W-2 Electronic Consent

The Madison Metropolitan School District Payroll Department is pleased to announce that employees may elect to receive their W‐2 statements online through  Employee Access for current employees, Employee Access for TERP and Community Access for separated employees. This allows you to print and send the electronic form with your tax return.  Employees must elect this option by January 9, 2026 to be in effect for the 2025 W-2 and future W-2s.

MMSD is required by the IRS to furnish all employees with a Form W‐2 for each calendar year. The Form W‐2 details the employee’s compensation, tax withholdings and required disclosures for the year. An employee who consents to receiving the Form W-2 electronically will not receive a paper copy. If an employee does not consent, Payroll will mail a paper W-2 no later than January 31, 2026 via the US Postal Service to the current address on record.  To change a mailing address visit Employee Access or Community Access.

Payroll will mail Form W-2, using the US Postal Service, to the current address on record of those employees who have separated from MMSD and have not selected Employee Access as a delivery method.  Community Access is available to separated employees for up to 3 years.

Please read all of the following information and provide your consent to receive Form W-2 in electronic format by visiting the Employee Access site to select delivery through Employee Access. You will NOT receive an electronic W-2 and 1095 unless you complete this step!

For additional information or questions, contact us at: payroll@madison.k12.wi.us

 

Benefits of Receiving Form W-2 Electronically

• Online delivery provides access to the W‐2 statement earlier than the traditional paper process.
• Online delivery eliminates the chance that the W‐2 statement will get lost, misdirected or delayed during delivery or misplaced after the employee receives it.
• Employees can retrieve their W‐2 statements at any time of day and on weekends.
• Employees can print multiple copies at their convenience.
• Employees are contributing to cost savings (forms, printing and postage expense).
• W‐2 statements will remain on Employee Access for multiple years.

Federal regulations require that employees give their consent to receive the W-2 in an electronic format. Once consent is given it carries forward each year and does not need to be repeated. An employee can withdraw their consent to online delivery by emailing Payroll. If consent is withdrawn, it will be effective only for those Form W-2s not yet issued.

 

How to Give Consent to Receive Your Electronic W-2

The process for giving consent to receive the electronic W-2 version is quick and easy. Just follow these steps:

Employees must elect this option by January 9, 2026

• Directions to set up Employee Access, Employee Access for TERP and Community Access can be found here.  
• The Employee Access Guidebook is located here.
• Separated employees are unable to choose the delivery method in Community Access.  Their W-2 will be US mailed, but they can access their W-2 on Community Access anytime around January 31, 2026.
• Login to Classlink and select Employee Access.
  • After you have logged in to Employee Access, on the left side of the screen there is a menu with My Pay as an option. 
  • Select Pay and Tax Information.  
  • The Tax Delivery Options are in the lower right area.  Select the pencil to edit.
  • When you select the pencil, it will take you to the pop-up window that allows you to select Employee Access only as your delivery method for your W-2 and 1095. 

 
Remember this stays in effect until you email Payroll and request otherwise.

 

How to View and Print Your Electronic W-2

When the prior year W-2s are available a notice will be in the MMSD Connect. The process to view and print the electronic W-2 version is simple. Just follow these steps:

• If you previously selected to receive these by district email/Gmail, simply wait for the email delivery and then use the last four digits of your social security number as the password. Print as needed
  • The email subject line will be titled "HIGH IMPORTANCE - IMPORTANT TAX RETURN DOCUMENT AVAILABLE" and have a warning on it. This is not a virus.
• If you selected delivery by Employee Access Only, open the site.
  • After Employee Access is opened, on the left side of the menu click on My Pay
  • In the Year: drop down field select the year you are looking for. Most recent year defaults.
  • A PDF of the W-2 will appear. Print, email, or save as needed.

IMPORTANT REMINDER: These documents contain your social security number, which you will want to protect to help prevent identity theft. Employees are advised to not leave their computer screen unattended when viewing W-2 forms. Also, be sure to retrieve the printed copy promptly if routed to a network printer shared by others.