W-2 forms for 2023 will be mailed by Jan. 31; opt for electronic-only format

Case Western Reserve University encourages all faculty and staff members to sign up to receive their 2023 W-2 in electronic format only. This request saves the university resources, allows W-2s to be created more quickly, moves to a greener environment, and reduces personal information in the U.S. mail system. Individuals only need to sign up once and they will receive all future W-2s through HCM Self-Service. Review information on how to view and sign up for electronic W-2s.

For employees who participate in the Staff Hybrid Plan, the W-2 will include a second page. Instructions on the consent process in HCM and the W-2 override address change in SIS are available on the Controller’s Office website.

Employees should ensure their home address is updated by Jan. 8. 

Students will receive their W-2 by mail. 

Individuals who leave the university before W-2s are distributed will receive a paper copy in the mail.

Employees who do not receive their W-2 by Feb. 16 should contact the Payroll Office at payroll@case.edu with the following information:

  • Employee/Student ID number
  • Date of birth
  • Address on file

Important reminder about timecard approval

Each supervisor is responsible for maintaining and approving records of actual time worked for all staff, including recording sick and vacation time.

For exempt staff, time should be approved in PeopleSoft HCM on a regular basis before the month closes.

For non-exempt staff, time should be approved in PeopleSoft HCM by the payroll cut-off date. This date is typically six business days before the pay date and can be found on the payroll calendar. Timely supervisor approval assures that non-exempt staff are paid accurately and on time.

Approving time after the payroll cut-off date can cause issues such as:

  • Delay in overtime pay processing;
  • Over payments to staff with unpaid leave; and
  • Unprocessed sick and/or vacation time, causing inaccurate leave balances.

Learn more about timecard approval information.

For specific questions about time entry, contact the payroll office at payroll@case.edu or 216.368.4290.