To facilitate processing of 2007 tax information and to ensure correct and timely receipt of a 2007 Form W-2, Wage and Tax Statement, all employees must have a current mailing address on file. If you need to change your current mailing address, you have four options:
Option 1: Use PS Form 1216, Employee’s Current Mailing Address. Send Copy 1 to the following address:
HRSSC COMPENSATION AND BENEFITS
PO BOX 970400
GREENSBORO NC 27497-0400
Option 2: Call the HRSSC at 877-477-3273, option 5. Validate your identity with your employee identification number (EIN) or Postal Service PIN, then option 9 to speak to a service representative who will assist you.
Option 3: Use the personnel computer kiosks located in large processing and distribution centers and Post Offices. A tab titled Present Job Info/Change of Address appears on the main kiosk Web page.
Option 4, for employees with PC access: Use the Postal Service Intranet.
1. In the upper left corner, click on Log On.
2. Enter your ACE ID and password.
3. Ensure the welcome screen has your name on it (upper left corner).
4. Click on the My Life tab.
5. Under “My Profile,” click on Address/Phone.
6. Select the Mailing Address type from the dropdown menu, and click the Change button.
7. Make the desired changes, and click Save.
Note: Employee self-service is no longer an option to change employee’s address.
If an employee has earnings for more than one state or locality, then a separate Form W-2 will be issued for each state. The format of the 2007 Form W-2 has been modified from the 2006 version. Box 42, Pre-tax FEDVIP (Federal Employees Dental and Vision Program) has been created. All other box numbers remain the same as the 2006 form.
See pages 24 and 25 for an example of the 2007 Form W-2.
Employees may direct all inquiries concerning payroll items, such as employee business expense, equipment maintenance, rent, T-Cola, money differences between earnings statement and Form W-2 (see Reconciliation Formula on Form W-2), leave buy backs, erroneous state or local tax deductions, TSP, FSA, etc., to the Accounting Help Desk at 866-974-2733. Callers should be ready to provide the following information:
1. Employee’s name.
2. Current mailing address.
3. Social Security number (SSN).
4. Name of office where employed (or previously employed if you are not currently a Postal Service employee).
5. Year(s) involved.
6. Specific question.
Employees may also submit questions regarding Form W-2 in writing. The request must include the following information:
1. Employee’s name.
2. Current mailing address.
3. SSN.
4. Name of office where employed (or where previously employed if not a current Postal Service employee).
5. Year(s) involved.
6. Specific question.
7. Employee’s signature.
The imputed income life insurance amount shown in Box 35 of the 2007 Form W-2 is the net result of the IRS computation for taxable insurance benefits less the amount an employee pays for optional insurance in the calendar year.
The IRS requires that the Postal Service report as income the cost of Group Term Life Insurance in excess of $50,000, which is paid by the employer. The formula is based on an employee’s age, salary, and life insurance coverage.
The following facts will clarify some of the common tax questions regarding the Thrift Savings Plan (TSP):
1. Box 12a or 12b, See instructions for box 12, may contain employee TSP contributions including TSP catch up.
2. TSP contributions are reported in Box 12a or 12b with a code “D”. Letter code “D” is explained on the reverse side of Form W-2 under “Notice to Employee.”
3. Box 1, Wages, tips, other compensation, has been reduced by the amount of the employee’s TSP contributions shown in Box 12a or 12b.
4. Box 16, State wages, tips, etc., has been reduced by the amount of employee TSP contributions in Box 12a or 12b for all states, except New Jersey, Pennsylvania, and Puerto Rico.
5. New York City, NY; Kansas City, MO; Detroit, MI; St. Louis, MO; and Madison County, KY, are the only localities that allow income deferral for TSP. Box 18, Local wages, tips, etc., will be reduced by the amount of employee TSP contributions only if New York City, NY; Kansas City, MO; Detroit, MI; St. Louis, MO; or Madison County, KY, is indicated in Box 20, Locality name.
Equipment maintenance allowance (EMA), carrier drive-out, vehicle hire, supervisor vehicle usage, and special delivery are all considered employee expenses. Box 32, Employee business expense (EBE), will contain the non-taxable (not the total) EBE amount, while Box 33, Taxable employee business expense, will contain the taxable EBE amount. The taxable amount shown in Box 33 will also be included in Box 1, Wages, tips, other compensation.
The amount contributed to an employee’s flexible spending account (FSA) for health care is included in Box 40, FSA health care, and the amount contributed to dependent care will be included in Box 10, FSA dependent care benefits. Both amounts have been deducted from Box 1.
The amount that an employee contributed for health benefit premiums is considered pre-tax unless the employee declined the pre-tax benefit. The health benefit pre-tax amount is shown in Box 37, Pre-tax health benefits, and has been deducted from Box 1.
