Former employees of Stony Brook Medicine may lose access to internal self-service payroll systems after separation from employment. However, obtaining your W-2 tax form is still straightforward if you understand the correct process and available support channels. Whether you need your original W-2, a duplicate tax statement, or employment verification documents, this guide explains every essential step in a clear and professional manner.
Understanding W-2 Access for Former Employees
As a former employee of Stony Brook Medicine, your access to the RF Self-Service payroll portal is revoked after your employment ends. Because of this restriction, you can no longer retrieve tax documents electronically through the employee portal.
Instead, your W-2 form will automatically be mailed to the last home address on file with the university. This makes it extremely important to ensure your mailing address is accurate before leaving employment.
Former employees should also remember that final payments cannot be processed until all outstanding timesheets are submitted and approved by supervisors.
Where Former Employees Receive Their W-2 Forms
Your W-2 tax statement will typically be mailed to:
- The last residential address listed in Human Resources records
- The address associated with your payroll and employment profile
If you recently moved or changed residences, you should immediately contact HR to update your mailing information before tax season begins.
What to Do If You Did Not Receive Your W-2
If your W-2 was lost, misplaced, damaged, or never delivered, you can request a duplicate tax statement from Human Resource Services.
The Duplicate Tax Statement Request form allows former employees to request replacement copies for:
- W-2 forms
- 1042-S forms
- 1099 forms
- Laser Letters
The request form requires:
- Employee name
- Mailing address
- Assignment number
- Tax year requested
- Contact information
- Reason for replacement request
- Employee signature
The official form also includes options for mail delivery or pickup.
How to Request a Duplicate W-2
Step 1: Complete the Duplicate Tax Statement Request Form
Fill out all required information carefully, including the correct tax year and your current mailing address.
Common reasons for duplicate requests include:
- Never received
- Misplaced or destroyed
- Incorrect Social Security Number
- Other tax-related issues
Step 2: Submit the Form
You can send the completed form using either campus mail or standard postal mail.
Campus Mail Address
Human Resource Services
390 Administration Building
Zip: 0751
U.S. Postal Mail Address
SUNY @ Stony Brook
390 Administration Building
Stony Brook, NY 11794-0751
The mailing instructions are included directly on the official duplicate request form.
Contact Information for Payroll Assistance
If you have questions regarding payroll records, duplicate W-2 requests, or tax statements, contact the payroll office directly.
Payroll Support
- Email: rf_payroll@stonybrook.edu
- Phone: (631) 632-6162
Payroll representatives can assist with:
- Duplicate W-2 processing
- Tax form mailing concerns
- Payroll discrepancies
- Address verification
- Final pay questions
Employment Verification for Former Employees
If you require employment verification for a mortgage application, new job, background check, or government documentation, hospital employees should contact University Hospital HR.
University Hospital HR Contact Information
University Hospital HR
Stony Brook University Hospital
31 Research Way
East Setauket, NY 11733
- Phone: (631) 444-4700
- Fax: (631) 759-9203
- Email: sbuhhr@stonybrookmedicine.edu
Important Payroll Reminder Before Separation
Former employees should ensure all remaining timesheets are submitted to supervisors before leaving employment. Delayed timesheet approval may postpone final paycheck processing and related payroll documentation.
Submitting accurate records before separation helps avoid complications with:
- Final wages
- Tax reporting
- W-2 generation
- Benefit reconciliation
Careers and Employment Resources
Stony Brook Medicine Careers Portal provides employment opportunities and HR-related resources for current and prospective staff members. The careers page also includes support contacts for application and account assistance.
Frequently Asked Questions (FAQs)
1. Can former employees still log into RF Self-Service?
No. Former employees lose access to the RF Self-Service portal after employment separation.
2. How will I receive my W-2 form?
Your W-2 is mailed to the last home address on file with Human Resources.
3. What if my address changed after leaving Stony Brook Medicine?
You should contact HR immediately to update your mailing address before W-2 forms are distributed.
4. How do I request a duplicate W-2?
Complete the Duplicate Tax Statement Request form and mail it to Human Resource Services.
5. Can I receive my duplicate W-2 by mail?
Yes. The request form includes mailing and pickup options.
6. What information is required on the duplicate request form?
You must provide your name, address, assignment number, tax year, contact information, and reason for the request.
7. What if my Social Security Number is incorrect on the W-2?
Select the “Incorrect Social Security Number” option on the duplicate request form and contact payroll support.
8. How long does duplicate W-2 processing take?
Processing times may vary depending on the volume of requests and tax season demand.
9. Can I request older W-2 forms?
Yes. Include the specific tax year needed on the request form.
10. Who should I contact for payroll assistance?
Email rf_payroll@stonybrook.edu or call (631) 632-6162.
11. What happens if I never submitted my final timesheet?
Your final payment may be delayed until HR receives approved timesheets.
12. Can former hospital employees request employment verification?
Yes. Contact University Hospital HR for employment verification services.
13. Is there an online portal for former employees to download W-2s?
No. Former employees no longer have access to the RF Self-Service portal.
14. What mailing address should I use for duplicate requests?
Use:
SUNY @ Stony Brook
390 Administration Building
Stony Brook, NY 11794-0751
15. Can I pick up my duplicate tax statement in person?
Yes. The request form provides a pickup option for eligible requests.