Download A Copy From Cal Employee Connect Under The W-2 Tab
Alexina Jurs
If you received a Form W-2 form from Malia M. Cohen, California State Controller, you either received wages and/or had withholding or other information reported while employed with the State of California. The State Controller, as the chief fiscal officer of California, is responsible for mailing or electronically delivering of all Form W-2s to civil service and California State University employees paid by the state's Uniform State Payroll System. Employers are required by the Internal Revenue Service (IRS) to report employees' wage and salary information on Form W-2. The amount of federal, state and other income taxes withheld from the employee's paycheck during the calendar year is reported on the Form W-2.
If you encounter an issue with your data or identify a problem with the functioning of the application, please contact conne...@sco.ca.gov. If you wish to provide feedback about what you like or think can be improved, please write to connect...@sco.ca.gov. You will find links to this feedback address under the Help & Feedback tab within the CEC portal.
Exciting News!! CSU, Chico (state) employees now have additional flexibility to utilize Cal Employee Connect (CEC)(opens in new window). You no longer must be on the campus network to register or access CEC. Now you can register using a personal email account and you can access from any device including your home computer. CEC is a secure, fast, free and convenient way to access 3 years of your W-2s and Earnings Statements. In addition, former employees, if they received pay in the last 3 years, can also register and utilize CEC.
IRS Form W-2 Wage and Tax Statements for university employees are not produced or distributed on campus. They are mailed directly to you from the State Controller's Office (SCO) in Sacramento. The Payroll office does not keep copies of W-2s and does not have access to obtain copies of W-2s.
Electronic copies of W-2s are available in HIP for calendar year 2018 onward. To obtain a copy of an older W-2, employees must request a copy from their payroll/fiscal office. Payment may be required to re-produce an older W-2 for you.
Active employees can access their 2022 W-2 through Employee Self-Service beginning Jan. 27. For employees who have left CSU, W-2s will be mailed on Jan. 28 to the address on file. It is university policy to allow the first 10 business days of February to elapse before issuing a new copy. This allows ample time for mail processing and accommodates for USPS delays. We are unable to make any exceptions.
Note: An employee must consent (either electronically or by paper) to receive Form W-2 electronically. Refer to the specific instructions from the IRS (Publication 15-A). Best practice when emailing forms with confidential information to employees is to send via secure email and double-check that the proper Form W-2 is attached.
Nothing! Employers are not required to furnish paper W-2s for these employees, unless they request one. Per IRS requirements, any employee who has not consented to receiving their W-2 electronically only must be provided a paper copy.
OHR does not have access to your employment records from a private or non-government employer. To get a copy of your non-government employment/pay history, we recommend you visit your local Social Security Administration office or visit You can request your Social Security Earnings Information and it will contain the names and addresses of your former employers along with your pay information for the years you specify in your request.
The Department of Labor, like other federal agencies, only stores your employment records from federal employment and it only maintains that information while you are employed with the Department of Labor. Once you transfer to another agency, leave federal service or retire, your electronic Official Personnel Folder (OPF) is then either transferred to your new employing agency and must be requested from them, or it is transferred to the National Archives for storage. Through the archives, you can also request a copy of your Official Military Personnel Files (OMPF), as well as any historical and deceased personnel files.
Current DOL employees can access their Official Personnel Folder (OPF) via the eOPF system on LaborNet. Other federal employees should have access to the eOPF system from their current employer. Corrections to your records should be discussed with your servicing personnel office. It is highly recommended that employees download a copy of their records regularly for their use.
"Public information" or "open records" refers to information that is written, produced, collected, assembled, or maintained by the government and its employees. This information must be of and in direct connection with official business.
The regulations under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), which protect the privacy and security of individuals' identifiable health information and establish an array of individual rights with respect to health information, have always recognized the importance of providing individuals with the ability to access and obtain a copy of their health information. With limited exceptions, the HIPAA Privacy Rule (the Privacy Rule) provides individuals with a legal, enforceable right to see and receive copies upon request of the information in their medical and other health records maintained by their health care providers and health plans.
However, the underlying PHI from the individual's medical or payment records or other records used to generate the above types of excluded records or information remains part of the designated record set and subject to access by the individual.
An individual's personal representative (generally, a person with authority under State law to make health care decisions for the individual) also has the right to access PHI about the individual in a designated record set (as well as to direct the covered entity to transmit a copy of the PHI to a designated person or entity of the individual's choice), upon request, consistent with the scope of such representation and the requirements discussed below. See 45 CFR 164.502(g) and for more information about the rights that can be exercised by personal representatives.
Yes. When an individual requests access to her PHI and the covered entity intends to charge the individual the limited fee permitted by the HIPAA Privacy Rule for providing the individual with a copy of her PHI, the covered entity must inform the individual in advance of the approximate fee that may be charged for the copy. An individual has a right to receive a copy of her PHI in the form and format and manner requested, if readily producible in that way, or as otherwise agreed to by the individual. Since the fee a covered entity is permitted to charge will vary based on the form and format and manner of access requested or agreed to by the individual, covered entities must, at the time such details are being negotiated or arranged, inform the individual of any associated fees that may impact the form and format and manner in which the individual requests or agrees to receive a copy of her PHI. The failure to provide advance notice is an unreasonable measure that may serve as a barrier to the right of access. Thus, this requirement is necessary for the right of access to operate consistent with the HIPAA Privacy Rule. Further, covered entities should post on their web sites or otherwise make available to individuals an approximate fee schedule for regular types of access requests. In addition, if an individual requests, covered entities should provide the individual with a breakdown of the charges for labor, supplies, and postage, if applicable, that make up the total fee charged. We note that this information would likely be requested in any action taken by OCR in enforcing the individual right of access, so entities will benefit from having this information readily available.
No. For any request from an individual, a covered entity (or business associate operating on its behalf) may calculate the allowable fees for providing individuals with copies of their PHI: (1) by calculating actual allowable costs to fulfill each request; or (2) by using a schedule of costs based on average allowable labor costs to fulfill standard requests. Alternatively, in the case of requests for an electronic copy of PHI maintained electronically, covered entities may: (3) charge a flat fee not to exceed $6.50 (inclusive of all labor, supplies, and postage). Charging a flat fee not to exceed $6.50 per request is therefore an option available to entities that do not want to go through the process of calculating actual or average allowable costs for requests for electronic copies of PHI maintained electronically.
No, except in cases where the State authorized costs are the same types of costs permitted under 45 CFR 164.524(c)(4) of the HIPAA Privacy Rule, and are reasonable. The bottom line is that the costs authorized by the State must be those that are permitted by the HIPAA Privacy Rule and must be reasonable. The HIPAA Privacy Rule at 45 CFR 164.524(c)(4) permits a covered entity to charge a reasonable, cost-based fee that covers only certain limited labor, supply, and postage costs that may apply in providing an individual with a copy of PHI in the form and format requested or agreed to by the individual. Thus, labor (e.g., for search and retrieval) or other costs not permitted by the Privacy Rule may not be charged to individuals even if authorized by State law. Further, a covered entity's fee for providing an individual with a copy of her PHI must be reasonable in addition to cost-based, and there may be circumstances where a State authorized fee is not reasonable, even if the State authorized fee covers only permitted labor, supply, and postage costs. For example, a State-authorized fee may be higher than the covered entity's cost to provide the copy of PHI. In addition, many States with authorized fee structures have not updated their laws to account for efficiencies that exist when generating copies of information maintained electronically. Therefore, these State authorized fees for copies of PHI maintained electronically may not be reasonable for purposes of 45 CFR 164.524(c)(4).
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