Overview: Stanford W-2 Statements

On this page:

W-2 Statements and Distribution Methods

Stanford is responsible for reporting to Federal and State agencies all employee taxable wages, and the associated taxes paid. At the end of each tax year (January 1, YYYY through December 31, YYYY), Stanford compiles and distributes a W-2 Statement for each employee. The information on the W-2 Statement is used by employees to file their Federal and State income tax returns.

Mail Distribution

  • As a default, W-2 Statements are mailed to the employee's mailing address listed in the PeopleSoft Human Resources database.
  • Visit StanfordYou to maintain your address information. For help, reference Quick Steps: Update Phone and Address Information.


Online W-2 Statements

  • Employees can elect to have their W-2 Statement sent to them electronically, enabling download into tax preparation software programs.
  • Stanford offers electronic delivery of W-2 Statements through the W-2 eXpress web application provided by TALX Corporation (a third party service provider).
  • For help using the W-2 eXpress web application to elect online W-2 Statement delivery, reference Quick Steps: Elect / Cancel Online W-2 Statement Delivery.
back to top

Requesting Duplicate W-2 Statements

  • Stanford offers duplicate W-2 Statements through the W-2 eXpress web application provided by TALX Corporation (a third party service provider).
  • The first reprint of the current year W-2 Statement is available at no charge. Nominal administrative fees ($10 per copy) apply to subsequent reprints of the current year W-2 Statement and reprints of prior year statements.
  • For help using the W-2 eXpress web application to request a duplicate W-2 Statement, reference Quick Steps: Order Duplicate W-2 Statement.
back to top

Correcting W-2 Information

  • Stanford reports wages to the Social Security Administration for its use in calculating potential future social security retirement benefits.
  • Verify that your name and Social Security Number on your W-2 Statement matches that listed on your Social Security card.
  • If your name or Social Security Number is incorrect on your W-2 Statement:
  • Address information from your W-2 Statement is not reported to the State or Federal government. Incorrect address information on your W-2 does not require a corrected form.
back to top

W-2 Statement Fields and Descriptions

Information included on Stanford's W-2 Wage and Tax Statement is detailed below:

Box 1: Wages, Tips, Other Compensation
  • Subtract pre-tax benefit deductions (health insurance, dental, vision, etc.), pre-tax parking deductions and pre-tax retirement deductions from your gross wages to arrive at the taxable wages reported in Box 1.
Box 2: Federal Income Tax Withheld
  • Total federal income tax withheld. Reference Payroll tax deduction code Fed Withholding on your Pay Statement.
  • The amount is based on the withholding status and number of withholding allowances claimed on your Federal W-4 Declaration.
  • For help changing your withholding allowances, see Quick Steps: Declare or Change Withholding Allowance.
Box 3: Social Security Wages
  • Subtract pre-tax benefit deductions (health insurance, dental, vision, etc.) and pre-tax parking deductions from your gross wages to arrive at the taxable wages reported in Box 3. A maximum of $97,500 of wages, the annual Social Security wage base, are reported in Box 3.
Box 4: Social Security Tax Withheld
  • Total social security tax withheld. Reference Payroll tax deduction code Fed OASDI/EE on your Pay Statement.
  • Tax rate: 6.2% on first $97,500 wages earned
Box 5: Medicare Wages and Tips
  • Subtract pre-tax benefit deductions (health insurance, dental, vision, etc.) and pre-tax parking deductions from your gross wages to arrive at the taxable wages reported in Box 5.
Box 6: Medicare Tax Withheld
  • Total Medicare tax withheld. Reference Payroll tax deduction code Fed MED/EE on your Pay Statement.
  • Tax rate: 1.45%
Box 7: Social Security Tips
  • N/A
Box 8: Allocated Tips
  • N/A
Box 9: Advance EIC Payment
  • N/A
Box 10: Dependent Care Benefits
  • Total pre-tax dependent care spending account contributions deducted from your pay or contributions made by Stanford on your behalf
Box 11: Nonqualified Plans
  • N/A
Box 12, Code E:
  • Elective pre-tax employee contributions to 403(b) salary reduction agreement (i.e. retirement plan)
Box 12, Code P:
  • Excludable (non-taxable) moving expense reimbursements paid on your behalf by Stanford
Box 12, Code T:
  • Adoption assistance program reimbursements
Box 13: Retirement Plan
  • Retirement Plan box will be checked if you contributed to a retirement plan and/or Stanford contributed on your behalf.
Box 14: VPDI
  • California Voluntary Disability Insurance
  • Reference Payroll tax deduction code CA Vol Dis / EE on your Pay Statement
  • Amount based on 0.6% on first $83,389 wages earned
Box 14: DOM
  • Benefit contributions for a qualified domestic partner
  • DOM amounts are included in federal wages reported in Box 1, Box 3 and Box 5, but are excluded from California wages reported in Box 16.
Box 15: State and Employer's State ID Number
  • State of employment and Stanford’s State ID Number
Box 16: State Wages, Tips, etc.
  • Subtract pre-tax benefit deductions (health insurance, dental, vision, etc.), pre-tax parking deductions and pre-tax retirement deductions from your gross wages to arrive at the taxable wages reported in Box 16.
Box 17: State Income Tax
  • Total state income tax withheld
  • Reference Payroll tax deduction code CA Withholding on your Pay Statement.
  • Amount is based on the withholding status and the number of withholding allowances claimed on your California State DE-4 Declaration.
  • For help changing your elections, see Quick Steps: Declare or Change Withholding Allowance.
Box 18: Local Wages, Tips, etc.
  • N/A
Box 19: Local Income Tax
  • N/A
Box 20: Locality Name
  • N/A
back to top