W-2 Information

Paperless W-2 

We are excited to announce the deployment of the new “W-2 Paperless Statement” feature.  This new feature will allow employees to download current and previous years’ official W-2 statements using any internet-connected device.  

Employees who “opt-in” will be able to view and download their official W-2 Statement earlier than those who are still scheduled to receive their printed version in the mail.

This “W-2 Paperless” option will help reduce potentially higher future printing and mailing costs.  In addition to these savings, the following benefits could also be realized:

Eco-Friendly by reducing unnecessary paper usage;

  • Minimize the potential for mail theft;
  • Negate the time to request and receive a duplicate statement; and
  • Expedite the scheduling and filing of Income Tax returns.

The enrollment period is February 1 to November 30, you may only change your preference during this period. If you have already opted-in to W-2 Paperless this year, you may not opt-out until the next calendar year.

Log into your Cal Employee Connect (CEC) account and opt-in to “W-2 Paperless” today!

CSU, San Francisco (state) employees can easily register by following the registration steps on the HR/Payroll Cal Employee Connect webpage.

More information:

If you have any questions or feedback on this feature, please contact the SCO.

FAQs

Employees can opt-in to view and download paperless official W-2 statements. Log into your Cal Employee Connect (CEC) account and opt-in to “W-2 Paperless” today!

Note: The enrollment period is February 1 to November 30, you may only change your preference during this period. If you have already opted-in to W-2 Paperless this year, you may not opt-out until the next calendar year.

The State Controller's Office (SCO) issues W-2s no later than January 31st. Your 2024 Form W-2 Wage and Tax Statement includes wages paid in 2024 (December 2023 - November 2024 pay periods).

If you have opted into paperless W-2s, your official W-2s will be available to securely view, download and/or print using Cal Employee Connect (CEC).

If you have not opted into paperless W-2, your unofficial W-2s will only be viewable in CEC. Your official W-2 will be printed and mailed by the SCO. W-2s are mailed to your home address on file with on https://gateway.sfsu.edu/  as noted on the Personal Information Summary page in HR Self Service as of December 9, 2024. The bottom of the pay stubs and direct deposit advices for the October and November pay periods will also include this information. Direct deposit advices are viewable in Cal Employee Connect (CEC). If a W-2 is undeliverable by the U.S. Postal Service it should be returned to the Human Resources. If you do not receive your Form W-2, or have questions, please e-mail payroll@sfsu.edu .

Employees that have not opted in to paperless W-2 will receive a paper W-2 via mail. The State Controller’s Office may include the address information at the bottom of the pay stubs and direct deposit advices for the October and November pay periods. Direct deposit advices are viewable in Cal Employee Connect (CEC). Please take a moment to visit the My Portal tab through https://gateway.sfsu.edu/ on the Personal Information Summary page in HR Self Service.  At this site, you can view your Personal Information on the HR Employee Information tab and confirm your ‘Home’ address. This is the address where your W-2 will be sent. If a correction or update is needed, please follow the instructions on the  Employee Address Changes by December 9th to assure your W-2 form will be sent to the proper address.

If you are no longer employed with the university, please enroll in CEC and Opt-in to paperless to obtain your official W-2. On an exceptional basis, for former employees unable to use CEC and who have been notified that their W-2 was returned to HR and wish for a returned W-2 to be mailed out to a new address (after February 16, 2025), please send an email request to Payroll@sfsu.edu and provide the information below.

  1.  
    1. Name
    2. New Address
    3. New Phone Number
    4. San Francisco State ID (if known)
    5. Employee type (Student, Staff or Faculty)
    6. Last four digits of your SSN

Cal Employee Connect (CEC) is the fast, free and more secure way to obtain duplicate W-2's.

If you have not opted into paperless W-2 and did not receive your W-2 or have questions, please e-mail payroll@sfsu.edu to see if your paper W-2 was returned to the Human Resources.

If CEC is not accessible, a paper, duplicate W-2 can be requested for a fee. To receive a duplicate W-2, complete the  State Controller's Office Standard Form 436 (PDF) (PDF)  and mail directly to the State Controller's Office with Payment ($8.50 via money order or cashier’s check). The request must include your name, Social Security Number, the tax year(s) being requested, your mailing address, a daytime telephone number, and your authorizing signature.

2024 W-2 duplicate requests will not be accepted until after February 16, 2025, to allow time for W-2 delivery.

Need Help?