W-2 Form Information
W-2 Availability
Your W-2 is distributed to you annually, in late January, in two ways: paper and electronic.
- Electronic W-2 forms are available in myHR no later than January 31 each year. Your electronic W-2 will be available in myHR as long as you have an active appointment and myHR access. MyHR > Pay > My W-2
- Paper W-2 forms are mailed to the U.S. address listed as your Home address in myHR with a postmark no later than January 31, via the United States Postal Service (USPS).
- The deadline to update your address in myHR is December 19, before Winter Recess.
- Review or edit your HOME address setup: myHR > Personal Details > Addresses > Home Address
- If you do not have a home address in the United States, will no longer be living at your Home address by January, or prefer not to have a W-2 mailed to you, we strongly suggest you opt for electronic-only W2.
- You may choose to have your W-2 available only electronically and not have a paper copy mailed to you. Or if you previously chose electronic-only, you may revert to both electronic and mailed paper copy. The deadline to change your W2 distribution method is December 31.
- Directions on how to change W-2 distribution method
Didn't receive your W-2?
If you cannot access myHR to download an electronic copy, and have not received your printed W-2 in the mail by February 15, you may request a reprint by following these Annual Tax Form Reprint Instructions.
Note on timing: Do not submit a reprint request prior to February 15; reprint requests submitted prior to February 15 will not be processed.
Name
The Social Security Administration and the Internal Revenue Service compare your Social Security Name (the name listed on your Social Security Card) with the name that is reported on the W-2 Form.
If you change your name with the Social Security Administration, you must change your legal name on file in the Office of Human Resources (and Office of the Registrar, if you are a student).
To change your legal name with Human Resources, you may either:
- Email a Personal Data Form indicating a Name Change, along with a copy of your new Social Security Card, to askHR@northwestern.edu. For your security, password-protect your documents before emailing them and send the password separately.
- Visit the Evanston or Chicago askHR offices in person with your new Social Security card. See locations and hours at askHR: Human Resources
Information included on W-2 form
For more information about the content on your Form W-2, contact your tax advisor or see the descriptions on page 11 of the Federal W-2 Form here: https://www.irs.gov/pub/irs-pdf/fw2.pdf. Please note that our teams are not able to offer tax advice.