The Ohio State University (Ohio State or OSU) is one of America’s premier public research institutions, renowned for its academic excellence, groundbreaking research, and vibrant campus community. Established in 1870, the university serves tens of thousands of students and employees across its main campus in Columbus and regional campuses in Lima, Mansfield, Marion, Newark, and Wooster. For former employees, obtaining tax documents after leaving the university can occasionally seem daunting. Fortunately, Ohio State provides a straightforward process for accessing and receiving Form W-2s, ensuring that former faculty, staff, and student employees can easily fulfill their tax obligations.
What Is Form W-2?
Form W-2, officially known as the Wage and Tax Statement, reports:
- Annual wages and compensation
- Federal income taxes withheld
- State and local tax withholdings
- Retirement contributions and other taxable benefits
The Internal Revenue Service (IRS) requires employers to provide employees with their W-2 forms no later than January 31 of each year, allowing individuals sufficient time to file their tax returns before the federal filing deadline, typically April 15.
Can Former Ohio State Employees Access W-2s Online?
Generally, active employees can view and download their W-2 forms electronically through Ohio State’s Workday Benefits & Pay Hub. However, terminated employees do not retain regular access to Workday for tax documents.
Instead, Ohio State mails paper copies of W-2 forms to the address on file.
How Former Employees Receive Their W-2s
When your employment with Ohio State ends:
- A paper Form W-2 is automatically mailed to your last known address.
- The university sends W-2 forms by January 31 each year.
- It is your responsibility to ensure your mailing address is accurate and up to date.
If you have moved since leaving the university, it is highly advisable to update your address immediately to avoid delays in receiving your tax documents.
Steps to Obtain Your Ohio State Former Employee W-2
Step 1: Verify Your Mailing Address
Before tax season begins, confirm that Ohio State has your current mailing address on record.
Contact:
- Phone: (614) 247-6947
- Email: HRConnection@osu.edu
Human Resources can provide instructions for updating your personal information and ensuring your W-2 reaches the correct destination.
Step 2: Wait for Mailing Delivery
Ohio State generally mails W-2 forms before January 31. Delivery times may vary depending on:
- Postal service processing
- Your location
- Weather conditions
- International mailing requirements
Most former employees receive their W-2 within one to three weeks after mailing.
Step 3: Request a Replacement W-2 If Necessary
If you have not received your W-2 by mid-February:
- Contact HR Connection.
- Verify your identity.
- Confirm your mailing address.
- Request a duplicate copy if necessary.
Workday Access for Current Employees
Current employees can access electronic tax documents through the Ohio State Workday system:
Workday Portal:
https://www.myworkday.com/osu/d/home.htmld
Within Workday, employees can:
- View current and prior-year W-2 forms
- Download PDF copies
- Print tax documents
- Opt in to paperless delivery
- Access reader-friendly, accessible forms
Electronic W-2s are often available earlier than paper copies and can be stored securely for future reference.
How to Access Previous W-2s in Workday (For Eligible Users)
If you still have active Workday access:
Step 1: Sign in to the Ohio State Workday portal.
Step 2: Open the Benefits & Pay Hub.
Step 3: Navigate to:: Pay → Tax → My Tax Documents
Step 4: Select the desired tax year.
Step 5: Download or print your W-2 form.
Workday also provides accessible versions of W-2 documents for employees using screen readers and other assistive technologies.
Benefits of Electronic W-2 Delivery
Electronic delivery offers several advantages:
- Faster access to tax documents
- Secure online storage
- Elimination of lost or delayed mail
- Easy downloading and printing
- Convenient record retention
Employees can opt into electronic delivery through the Benefits & Pay Hub in Workday.
What If You Lost Your W-2?
If you misplaced your W-2:
- Contact Ohio State HR Connection.
- Request a replacement copy.
- Verify your identity and mailing address.
- Allow several business days for processing and delivery.
Ohio State University HR Contact Information
Human Resources Connection Center
- Phone: (614) 247-6947
- Email: HRConnection@osu.edu
- Accessibility Help Line: (614) 292-5000
Tax Filing Reminder
Your W-2 contains essential information needed to prepare:
- Federal income tax returns
- Ohio state income tax returns
- Local tax filings
The university does not provide tax preparation services. If you have questions regarding your tax obligations, consider consulting a qualified accountant or tax professional.
Final Thoughts
Accessing your Ohio State University former employee W-2 is usually a seamless process. While active employees enjoy electronic access through Workday, former employees receive their W-2 forms by mail at the address maintained in their employee records. Therefore, keeping your contact information current with Ohio State Human Resources is essential. Should your W-2 fail to arrive or if you require a duplicate copy, the HR Connection team can promptly assist you. By taking a few proactive steps, you can avoid unnecessary delays and ensure your tax filing season proceeds smoothly and without stress.
Frequently Asked Questions
1. How do former employees get their Ohio State W-2?
Former employees receive a paper W-2 mailed to their last address on file with Ohio State.
2. When does Ohio State mail W-2 forms?
W-2 forms are generally mailed by January 31 each year.
3. Can former employees access W-2s through Workday?
In most cases, terminated employees no longer have regular access to Workday and receive paper W-2s instead.
4. What if I moved after leaving Ohio State?
You should contact HR Connection immediately to update your mailing address.
5. Who should I contact if I didn’t receive my W-2?
Contact HR Connection at (614) 247-6947 or email HRConnection@osu.edu.
6. Can I request a duplicate W-2?
Yes. Ohio State can issue a replacement copy after verifying your identity.
7. How long should I wait before requesting another W-2?
If you have not received it by mid-February, contact HR for assistance.
8. Does Ohio State offer electronic W-2 delivery?
Yes. Current employees can opt into electronic W-2 delivery through Workday.
9. What is the Ohio State Workday login link?
The Workday portal is: https://www.myworkday.com/osu/d/home.htmld
10. Can I download previous W-2 forms from Workday?
Current employees and eligible users can access previously issued W-2s in Workday.
11. Why should I choose electronic W-2 delivery?
Electronic delivery provides earlier access, enhanced security, and eliminates mail delays.
12. What information appears on Form W-2?
It includes wages earned and federal, state, and local taxes withheld during the year.
13. Does Ohio State provide tax preparation services?
No. The university does not offer tax preparation advice or services.
14. What if my W-2 is lost in the mail?
Contact HR Connection and request a replacement copy.
15. When is the tax filing deadline?
Federal income tax returns are generally due by April 15 each year unless the IRS announces a different deadline.