2023 W-2 Information

Beginning with the 2023 tax year (distributed in January 2024), Elon University Payroll will partner with ADP to distribute W-2 forms to active, retired, and terminated employees.

ADP specializes in tax compliance, including W-2 reporting. The transition to ADP for tax compliance is part of the university’s institutional priority to enhance process effectiveness and workflow efficiencies.

Payroll processing for faculty and staff will continue to be provided internally.

ADP will issue 2023 W-2 Forms with the continued option of paper or electronic format.

Employees wishing to receive an electronic W-2 for 2023 must provide consent via the ADP portal. The previous election in OnTrack will not carry forward.

The IRS requires that employees must consent to receive their W-2 electronically. Moving to the ADP process requires employees to provide this consent by making an election in the ADP portal. Once consent is provided, it will remain in effect until the employee opts to change.

To minimize impact to employees, a link will be provided to the ADP website via single sign on through OnTrack.

1. Log into OnTrack (Employees Menu / Tax Information).
2. Click the “ADP Statements” button under “ADP Tax Information 2023 and Beyond”.
3. You will automatically be redirected to the ADP iPay site through single sign on.
4. To elect paperless delivery, click your User Profile in the top right corner and click “Settings”.
5. Click “Go Paperless”.
6. Toggle “Receive paperless statements”.
7. Read the “Paperless Tax Statements Consent” and click “I Agree”.
8. You will receive an email confirmation from ADP (adpfeedback@adp.com) with Subject: Paper W-2 Elimination Confirmation.

The IRS requires that employees must consent to receive their W-2 electronically. Moving to the ADP process requires employees to provide this consent by making an election in the ADP portal. Once consent is provided, it will remain in effect until the employee opts to change.

If you do not consent to an electronic format, a paper W-2 Form will be mailed to your address on file.

To confirm or revise your address on file, click here.

Consent for an electronic form may be given until December 31, 2023.

W-2s prior to 2022 will still be available via OnTrack, and ADP will maintain historical records of W-2s issued for 2023 and beyond.

W-2 Forms are required to be postmarked or available online no later than January 31, 2024. For forms that are mailed, please allow up to a week for delivery before calling payroll.

A paper W-2 will be mailed to the address on file with the university.

To confirm or revise your address on file, please contact Donna Boggs with HR at (336) 278-5560 or dboggs3@elon.edu.

A paper W-2 will be mailed to the address on file with the university.

To confirm or revise your address on file, please contact Donna Boggs with HR at (336) 278-5560 or dboggs3@elon.edu.

A paper W-2 will be mailed to the address on file with the university.

To confirm or revise your address on file, click here.

If you moved recently and have not updated your address, please visit the Human Resources website and complete an employee information change form prior to December 31, 2023.

To confirm or revise your address on file, click here.

Questions on the 2023 W-2 process may be directed to:

Armeka Ware, Director of Payroll
Email: aware3@elon.edu
Phone: 336-278-5273

Kelly McKinney, University Controller
Email: kmckinney4@elon.edu
Phone: 336-278-5217

Please allow at least one week from January 31, 2024 for mail delivery.

The W-2 boxes and box codes should the taxable wages earned by the employee during the calendar year and the taxes paid through withholding.

Box A – Employee Social Security Number

Box B – Employer’s Unique Tax Identification Number (EIN)

Box C – Employer’s Name, Address, City, State and Zip Code

Box D – Empty

Box E – Employee’s Full name

Box F – Employee’s Address, City, State and Zip Code

Box 1 – Total Taxable Wages for Federal Income Tax Purposes (Includes wages, salaries, tips, bonuses and any other taxable compensation).

Box 2 – Total Federal Income Taxes withheld from employee paycheck.

Box 3 – Total wages subject to Social Security tax.

Box 4 – Total Social Security taxes withheld from Employee’s paycheck.

Box 5 – Total Employee wages subject to Medicare tax.

Box 6 – Total Medicare tax withheld from Employee’s paycheck.

