Overview
Having PDF copies of Employee W2 forms available in eHub gives companies a way for employees access a copy of the forms themselves.
Key Functionality
To make PDF copies of W2s available for Supervisors and for Employees in eHub, first select the Store PDF Copy of Each Employee W2 check box in the PAY: Defaults screen (Paycheck Properties tab) in WinTeam.
Selecting this check box enables a PDF button in the Employee W2 Report screen (in the Payroll menu) if W2 Laser Forms is the selected Output Type. Select Both for Electronic Opt-In Status; this way a PDF is created and stored for all employees regardless of whether they have opted to receive the W2 electronically as indicated in the Employee Master File (Tax Info tab - see below). Click the PDF button to create the W2 PDFs.
Note: Selecting the Receive W2 Electronically check box does NOT automatically make the PDF copy of the W2 available in eHub. It only means that the Employee has elected to receive the W2 via e-mail rather than regular mail. Even if an employee has elected to have the W2 mailed, PDF copies can still be created.
The PDF copy is available for review in WinTeam by selecting W2 Summary (PDF tab) under Paycheck Info in the menu bar at the top of the Employee Master File. The W2 Instructions are also available to view. Click the PDF icon to display the PDF copy of the Employee W2. Click the book icon to display the W2 Instructions.
W2s in eHub
To give Supervisors access to their employees' PDF W2s or to give employees themselves access to their own W2s, simply add the PAY Tax Forms screen to the employee or supervisor security group (and select the Allow Employee Lookup feature for supervisors) in the eHub tab of the SYS: Security Groups screen. Even if the Employee did not elect to receive the W2 electronically, the PDF copy for that employee could still be made available to the supervisor or the employee via eHub for record-keeping purposes.
For more information, see Creating PDFs of Employee W2s, Employee W2/T4 Report and Employee W2 Summary in the WinTeam help files and W2 History or T4 History in eHub.
Note: Follow the same process as above for T4s.