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title: Consent to Receive Your W-2 Electronically | HR for Health
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# Consent to Receive Your W-2 Electronically

*Last updated on October 16, 2025*

Each year, the IRS requires the Practice to give every employee a W-2 Form showing their pay and the taxes withheld for the prior calendar year. W-2s must be provided by January 31st. The IRS allows employers to deliver W-2s electronically, so you may have the option to get yours online instead of on paper.

This consent applies only if the Practice provides W-2s electronically through their HR for Health account. If the Practice does not offer electronic W-2s, your consent will be kept on file and will apply if the Practice begins offering them in the future. Until then, you’ll receive your W-2 the way the Practice normally provides it.

### Why go electronic?

- You'll get your W-2 sooner.
- There’s much less risk of it getting lost or stolen in the mail.
- You can pull it up quickly whenever you need it
- You can import your pay and withholding details directly into many tax preparation programs

### What this notice covers

To offer electronic W-2s, the Practice must follow specific IRS rules, and you must agree to electronic delivery before the Practice can stop sending a paper copy. This notice includes the disclosures the IRS requires and explains how to give your consent. If you have questions about this notice or your W-2, please contact the Practice.

Your consent covers all future W-2s the Practice provides to you electronically, until you withdraw it or your employment with the Practice ends. If you don’t consent, you’ll receive a paper W-2.

### What you’ll need

To access your electronic W-2, you’ll need a device with internet access, a current web browser, the ability to view and print PDF files, and a valid e-mail address on file with the Practice.

### How to give consent

The IRS requires that you give consent electronically, in a way that shows you’re able to access your W-2 in the format it will be delivered in. You give consent by checking the box agreeing to receive your W-2 electronically in your online account, the same account where your W-2 will be posted.

If you can’t consent this way, please contact the Practice. You may instead consent by e-mail or on paper, as long as you then confirm electronically in a way that shows you can access the electronic W-2.

### Changing your mind

You can withdraw your consent at any time. Your withdrawal takes effect on the day the Practice receives it, and the Practice will confirm the effective date in writing or by e-mail. Withdrawing applies only to W-2s that haven’t been issued yet.

To withdraw, send an e-mail or written notice to the Practice. A written request for a paper W-2 will also be treated as a withdrawal of your consent.

### If something goes wrong

If you’ve agreed to electronic delivery but your W-2 can’t be delivered because of a technical issue, a login or password problem, or an incorrect e-mail address, you’ll receive a paper copy instead. If anything changes about how electronic W-2s are delivered, you’ll be notified by e-mail or written notice. Please keep the Practice up to date on any change to your address, e-mail address, or employment status.

### How long your W-2 will be available

Your electronic W-2 will remain available in your online account through at least October 15th of the year after the tax year it covers, as required by the IRS.

When your W-2 is ready, you’ll receive an e-mail by January 31st letting you know it’s available.