Box 7 – Reported Tip income

Box 8 – Allocated Tip income

Box 9 – Empty

Box 10 – Dependent care benefits

Box 11 – Distributions from Employer’s non-qualified deferred compensation plan

Box 12 – informational box

• A – Uncollected Social Security tax or Railroad Retirement Tax Act (RRTA) tax on tips. Include this tax on Form 1040 Schedule 2, line 13
• B – Uncollected Medicare tax on tips. Include this tax on Form 1040 Schedule 2, line 13
• C – Taxable costs of group-term life insurance over $50,000 (included in W-2 boxes 1,3 (up to Social Security wages base), and box 5); Taxable costs are information only
• D – Elective deferral under a Section 401(k) cash or arrangement plan. This includes a SIMPLE 401(k) arrangement. You may be able to claim the Saver’s Credit, Form 1040 Schedule 3, line 4. See Form 1040 Instructions for details.
• E – Code E includes elective deferrals under a Section 403(b) salary reduction agreement. You may be able to claim the Saver’s Credit, Form 1040 Schedule 3, line 4. See Form 1040 Instructions for details.
• F – Elective deferrals under a Section 408(k)(6) salary reduction SEP. You may be able to claim the Saver’s Credit, Form 1040 Schedule 3, line 4. See Form 1040 Instructions for details.
• G – Elective deferrals and employer contributions (including non-elective deferrals) to a Section 457(b) deferred compensation plan. You may be able to claim employer contributions the Saver’s Credit, Form 1040 Schedule 3, line 4. See Form 1040 Instructions for details.
• H – Elective deferrals to a Section 501(c)(18)(D) tax-exempt organization plan. You may be able to claim the Saver’s Credit, Form 1040 Schedule 3, line 4. See Form 1040 Instructions for details.
• J – Nontaxable sick pay (information only, not included in W-2 boxes 1, 3, or 5)
• K – 20% excise tax on excess golden parachute payments. Include this tax on Form 1040 Schedule 2, line 17k, enter the total amount of the tax
• L – Substantiated employee business expense reimbursements (nontaxable). You may need to file Form 2106, Employee Business Expenses. This amount is reported on that form on line 7. See Form 2106 Instructions for details.
• M – Uncollected Social Security tax or RRTA tax on taxable cost of group-term life insurance over $50,000 (former employees only). Include this tax on Form 1040 Schedule 2, line 8, identify as “UT”.
• N – Uncollected Medicare tax on taxable cost of group-term life insurance over $50,000 (former employees only). Include Medicare wage tax on Form 1040 Schedule 2, line 6.
• P – Excludable moving expense reimbursements paid directly to a member of the U.S. Armed Forces (not included in Boxes 1, 3, or 5). Use Form 3903, Moving Expenses, to figure your moving expense deduction and report on Form 1040 Schedule 1, line 14, assuming you qualify.
• Q  – Nontaxable combat pay See the instructions for Form 1040 or Form 1040-SR for details on reporting this amount.
• R – Any employer contributions to your Archer medical savings account (MSA). Report on Form 8853, Archer MSAs and Long-Term Care Insurance Contracts, line 1.
• S – Employee salary reduction contributions under a Section 408(p) SIMPLE. (Not included in Box 1). You may be able to claim the Saver’s Credit, Form 1040 Schedule 3, line 4. See Form 1040 Instructions for details.
• T – Employer Provided Adoption benefits (not included in Box 1). Complete Form 8839, Qualified Adoption Expenses, to compute any excludable amounts.
• V – Income from exercise of non-statutory stock options (included in Boxes 1, 3 (up to Social Security wage base), and 5). See Publication 525, Taxable and Nontaxable Income, for reporting requirements.
• W – Employer contributions (including amounts the employee elected to contribute using a Section 125 cafeteria plan) to your health savings account (HSA). (Not included in Box 1, 3, or 5.) Report on Form 8889, Health Savings Accounts (HSAs).
• Y – Deferrals under a Section 409A nonqualified deferred compensation plan.
• Z – Income under a nonqualified deferred compensation plan that fails to satisfy Section 409A. This amount is also included in Box 1 and is subject to an additional 20% tax plus interest. See Form 1040 instructions, Schedule 2, line 17h, Other Taxes, for more information.
• AA – Designated Roth contributions under a 401(k) plan. Roth contributions are not deductible; however, you may be able to claim the Saver’s Credit, Form 1040 Schedule 3, line 4. See Form 1040 Instructions for details.
• BB – Designated Roth contributions under a 403(b) plan. Roth contributions are not deductible; however, you may be able to claim the Saver’s Credit, Form 1040 Schedule 3, line 4. See Form 1040 Instructions for details.
• DD – Code DD includes cost of employer-sponsored health coverage. Information only.
• EE – Designated Roth contributions under a governmental 457(b) plan. This amount doesn’t apply to contributions under a tax-exempt organization Section 457(b) plan. Roth contributions are not deductible; however, you may be able to claim the Saver’s Credit, Form 1040 Schedule 3, line 4. See Form 1040 Instructions for details.
• FF – Permitted benefits under a qualified small employer health insurance reimbursement arrangement. Information only.
• GG – Income from qualified equity grants under Section 83(i). Information only. This amount is includible in gross income from qualified equity grants under section 83(i)(1)(A) for the calendar year. This amount is wages for box 1.
• HH – Aggregate deferrals under Section 83(i) elections as of the close of the calendar year. Information only.

Box 13 – Retirement plan information

Box 14 – Additional information including: Retirement percentages, pretax benefits, and chaplain’s housing

Box 15 – Employer’s state and state tax identification number.

Box 16 – Total amount of taxable wages for the state.

Box 17 – Total state tax withheld from employee’s paycheck.

Box 18 – Total employee wages subject to local, city or other state income tax.

Box 19 – Total amount of employee taxes withheld for local, city or other state income tax.

Box 20 – Description of local, city or other state tax being paid.