The amount contributed for the commuter program (Box 41) is considered pre-tax for 2007 up to the IRS $110 monthly limit for public transportation or the IRS $220 monthly limit for parking and has been deducted from Box 1.
Effective January 1, 2008, the parking pre-tax spending limit will increase from $215 to $220, and the public transportation limit will increase from $110 to $115. This increase can affect the deductions for November 2007, which are for the January 2008 benefit month. Any commuting expenses that are elected above the IRS limits will be considered post-tax.
The amount in Box 16, State wages, tips, etc., will equal Box 1 with the following exceptions:
1. Mississippi does not allow income deferral for pre-tax commuter program public transportation and parking.
2. New Jersey and Puerto Rico do not allow income deferral. Therefore, the employee TSP, FSA, and health benefits pre-tax contributions are not deducted from their state gross.
3. Pennsylvania is the only state that does not require the imputed income life insurance to be added into the state gross. Also, Pennsylvania does not allow income deferral for TSP, FSA dependent care, and commuter program pre-tax contributions.
Form W-2s are issued to former employees who receive payments from the Postal Service under the Annuity Protection Program (APP). Any questions regarding these Form W-2s should be directed to:
Payroll Benefits Branch
Eagan Accounting Service Center
2825 Lone Oak Pkwy
Eagan MN 55121-9621
Relocation wages are reported in Box 39, Relocation gross, on the Form W-2.
Relocation gross is reduced by the excludable reportable amount reported in Box 12a or 12b before it is added to Box 1.
Excludable reportable wages are reported in Box 12a or 12b with a code “P”. Letter code “P” is explained on the reverse side of Form W-2.
Employees may use PostalEASE “W-2 Reprint” for information viewing and/or printing. You may request any of the prior 15 years including current year to be reprinted on an official document and mailed.
The Form W-2 reprint process is performed weekly and will be available for use at the end of January 2008. During the months of March and April, the Form W-2 reprint process is scheduled to execute daily. During pay periods 01 to 03 (approximately mid-December through end of January), the Form W-2 request for mailing process will not be available. However, viewing of current information is available online.
To obtain duplicate forms, employees may also call the Accounting Help Desk (866-974-2733). All requests must include:
1. Employee’s name.
2. Current mailing address.
3. SSN.
4. Name of office where employed (or where previously employed if not a current Postal Service employee).
5. Year(s) requested.
If you are unsuccessful requesting duplicate Form W-2s from the Accounting Help Desk or Employee Self Service, send your request in writing to the following address:
Financial Reporting Section W-2s
Eagan Accounting Service Center
2825 Lone Oak Pkwy
Eagan MN 55121-9617
Requests must include the employee’s signature.
Form W-2c is used by the Postal Service to correct errors previously filed on a Form W-2. The Form W-2c will only report the corrections and should be used in conjunction with the original Form W-2 issued when filing taxes and/or other related information.
All requests for a corrected Form W-2c must be submitted in writing. The requests must include the following:
1. Employee’s name.
2. Current mailing address.
3. SSN.
4. Name of office where employed (or where previously employed if not a current Postal Service employee).
5. Year(s) requested.
6. Reason for request.
7. Employee’s signature.
All requests duplicate copies of Form W-2c must be submitted in writing. The requests must include the following:
1. Employee’s name.
2. Current mailing address.
3. SSN.
4. Name of office where employed (or where previously employed if not a current Postal Service employee).
5. Year(s) request.
6. Employee’s signature.
Submit your questions or requests for duplicate copies of Form W-2c (1992 to the present) in writing to the following address:
Financial Reporting Section W-2c
Eagan Accounting Service Center
2825 Lone Oak Pkwy
Eagan MN 55121-9617
Depending on your specific circumstances, up to three different IRS Form 1099s may be issued to you:
1. IRS Form 1099MISC, Statement for Recipients of Miscellaneous Income.
2. IRS Form 1099R, Distributions from Pensions, Annuities, Retirement, or Profit Sharing Plans, IRAs, Insurance Contracts, etc.
3. IRS Form 1099INT, Interest Income.
All three accounting service centers (ASCs) mail out IRS Form 1099. Please determine the nature of the payments and contact the appropriate ASC.
This year, both the Office of Personnel Management (OPM) and the Eagan Accounting Service Center are sending out Form 1099Rs. The Eagan ASC will mail annuity protection checks, and OPM will mail monthly annuity checks. The originating agency will be listed on Form 1099R. Try to determine which agency made the payments before you inquire about your form.
The use of this form is to report interest payments that were the result of employment-related back-pay awards. Submit your questions or requests for duplicate copies of Form 1099INT in writing to the following address:
Financial Processing Section
Eagan Accounting Service Center
2825 Lone Oak Pkwy
Eagan MN 55121-9616
Provide your name, SSN, and, if known, the date of the payment.
— Payroll,
Finance, 1-3-08
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