Steps to
Complete General Screen within Employee W2sNote: Below are the instructions for emailing the W2s to employees as a password-protected .PDF file attachment, with the password using the designated format. If W2s will be delivered electronically to employees, proper consent may be required from the employees; refer to IRS Publication 15-A for more information. In order to email the W2s to the employees, complete the following: 1) complete the General Options tab in the Email Manager option (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab in the Email Manager option, add an email address to use when emailing W2s; 3) complete the Default Email Address ID field in the Direct Deposit/W2/1095 Options section and the Password Format field on the Payroll tab in the Email Manager option; 4) enter up to three email addresses (for Business, Personal, and/or Other) in the Employee File for each employee who will have a W2 emailed; and 5) select the Tax Forms field for each applicable email address for the employees (a checkmark will appear in the box if the field is selected). If needed, email addresses for employees can be imported; also, the Adjust Email Addresses option can be utilized to update the usage field for Tax Forms for employees.
Tip: Be sure the fields on the General screen (tab) within the Employee W2s option have been completed prior to emailing the employee W2s.
Steps to
Complete General Screen within Employee W2s
From the Payroll screen, select the Government Reporting menu and then Employee W2s.
The W2 Search screen will appear listing all the Calendar Year Ending Dates for which there is data. Double-click the Calendar Year Ending Date for the desired calendar year for which to email the W2s.
A message may appear stating that there is a payroll calculation batch with a check date after the date the W2s were last generated; if the message appears, click Yes to continue regenerating the W2s if needed, or click No to open the W2s without regenerating.
Note: If the W2s are regenerated, any changes manually made to the W2s will be lost.
The Employee W2s screen will appear.
Note: If an employee has a negative amount on the W2 in any box except Box 14, an error message will appear in the status bar stating there are negative W2s; the negative W2s must be resolved before printing (and emailing) the W2s or creating the electronic file. To determine the employee(s) with the negative W2 amounts, click the Employee W2s tab, click the Find button, and review the Has Negatives column (employees with a negative amount in any box except Box 14 will appear with a checkmark in the field (column)). If applicable, edit the amounts as needed on the W2s for the specified employees, or make the necessary corrections in Payroll and then regenerate the W2s.
Tip: The Find Duplicate Social Security Numbers option is automatically completed when accessing previously generated W2s. If there were employees found with W2s which have the same social security numbers, the Find Duplicate Social Security Numbers screen will appear listing the duplicate employees. If applicable, edit the W2s or make the necessary corrections in Payroll and then regenerate the W2s.
Click the Print W2s tab.
Complete the fields for printing the W2s for the format that will be emailed to the employees (must be either the two W2s on a page plain paper or the four W2s on a page plain paper format), select the Print Instructions for Employee field, and select the desired employees; refer to the instructions for printing W2s, if needed.
Note: Only the selected employees that have an email address entered in the Employee File with the Tax Forms field selected will be emailed a W2 form.
Click the Save button.
Click the Email button.
The Email Options screen will appear; complete the email options as needed.
Steps
to Complete the Email Options
Click the Execute button to send the emails.
Note: If the first email is unable to be sent successfully, a prompt will appear asking to continue trying to send the remaining emails; click Yes to continue sending the remaining emails, or click No to quit sending the emails at this time (and, if desired, edit the Recipients List and then resend). If an email is rejected because an incorrect email address was entered for a recipient, the rejection notice will be sent to the address entered in the Reply To Email Address field if using the hosted mail server, or the address entered in the From Email Address field if using your organization's mail server.
A message will appear in the status bar on the Email Options screen once the emails have been sent.
Click the X in the upper right-hand corner to close the Email Options screen.
Note: If there were one or more emails (W2s) not successfully sent, the Cancel button and Retry button appear at the bottom of the Email Options screen. If desired, edit the Recipients List and then click the Retry button to try resending the emails (W2s) to those employees who did not have one sent initially; otherwise, click the Cancel button to close the Email Options screen.