HR > Employee Resources > Electronic W2/W2c and 1095-C
Employees may receive TWO tax forms from the State of Montana for use in filing your 2016 income taxes (W-2 and 1095-C). All employees who are paid in 2016 will receive a W-2 and all employees who were offered health insurance through the State of Montana in 2016 will receive a 1095-C. Please read the information below carefully as there are TWO processes to complete.
The State of Montana is required by the Internal Revenue Service (IRS) to furnish all employees with a Form W-2 (also called the W-2 statement) AND a Form 1095-C (Employer-Provided Health Insurance Offer and Coverage) for each calendar year to be used in completing the employee's annual tax return. The Form W-2 details the employee's compensation and tax withholding amounts for the calendar year, while the 1095-C details months in which health insurance was available, associated costs, and covered dependents. These forms must be furnished (properly addressed and postmarked) by January 31 (W-2) and March 2 (1095-C).
Current State of Montana employees who have access to SABHRS HR Self-Service have the option to stop receiving the paper copies of the W-2 statement and/or 1095-C by mail, and instead consent to receive these tax statements electronically via Self-Service. IF you do not consent to receiving BOTH electronically, you will be able to retrieve one through Self-Service, but will need to wait for the other printed tax form to arrive in the mail.
Note: If you do not have access to SABHRS HR Self-Service you will continue to receive a paper W-2 statement and the 1095-C form in the mail and no action is required on your part. You must make sure your mailing address is accurate with your agency HR/payroll office.
Benefits of receiving electronic tax forms:
- Employees who do not provide consent will not be able to access an online W-2 or 1095-C statement.
- Earlier access (it will be available earlier than the paper mailed version).
- Once received electronically, significantly less possibility that the W-2 or 1095-C statement may be lost, stolen, damaged, or misplaced.
- Access is available at the same easy-to-use, secure website at which an employee can access his/her wage and personal information.
- Access can be attained from anywhere (ex. your accountant's office).
- Cost savings for the State of Montana.
The IRS has approved the use of electronic tax statements; however, employees must provide their consent to receive their W-2 and 1095-C in electronic format in lieu of paper format. This webpage contains the required IRS disclosure information and instructions for you to consent to receiving your tax statements electronically.
Please read this entire disclosure notice and follow the instructions to provide consent to receive all future W-2 and 1095-C statements in electronic format only. Providing consent also indicates consent to receive any W-2c (corrected) statements electronically rather than a paper copy. Questions regarding this notice or your W-2 or 1095-C statements should be directed to your agency HR/payroll office.
- An employee who consents to receiving his/her tax forms online will not receive a paper copy.
- If an employee does not consent, he/she will continue to receive a paper copy of the W-2 and/or 1095-C and must ensure his/her mailing address is accurate. Employees must consent to receive the 1095-C and W-2 separately.
- The deadline to provide consent to receive the 2016 electronic tax statements is January 11, 2017. Any consents received after this date are not guaranteed to be effective for 2016 tax forms.
- Employees providing consent by January 11, 2017 will be able to access the electronic version of the W-2 statement by January 31, 2017 (employees will be notified via their state email address once the electronic version is available). Employees providing consent after that date will receive a paper copy of the W-2 statement postmarked no later than January 31, 2017; however, the consent will then be applicable for all future tax years unless one of the conditions in the next bullet point is met.
- An employee's consent to receive his/her W-2 and/or 1095-C forms online will be valid for all subsequent tax years unless consent is revoked by the employee, employment is terminated, or this service is not supported in a future tax year.
- An employee who chooses to receive his/her tax statement(s) electronically may withdraw consent at any time either electronically, via email, or in writing. The employee's withdrawal of consent will be effective on the date it is received, and the State Human Resources Division will confirm in writing or by email the effective date of the consent withdrawal. If consent is withdrawn, it will only be effective for those W-2 and 1095-C statements not yet issued. Written notice to withdraw consent may be sent by email to firstname.lastname@example.org or to the following address: Central Payroll Services; PO Box 200127; Helena, MT 59620 - 0127
- Employees are required to promptly update any personal address or status changes through SABHRS HR or by contacting their agency HR/payroll office directly (access the Self-Service user guide for complete instructions on how to update personal information in SABHRS HR).
- Terminated employees will receive a paper copy of the W-2 and 1095-C statements at the current mailing address listed in SABHRS HR. Terminated employees are required to notify their agency HR/payroll office of any change in mailing address for W-2 statement purposes.
- The hardware and software requirements needed to access the W-2 and 1095-C statements electronically include an internet connection, web browser, and Adobe Acrobat Reader or similar PDF reader software.
- If an employee consents to electronic W-2 delivery and the delivery is unable to be made due to a technical problem, incorrect login or password, or incorrect email address the employee should contact their agency HR/payroll office for guidance. If there is any change in the electronic delivery process, employees will be notified immediately via email or written notice.
For step-by-step instructions on completing any of the above transactions in Self Service see: