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W-2 information, Healthcare Reform benefits reporting

February 5, 2013

You may have heard that reporting requirements under Healthcare Reform (the Affordable Care Act or ACA) will affect the information you will see on your W-2 this year.

While certain Healthcare Reform regulations continue to be clarified by the Federal government, the employer mandate of reporting certain employer-sponsored healthcare coverage for benefits-eligible employees is in effect and the university is required to include it on your 2012 W-2.

You may wonder what W-2 healthcare reporting means to you if you are a benefits-eligible employee electing medical coverage afforded to you through university employment. The Q&A below provides a synopsis of the Affordable Care Act W-2 reporting provisions as well as other important W-2 information.

Healthcare Reform reporting

Why is CSU required to comply with Healthcare Reform?
Healthcare Reform requires employers who offer employer-sponsored benefit programs to comply with many provisions of ACA. For example, the law mandates eligibility requirements for healthcare benefits including coverage for adult children up to age 26, removal of preexisting coverage limitations for enrollees under age 19, employer W-2 reporting requirements and many other provisions that are scheduled to phase in through the 2016 calendar year.

Why is the university required to report the cost of my healthcare benefits on IRS form W-2?
The University is required to report the aggregate cost of employer-sponsored coverage (employee premium + employer contribution) for each employee on IRS form W-2 in compliance with Healthcare Reform. The total cost of your health benefits elected for calendar year 2012 will be reflected on your W-2 issued in January 2013.

What type of benefit coverage is subject to the W-2 reporting requirement?
The employer-sponsored benefits included in the reporting requirement may vary based on the coverage offered by each employer. The applicable benefits afforded to you through university employment and incorporated in the W-2 reporting calculation include medical insurance coverage and the Employee Assistance Program (EAP-ComPsych).  You may review the value of your medical and EAP coverage, as applicable to your individual enrollment elections, in W-2 box 12 - labeled with code DD. The reported premium cost is not taxable and is for informational purposes only at this time.

Other important W-2 information

When will I receive my W-2 in the mail?
All W-2’s must be postmarked no later than Thursday, Jan. 31. They were mailed to your address on file in your employee record as of Jan. 7, 2013. 

Can I access my W-2 through the Campus Administrative Portal (CAP)?
Yes, effective Friday, Feb. 1, you may access your W-2 online through CAP.  Additional information on obtaining your W-2 is located on the HR website.

Why does my W-2 indicate "corrected" in the upper box on the form?
The Human Resources Personnel/Payroll system (Oracle) utilizes information from your personnel record, which restricts the sequence of how processes run through Oracle to create your year-end W-2. As a result, you will see in the upper left-hand box of your W-2 a control number with the word "corrected" adjacent to it. We would like to provide reassurance to you that the form you receive is your "original" W-2 document and it is to be utilized to file your tax return. Unfortunately, we are unable to remove this verbiage as it is a limitation of the software the university utilizes.

Who may I contact if I require assistance in understanding the information on my W-2?
The HR Service Center staff may be reached at (970) 491-MyHR (6947) during normal business hours; Monday through Friday from 7:45 a.m.-4:45 p.m. or you may locate additional W-2 information on the HR website.  

Contact: Human Resources
Phone: 491-MyHR