The CREATE W2 Email Statements option generates the individual text W2 file for each employee when Emailing / Web viewing of the graphical W2 is active. 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 TSC. The Global Email Profile record controls when a payroll is enabled as well as the default settings and formatting parameters. The actual setup for the W2s Global Email Profile is included under the documentation for the Build PDF / Email W2 Statements.
The Create W2 Email Statements and the corresponding Build PDF / Email W2 Statement process 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.
This process will generate an individual W2 file %%%%W2_YY#####.to_PDF for each employee, where %%%% is the payroll id code, YY is the taxation year and ##### is the employee number. When the W2 merge is used, the payroll id per merged employee is the payroll id from the first W2 entry created. An individual text W2 and subsequent PDF W2 is created for every employee, when this feature is active, regardless of the settings on the employee's Pay master screen field W2 Statements. The intent of create a file for every employee is to build a history of W2s as soon as the feature is active so the files for all employees would be available if the Web Viewing is later used. The Build PDF / Email W2 Statement process converts these text files into PDF files, and it is that process that verifies the employees W2 Statement field to know when to email a copy to the W2 to the employee.
This process is a separate option with the ability to select individual employees. This allows you to be able to recreate a W2 for individual employees if the one W2 had to be modified through the W2 File Changes after the initial creation of the PDF W2s.
Processing Taxation Year
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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.
Email W2S from Regular or Global W2 File
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Enter 'R' when the W2s are not merged.
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Enter 'G' when the W2s have been merged into the Global W2 file.
Sort W2's by Employee #, SSN or Name
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Enter 'E' to report the W2s processed in employee number order.
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Enter ''S' to report the W2s processed in SSN order.
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Enter 'N' to report the W2s processed in Name order.
Report All or Selected Employees
The report lists the following:
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The employee's number and name
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The employee's SSN
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Payroll id used for employee
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Employee's box 1 through 7 values, as reference
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Totals for all W2 boxes
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Total number of text email files created.