Electronic W-2 opt-in is now available via UAOnline

November 1, 2024

Get a head start on tax season by opting to receive your W-2 form electronically via UAOnline. A new function under the taxes drop down menu in the employee dashboard lets you opt-in to receive your W-2 form electronically rather than waiting for the university to mail a paper version.

  • According to IRS rules, you must actively consent to receive the electronic version.
  • The electronic version is easily printed directly from UAOnline, or imported into tax-preparation software in an IRS approved format.
  • The electronic form is available earlier than the printed version, and cannot get “lost in the mail.” 
  • As more employees opt-in for electronic or self-printed W2 forms, print and mailing expenses will be reduced. 

The new process
To opt-in to receive your W-2 form electronically, navigate to the employee dashboard in UAOnline, and click on the taxes drop down menu. You will see a new link titled “Electronic Regulatory Consent” which will open a form for selecting the tax forms you want to receive electronically. If you choose to receive an electronic W-2, you will not get the paper version.

  • You may change your consent at any time. If your electronic consent is active when the paper W-2 forms are generated (around mid-January), you will not receive a paper copy. 
  • If you are terminated, your electronic consent will be removed and you will receive a paper copy of your W-2, unless you log in to UAOnline and consent to receive an electronic version.

Still want the paper form mailed to you? Then simply “do nothing” and a W-2 form will be mailed in January as usual. However, you will not be able to view the electronic version in UAOnline unless you consent to receive the electronic version of the tax forms. 

Electronic 1095-C (2015-2020)
The form also has an option to opt in for electronic 1095-C, but only for the years 2015 through 2020. Human Resources outsources the production of 1095-C forms and they are mailed to all employees by the end of March. Because these are not managed by UA, the only option is to opt-in to see the old forms. 

  • Regardless of your election on this form, your new 1095-C will be delivered by mail.

More information including FAQs are posted to the UAOnline upgrade website on the employee page.