End-of-year checklist: Your W-2, 1095-C, personal info, and more

As employees prepare for the year ahead—and the tax season that will soon be here—HR is sharing reminders about the electronic W-2 process, a new electronic delivery option for Form 1095-C, ways to keep personal information up to date, and access to the HIPAA Notice of Privacy Practices.

1. Sign up for an electronic W-2 in the Employee Self-Service system

If you opt in for an electronic W-2, your 2025 statement will be available in the Employee Self-Service System mid-January.

• If you requested an electronic W-2 in ESS in 2017 or later, no additional action is needed—you will continue to receive your form electronically.
• If you have not consented to electronic delivery since 2016, you can select your W-2 delivery preferences before Dec. 31, 2025.
• If you prefer to receive your W-2 by mail, confirm your mailing address in ESS. On the overview page, click the Personal Information link followed by Permanent Address and update if necessary.
• If you leave Johns Hopkins before W-2s are issued in January, you will receive a paper copy even if you requested an electronic one. Be sure to verify your permanent mailing address before departure.

2. Opt in for electronic delivery of Form 1095-C

• Every January, the university sends a Form 1095-C to all full- and part-time benefits-eligible faculty and staff who were offered health insurance coverage by JHU.
• You can now elect to have Form 1095-C delivered electronically in 2026 and future years by opting in on the Ernst & Young ACA Forms webpage.
• Receiving the form electronically is voluntary; you will be able to download it when it becomes available, and you must provide consent. You can receive the form electronically only, as a paper mailed copy, or both electronically and on paper.
• This action can be taken at any time during the year, but to receive the form electronically in 2026, you must complete all steps in the instructions by Dec. 15. If you opt in after that date, you will receive it both electronically and in the mail.
• If you consent, you will receive Form 1095-C electronically each year unless you withdraw your consent, which you can do any time on the Ernst & Young ACA Forms webpage.
• Detailed instructions can be found here and FAQ here.

3. Maintain personal information in ESS

• It's important to make sure that your permanent address is kept up to date in ESS.
• Those who work in a hybrid, modified hybrid, or remote role are asked to ensure that their remote work address is accurately reflected in ESS.
• Learn more.

4. Access the HIPAA Notice of Privacy Practices

• Health plans providing and/or paying for health care benefits that are subject to the Health Insurance Portability and Accountability Act, including Johns Hopkins University, are required to provide to health plan members a Notice of Privacy Practices, or NPP, that describes how participants' health information obtained in providing the benefits will be used and disclosed. Note that no action is required on your part.
• Health plans are required to inform members periodically about the availability of the Notice of Privacy Practices and how to obtain a copy if they wish to review it. If you would like to receive a paper copy, contact Benefits at benefits@jhu.edu or 410-516-2000.