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W-2 Employee Access

Every year, employers must distribute W-2s to their employees. All employees may view their W-2s online, if the district allows it. Some employees may choose to consent to receive their W-2s electronically only, eliminating the need for the district to print and mail a paper copy.

Allow electronic access
Consent to electronic-only W-2s

Allow electronic access

Allowing employees to view W-2s requires two steps: First, grant permission to the W-2s page of the Employee Portal, then grant permission for the specific years that should be accessible. Of course, the current fiscal year’s W-2 should remain hidden until the district has confirmed that all data is correct and ready for submission.

To allow employees to access the W-2s page:

  1. Go to Financials Main > Settings > Employee Portal Permissions
  2. Edit
  3. Check W2
  4. Save

To mark a specific year’s W-2s available on the Employee Portal:

  1. Go to Financials Main > Payroll > Payroll Options
  2. Choose the fiscal year
    • e.g. In the 2021-22 fiscal year, the setting pertains to the 2021 calendar year
  3. Edit
  4. Check “W-2s Available on Employee Portal”
  5. Save

After saving, all employees with an Employee Portal account will receive an email inviting them to log in and view their W-2s.

Consent to Electronic-only W-2s

When the W-2 permission has been granted at Financials Main > Setup > Employee Portal Permissions, employees who click on the W-2 page will be prompted to accept or decline electronic-only distributions of W-2s.

W2_Consent.PNG

This preference will be stored for future use. If the employee declines electronic-only W-2 distribution, they can return to the page at any time and click Consent to Electronic Distribution of W-2s to switch their consent.

If an employee wishes to retract their consent, or if they sign a paper form issuing consent, a Financial User can modify each employee’s consent at Financials Main > Payroll > W-2 Electronic Distribution Consent. Details about when the most recent change was made and which user made the change will be saved.

If the district wishes to encourage employees to switch to electronic-only delivery, the W-2 Electronic Distribution Consent page has a Mass Request Consent option. This button will email all employees with active employee portal accounts, reminding them that they have the option to switch to electronic-only distribution.