Email Statement Field Changes

This process provides the ability to globally change all employees Earn or W2 / T4 Statement fields. This process may be used to initialize the Earn or W2 / T4 Statement field when emailing of earnings or W2s / T4s is activated. The report listing includes the employee's original Earn or W2 / T4 Statement field value, email address as well as the total number of employees changed.

Note: Inactive employees do not generate an electronic T4/T4A Statement.

This process is a payroll specific process and must be run for each payroll separately.

This process includes the option to maintain multiple sets of stored prompts.

Name the prompt sets by defining a title up to 10 characters, with a 30-character description.

On the first prompt click the Report Defaults icon to select an existing set of prompt values. You can delete prompt sets or change the description from the Report Default icon.

Process Earning Statement or T4 / W2 Statement Field

Enter 'E' to process a change to the EARN STATEMENT field.
Enter 'T' to process a change to the T4 STATEMENT field.
Enter 'W' to process a change to the W2 STATEMENT field for U.S. payrolls.

Enter Email Earn Statement Values

Enter Email W2 or T4 Statement Values

Enter 'M' to indicate a text earning statement or W2 or T4 statement should be generated. You can use the 'M' to create the text and then the PDF statement file with no email sent to the employee, thus building the PDF for Web viewing.
Enter 'E' when the PDF earning or W2 or T4 statement should be generated and emailed to the employee's email address.
Enter 'W' when the PDF earnings or W2 or T4 statement should be generated but not emailed. The employee will be notified by email when the earning or W2 or T4 statement is available under the statement Web viewer.

You may combine the Mail option with No, Email or Web notification at the same time (e.g.: M E, M W, M N). Enter both M and E to have the text and graphical earnings statement files generated. You cannot use both the Email and Web at the same time.

Use the M N option to indicate the employee is not have a PDF T4/T4A or W2 Statement generated.

Leave this prompt blank and you can clear out the employee's Earn or W2 / T4 Statement field.

Use the look-up for a list of valid options.

Override Existing Earn Statement Field Values

Enter 'Y' to override or reset the Earn or W2 / T4 Statement field value for the selected employees.
Enter 'N' to omit all employees that already have a value defined under the Earn or W2 / T4 Statement field.

Omit Reporting Unchanged Employees

Enter 'Y' to omit employees when the employee's Statement field is already equal to the value to be set.
Enter 'N' to report all employees.

Omit Employees with No Email Address

Enter 'Y' to omit updating employees that do not have an email address.
Enter 'N' to include employee even when the employee has no email address.

Select Employees by Code

Enter a 2-character code to define the field to use for employee selection. Selection by a function line element is based on the employee's master function line only.

Employee Number – EM
Salary Grid – GR
Pay Cycle Code – CY
Pay Type – PT
Pay Code - PC
Cost Center – CS
Occupation Code – OC
Employee Type – ER
Shift Code – SC

When Employee Selection is by Employee Number:

Report All or Selected Employees

When employee selection is based on any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The list of values entered will determine if an employee's master function line will be matched.

Enter Location Codes for Employee Selection

Enter a list of locations, one at a time, to be used for employee selection.

Select Active / Terminated / On Leave / On Leave with Benefits / Full Employees

The employee selection by employee status allows you to select one or more employee status's to be included.

Enter 'A' to select only active employees.
Enter 'T' to select Terminated employees.
Enter 'L' to select On Leave employees.
Enter 'B' to select On Leave with Benefits employees.
Enter 'F' to select all employees.

Sort Report by Employee Number or Name

Enter 'E' to generate the report in employee number order
Enter 'N' to generate the report in employee name order.

Report Only or Process

Enter 'R' to produce the report without updating the employee's records.
Enter 'P' to generate the report as well as update the employee's Earn or W2 / T4 Statement field.

A report lists the following:

The employee number and name
The employee's location code
The employee's current Earn or W2 / T4 Statement field value
The employee's email address
The employee's status
The total number of employees reported
The total number of employees changed