Purpose:

The purpose of this bulletin is to inform agencies of the new chargeback process for direct-mailed 2023 form W-2’s.

Background:

In order to repay OSC for the direct mailing costs for 2023 form W-2 for employees, an agency chargeback journal must be entered to credit the OSC revenue chartfield string.  

OSC Actions:

Mailing Process

OSC will mail out employee’s 2023 W-2s Wage and Tax Statements postmarked no later than January 31, 2024. Undeliverable W-2s that cannot be delivered to the addressee will be returned to the agency.

OSC will mail W-2s to the employee’s “home address” that is populated in PayServ. If the employee has both a “mail” and “home” address in PayServ, the W-2 will be mailed to the “mail” address.

Cost Calculation

Agency Chargeback Reports (TAX960CB) for Direct Mailed W-2s will be available in Control-D for review. This report provides agencies with the postage costs for the mailing of their employees' 2023 Form W-2 Wage and Tax Statements.

Agencies incur mailing costs based on the accuracy of their employee addresses in PayServ. Our software enables us to pre-determine and charge agencies for the actual mailing costs. 

Agency Actions:

Agency Chargeback Reports (TAX960CB) for Direct Mailed W-2s will be available on January 12, 2024, in Control-D for agency review. To reimburse OSC for the related form W-2 postage charges, please enter a journal voucher in the General Ledger from your account to the following OSC Postage revenue account string:

BU: OSC01

Fund: 10050

Program: 12768

Department: 3050222

Budget Ref:  23-24

Account: 58009

Product: 315555

Payment must be received by February 22, 2024.

When complete, please notify OSC by e-mail and provide the BU, Journal ID, and date processed to [email protected].

Questions:

Questions about the journal process can be directed to the SFS Help Desk at (518) 457-7737.