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Training Tidbit: Did you know W2s can be made available in the Web Link module for employees to view and print?

For school districts with the Web Link module, complete the following after generating and balancing W2s (complete as part of Step 4 – G on the Payroll End of Calendar Year Checklist) in order to set up Web Link for employees to access their W2s:

  1. In the Web Link Setup Options (accessed under the Utilities menu on the main screen in the School Accounting System), click the Payroll and Compensation tab, select the applicable year in the Available W2 Years List, and complete the W2 Consent Message to Display field; then click the Save button.  Refer to the IRS Publication15-A for information on the proper consent required from employees for electronic delivery of W2s.  (Note:  Only users defined as a supervisor or a database administrator are able to access the Web Link Setup Options.)
  2. In the User Security option, verify the Employee ID field is completed and select Full Access for View W2s under the Web Link module in the User Permissions List for the applicable users.  Typically, the Employee ID field will already be completed for users as it is utilized with other options in Web Link.  (Note:  Only users defined as a supervisor are able to access the User Security option.)

The employees can then view and print their W2 in Web Link by selecting the Employee Information menu, the Payroll and Compensation submenu, and then W2s.  When accessing the W2s option in Web Link, the employees must give consent to either only receiving the W2 electronically via Web Link or accessing their W2 electronically while still receiving a paper copy.  The W2s accessed through Web Link utilize the two W2s on page format and include one Copy B, one Copy C, and two Copy 2s, along with the instructions normally included on the back of a W2.

Tip:  When printing W2s to distribute to employees, utilize the Web Link W2 Consent field (column) in the Employee Selection List to filter the employees in order to select or exclude those who consented to only receive a W2 via Web Link (for example, filter for False on the Web Link W2 Consent field (column) when printing W2s for the employee copies to omit printing the paper copies for those employees who consented to only receive a W2 via Web Link).