How to understand your W-2

Form 1095c is a form providing information regarding Employer-Provided Health Insurance Offer and Coverage of Insurance.  It is filed and furnished to any employee of an Applicable Large Employer (ALE) who is considered a full-time employee based on the Affordable Care Act definitions.  This form may be a required document needed when you file your Federal tax return for this year.

Northern Arizona University uses an outside vendor to distribute your tax forms. You can choose whether to receive your W-2 and 1095c’s electronically or through regular mail.

If you elect the mail option these forms will be mailed separately so you may not receive them at the same time.

If you do not elect electronic delivery of your tax forms by the reprint deadline of the 2nd week in February and need a reprint of your forms, the initial reprint will be free and any additional reprints thereafter will be a $12.00 reprint/delivery charge through the end of the current calendar year.

For prior year tax forms there is an $18.00 reprint/download fee.

Electronic Forms:

• will be available online sooner than mailed copies
• can be printed as many times as needed once received electronically
• can be downloaded to your personal computer for access anytime
• will be available on the vendor’s website through October 15
• W-2’s can be uploaded into some tax preparation software (Turbo Tax, Jackson Hewitt, H&R Block)
• remove the risk of sending your social security number on a paper copy in the mail—a common source of identity theft

If you do not want electronic delivery of your forms, you do not need to do anything. You will be mailed a hard copy of each form by the end of January, as required by the Internal Revenue Service (IRS).  If you do not elect electronic delivery of your W-2 and need a reprint, you will be able to request your first reprint free of charge. Additional reprints after the first request will be assessed a fee of $12.

To ensure delivery of your tax forms, keep your mailing address current in LOUIE.

You have until the first week in January to elect to receive your forms electronically.

The security of your data was the highest priority in selecting a vendor and was reviewed by the Information Technology Services (ITS) Director of Security.  A validation process is run when you create your account to ensure the personal information provided to make the electronic election is accurate.

In January, you will receive an e-mail notification that your forms are available online. For security reasons, your forms will not be emailed directly to you. You can print them from the site or download them to your computer. You will not receive a paper copy in the mail.

You can sign up for electronic delivery through LOUIE. Using the Mozilla Firefox or Google Chrome internet browsers, follow the steps below:

• From LOUIE, go to Main Menu > Self Service > Payroll and Compensation > Tax Forms W-2/1095c
  • Click My Tax Forms and you will be redirected to the secured Equifax tax form portal.
• Additional instructions on how to sign up for electronic delivery of your tax forms can be found here.

You may sign up for electronic delivery by accessing the mytaxform.com site and creating an account.  Please review the attached information for step by step directions.

Any employee who has previously signed up for electronic delivery prior to 2020 will need to sign up again through Equifax. Once you have signed up for electronic delivery through Equifax, your delivery preferences will be carried into following years.

NAU Human Resources has created an additional FAQ that includes answers for common issues employees have had trying to sign up for electronic delivery through the Equifax portal. If you question is not answered in this FAQ, please feel free to contact Human Resources directly for further assistance.

As of 2020, NAU is no longer using Paperless Employee to distribute W-2s to employees. Because of this change, employees will no longer be able to access their W-2s from 2019 and prior through the self-service portal in LOUIE. However, an employee can request a copy of these W-2s from HR directly by contacting our front desk at (928) 523-2223 or at HR.PayrollServices@nau.edu.