Beginning January 1, 2014, W-2 forms for the calendar year 2013 will be available electronically through the State of Kansas Employee Self Service Portal. This new option will allow you to securely receive your W-2 electronically and save or print from you own computer. Each employee must log on to the Employee Self Service portal and consent to receive this information electronically. This is the same portal that you access to complete your Group Health Insurance choices. You will then receive a notification early in January 2014, that the W-2 for 2013 is available for access. This option will mean that you will not receive a printed form. You can withdraw this option at any time. Full instructions are found below for assistance in using the ESS portal.
Employees, who do not access the portal or do not consent to receiving the electronic W-2 form, will receive a traditional paper form. The forms are scheduled to be printed and mailed by January 31, 2014. As always, be sure to have your correct mailing address in your personal information in GUS.
HRS Home>>State of Kansas Employee Services Portal (left side of page) >> Employee Self Services (right side of page) or
Go to the State Employee Service Center home page: www.kansas.gov/employee.
Click on the Employee Self Service hyperlink (located on the right side of the page).
Click on Sign In to Employee Self Service (located on the left side of the page).
Enter your State of Kansas Employee ID (don’t forget to capitalize the first letter).
You will find this 11 digit alpha/numeric ID on your electronic paystub on GUS. (This is not your PSU ID number) >>Payroll and Personnel Information>>Electronic Pay Stub>>Click on any paydate>>Upper left-hand side under your name.
Enter your Password.
Note: The password expires every 30 days and as PSU employees, we do not use the portal on a frequent basis and your password will have expired, therefore, click the “Forgot My Password” hyperlink and follow the prompts. If you still have difficulty signing in, contact the State’s Employee Self Service help desk at 1-866-999-3001.
Click on the Sign In button.
On W-2/W-2c Consent Form, check on (click) the box next to the statement, “Check here to indicate your Consent to receive electronic W-2 and W-2c forms.”
Click the Submit button.
The Verify Identity pop up appears with your User ID (Employee ID) displayed.
Enter your password and click the Continue button.
Note that entering your password is your electronic signature.
The Submit Confirmation page indicates that the status change has been successful. Click on the OK button.
You may now click on the View W-2/W-2c Forms link to view your prior W-2/W-2c forms.
Note that if you click on the “View W-2/W-2c Forms” link prior to granting consent or after withdrawing consent, the system will direct you instead to “W-2/W-2c Consent Form”. Consent must be granted before viewing and printing your W-2 and W-2c forms in Employee Self Service.
Once consent has been granted, select ViewW-2/W-2c Forms from the Main Menu (left side of the page).
Note that your name will default onto the page and your most recent W-2/W-2c Tax Year option will appear in the “Select Year End Form” section.
Click the Year End Form hyperlink.
A window with a .pdf version of your W-2 or W-2c form will appear. You may print this form for your records.
To exit the form, click the ‘X’ in the upper right corner of the window.
Click the Filing Instructions link to display a window with a .pdf version of the W-2/W-2c instructions that correspond to the W-2/W-2c tax year. You may print these instructions for your use.
Note that the “Filing Instructions” link currently only works for 2011 and 2012 W-2/W-2c selections.
To exit the instructions, click the ‘X’ in the upper right corner of the window.
To view a different W-2/W-2c, click the View a Different Tax Year hyperlink.
Click on the desired Tax Year hyperlink in the Select Tax Year section. Follow steps 2-6 to view and print.
Select W-2/W-2c Consent from the Main Menu (left side of the page).
Note that your name will default onto the page and your current status will be ‘Consent received.’
On W-2/W-2c Consent Form, check on (click) the box next to the statement, “Check here to withdraw your consent to receive electronic W-2 and W-2c forms.”
The Verify Identity pop up appears with your User ID (See Accessing Employee Self Service #4 above) your ID will be displayed.
You may no longer view or print your W-2/W-2c forms from the View W-2/W-2c Forms page.