory, 244 Wood Street, Workforce Service Center, S2-112, Lexington, MA 02421-6426
    Email: wsc@ll.mit.edu
    Phone: 781-981-6601

  8. Withdrawal of consent will be effective on the date received by HR/Payroll or the Workforce Service Center and will be confirmed in writing or by email. If consent is withdrawn, it will only be effective for W-2s not yet issued.
  9. When you leave MIT (terminate employment or graduate or withdraw as a student) you will no longer have access to electronic W-2s. If you consent to electronic-only delivery of your W-2 but leave MIT before the electronic W-2 is available, you will receive a paper copy via U.S. mail.
  10. You should be aware that you may be required to attach a printed copy of your W-2 to your annual tax return documents, even when you only receive an electronic version from MIT.

  11. Even if you have consented to electronic-only delivery of your W-2, you may still receive a paper copy of the W-2 by contacting HR/Payroll (campus) or the Workforce Service Center (Lincoln). Request for a paper copy does not withdraw your consent for electronic-only delivery.

    Copies of W-2s for years not available via electronic W-2s (calendar year 2008 or earlier) may be requested from the appropriate office, HR/Payroll (campus) or the Workforce Service Center (Lincoln), at the addresses listed above.