EPY: (YE Primary) Employee Self-Service W-2 / W-2c Consent Setup and Processing (Doc ID 1369344.1)

Last updated on APRIL 11, 2024

Applies to:

Purpose

According to the Internal Revenue Service guidelines, employers may provide employees their copies of Form W-2 by giving the forms to the employees in person, mailing the forms to the employee's home address, or by making them available electronically via a company intranet, an internet website, or as an email attachment.

PeopleSoft provides a comprehensive solution for maintaining and monitoring employee consent statuses. This document provides an overview of the process and troubleshooting steps for problems that may arise.

Canadian employees who do not have a valid consent on file are not able to access online slips. US employees who do not have a valid consent on file are still able to access online forms, but they must also be provided with hard copy.

The Payroll for North America and ePay applications provide:

• Setup pages where administrators enable or disable self-service year-end form functionality, enter text for consent emails and notifications to employees, and specify forms and other options.
• Self-service pages where employees grant and withdraw consent to receive electronic year-end forms.
• Workflow email confirmation of an employee's current consent status after each online consent status update.
• An online page and a report that administrators use to monitor employee consent status.
• A reset process that enables administrators to reset consent status for all employees, selected companies, or selected employees.
• For example, use this process to reset the consent status of terminated employees to ensure the printing of paper year-end forms.
• PDF year-end forms creation processes that generate year-end forms and slips.
• Note. Payroll for North America uses XML Publisher to create year-end forms in PDF format for printing and to display the year-end forms in self-service. You must use the correct PDF year-end form creation process in conjunction with the ePay consent functionality. The processes print the forms only for employees who have not consented to electronic forms.
• Workflow email notification that year-end forms are ready for self-service viewing.

Information in this document was gathered from Knowledge Documents 661557.1, 750899.1, 949453.1, and 1294124.1.

NOTE: In the attached documents, emplid, employee name, company, employee details, etc. represent a fictitious sample (based on DEMO data used in the PeopeleSoft Payroll for North America DEMO environment).  Any similarity to actual persons, living or dead, is purely coincidental and not intended in any manner.

Scope

This is a living document and will be updated as needed as more information becomes available.

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Details

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