Review winter payroll updates
Faculty and staff of Case Western Reserve University are encouraged to review updates on the 2025 W-2 process, the last day to approve time for non-exempt and student employees in 2025, and qualified overtime under the OBBBA.
Those with specific questions about any of the topics can contact the Payroll Office at payroll@case.edu or 216.368.4290.
2025 W-2s
W-2 forms for 2025 will be mailed by Jan. 31.
CWRU encourages all faculty and staff members to sign up to receive their 2025 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. View information on how to sign up for electronic W2s.
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. 5.
Students will receive their W-2 by mail. If students would like to receive their W-2 at a different address, they should update personal information in SIS with a W-2 Override Address by Dec. 31.
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
- Time approval
Dec. 17 at 5 p.m. is the last day for supervisors of non-exempt staff and student employees to approve time, both regular hours and overtime hours, in HCM for the Dec. 31, 2025 pay. Never approve future dates.
Each supervisor is responsible for maintaining and approving records of actual time worked for all staff and student employees, including recording sick and vacation time.
Timely supervisor approval assures that non-exempt staff and student employees are paid accurately and on time.
Approving time after the Payroll Cutoff 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.
See more timecard approval information.
Qualified overtime under the OBBBA
Under the One Big Beautiful Bill Act (OBBBA), which was signed into law on July 4, 2025, individuals can claim a federal income tax deduction for qualified overtime wages. This deduction applies to the "premium" portion of overtime pay. Any CWRU employee who has reportable "premium' overtime will find their 2025 qualified amount in Box 14 of their W-2, listed as code OBBBTT. There will be no additional statement or letter issued detailing the qualified overtime amount.
Please note that deduction amounts vary depending on filing status and may be subject to phase based on your modified adjusted gross income (MAGI). Please consult your tax preparer for any further information related to the qualified overtime wage deduction.
Faculty & Staff