The BUILD PDF / Email W2 Statements option generates and/or emails a graphic version (PDF) of the employee's W2 statement. The graphical W2 statements may be emailed to employees or setup for viewing through the web W2 Statement Viewer. An option is available to password protect the graphical or PDF version of the W2 Statement files. See Password on PDF Statements PDF under Users Specific Parameters Profile.
The option to email W2 statements is controlled through the Global Email Profile record per payroll ID code. This option is licensed per site. For details on purchasing this option please contact atrieveERP Support. The Global Email Profile record controls when a payroll is enabled as well as the default settings and formatting parameters.
The Email W2 Statement procedure requires the creation of a global directory and the definition of the global logical SRB$OPSW2. The individual employee W2 statement files will be generated at the location pointed to by the SRB$OPSW2 logical.
The employee's master record contains the employee's email address. The atrieveHR Master Profile contains a Client Email Domain field to be used when all or most employees have the same domain name. When an employee's email is entered without an @, the system will append the Client Email Domain to the end of the employee's email address, at the time the email address is used.
On the employee master Pay screen the W2 Statement field controls when an email is sent to the employee. The Pay screen W2 Statement field may be set with 'M'ail, 'E'mail, or 'W'eb or any combination of these codes. When the W2 Statement field is empty and the emailing of W2 option is enabled for the payroll, the email files will be generated.
Global changes and reporting of the W2 Statement field can be done through the options Employee Email Statement Field Change and Employee Email Statement Field Report. Report.
The Create W2 Email Statement process builds the individual text files SRB$OPSW2:%%%%W2_YY#####.to_PDF per employee, where %%%% is the payroll id and YY is the taxation year and ##### is the employee number. This Build PDF / Email W2 Statements process generates a graphical version of each %%%%W2_YY#####.to_PDF file found at the location pointed to by the SRB$OPSW2 logical. The graphical PDF files are named %%%%W2_YY#####.PDF and are generated at the same location. The PDF file is an Adobe Acrobat Reader standard. The employee's computer must have the Adobe Acrobat software installed in order to view the graphical W2 statements.
The original text SRB$OPSW2:%%%%W2_YY#####.to_PDF file is renamed to SRB$OPSW2:%%%%W2_YY#####.EARN_TXT to prevent the file from being reprocessed. This step is done for all .to_PDF files found for the specified W2 selection.
When the employee's W2 Statement field contains an 'E' the employees W2 statement will be sent as an attachment to the email address defined on the employee's main demographic screen, appending the Client Email Domain to the email address when applicable.
When the employee's W2 Statement field contains a 'W' the employee will receive an email notifying him that his W2 statement is now available for viewing through the W2 Statement Viewer. Should the employee not have an email address and the W2 Statement field is set to 'W', the PDF file will be generated, and no email will be sent.
This Build PDF / Email W2 Statement process can also be used to resend all or selective employees W2 statement or notifications.
NOTE: This job will run only in batch.
Processing Taxation Year
The current Taxation Year will be displayed. This feature is not available for years prior to 2007. Please ensure the current taxation year is active. You set the taxation year in the Employer Constant of the database under the Static Employer Information, per payroll.
Process All Payrolls or Current Payroll Only
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Enter 'A' to email / convert for all payrolls.
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Enter 'C' to just email / convert the files for the current payroll.
When the merged or global W2 option is used an employee will only have a file under the first payroll merged.
Enter Taxation Year
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Enter the applicable four-digit taxation year.
When SRB$OPSW2:%%%%W2_YY#####.to_PDF Files EXIST:
Process Emails, Resend Email or Test
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Enter 'P' to generate and/or email a graphic version of the employee's W2 statement. The 'P' option will process all .to_PDF W2 statements found.
Use look-up for a list of all SRB$OPSW2:%%%%W2_YY#####.to_PDF email files to be processed for the selected tax year. The option to Global Resend is not available when existing SRB$OPSW2:%%%%W2_YY#####.to_PDF files are found. look-up can be used to identify any leftover email files that were not converted/processed on the original process run. -
Enter 'T' to select up to 5 employees for a test run. On the test run the selected employee's PDF W2 statement will be created and emailed using the fake employee number of ZZZZZ. This is done to ensure the test PDF is not visible from the web Employee Self Service under the selected employee.
This is done to ensure the test PDF is not visible from the web Employee Self Service under the selected employees. The selected employees .to_PDF file will not be affected by the test run. The Test option uses the selected employee's W2 Statement settings from the employee's Pay screen and that field determines when a notice or an attached PDF file is emailed.
Test processing will always (only) email to the override email address, as defined on the Global Email Profile. -
Enter 'R' to select up to 5 employees to resend emails. The selected employees must have a %%%%W2_YY#####.PDF file already.
When 'T'EST was selected:
Select Employee Number to Test Email
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Enter up to 5 employees, one at a time, to use for a test. Select Clear to remove the selected employee list. Note, the employee's selected for a test email must have the option to email their W2 Statement active (E) on their Pay Screen in order to receive the PDF via email. Test processing will always (only) email to the override email address, as defined on the Global Email Profile.
When NO SRB$OPSW2:%%%%W2_YY#####.to_PDF Files for the Tax Year Entered EXIST, you are given the Option to Resend for Selective Employees:
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Enter 'N' when you do not want to resend an employee's email.
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Enter 'Y' to resend selective employee's emails.
Selective or Global Resend
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Enter 'S' to specify select employees to resend to.
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Enter 'G' to resend all emails/messages for the selected payroll and tax year.
To Resend an email for 'S'elective Employees:
Select Employee Number to Resend Email
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Enter one or up to 5 employee numbers to have those employee's W2 statement or notification resent. The selected employees must have a %%%%W2_YY#####.PDF file already.t
When 'S'elective Resend was chose:
Override to Default Email Address
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Enter 'N' to send the test or selective resend emails to the employee's email address.
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Enter 'Y' to send the selective resend emails to the email address defined under the Global Email Profile W2 record for the selected payroll. This option allows you to resend and have the email go to your administrative email account where you can verify the results or print the email for manual distribution.
Omit Reporting Mailed Entries
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Enter 'N' to report all converted entries.
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Enter 'Y' to omit printing entries where no email will be sent. This option excludes employees not set to receive an email. This option will not exclude error messages.
Report by Employee Number or Name
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Enter 'E' to report employees sorted by employee number.
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Enter 'N' to report employees sorted by employee name.
The report lists the following:
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Employee number and name
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Employees payroll id code
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W2 Statement codes
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Employee's email address
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Action:
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Converted: a graphical W2 statement was generated
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Convert Test: a graphical W2 statement was generated as employee ZZZZZ and sent to the override email address as shown
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Existing: the existing PDF was sent
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Email SENT: the W2 statement was emailed
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NOTIFY SENT: notification of earning statement availability was sent
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Error: an error occurred. The error will follow.
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Password used per employee, when applicable
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Total PDF files generated
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Total W2 statements emailed
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Total Notifications sent
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Total errors
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Total invalids