Electronic W2 Print Facility#

As of the 5.04.00 release of software, all employees are able to receive their W2 forms through Self Service. If an organization wants to allow only those employees who have given consent to have access to electronic W2 forms, then the SS_REW2 Preference needs to be setup with a value of 'No'.

Employees can consent, or withdraw their consent, to print their W2 form through Self Service. If an employee chooses to receive electronic W2 forms, then they must enter their consent in the My W2 Consent form WEPW2. If an employee has chosen to receive electronic W2 forms, using either the consent WEPW2 form or IEPW2, a paper copy is NOT printed during the RPW2 W2 printing process.

Employees must run the W2 form REW2, and select the Reporting Year they want to print. The output of the W2 Print form REW2 will be in a pdf format.

The BEW2 which allows employees to print their W2’s faster/easier. This function/solution is more performant than the existing REW2, as it does not utilize the Windward report server.

The BEW2 will produce current year W2’s only – if you’d like your employees to be allowed to print prior years, REW2 can be utilized – i.e. label the menu “W2 History”. The BEW2 output of the W2 form will be in a pdf format.

This function can be added to the employee pay menu – or take advantage of the “Quick Links” to make this even easier.

Organizations can also manage the consent for employees to receive electronic W2 forms using the Maintain Employee W2 Consent form (IEPW2).

Organizations can control the years that W2 forms are available for employees to print, by defining the EE_W2_GVT_RUN Preference on the IMST form.

Setup/Implementation - Electronic Consent#

The SS_REW2 preference is maintained on the Maintain Client Site Information (IMST) form.

When set to YES, all employees can view their REW2 in Self Service.
When set to NO, only employees with consent in IEPW2/WEPW2 will be able to view their REW2 in Self Service.

The default for the SS_REW2 Preference is YES.

NOTES:

• This preference MUST be defined before running the RPYEU and RPW2xxx functions. The REW2 will only be available to employees after the RPW2xxx function(s) are run.
• Employees who provided their consent before RPYEU was run, a paper copy is NOT printed during the W2 printing process.

For RPW2W4C and RPW2W4TB, there is no need to define the EE_W2_GVT_RUN preference in IMST.

The GVT Run numbers must be entered with comma separators and no spaces, such as 1234,3333,4567.

Set Up/Implementation - BEW2 #

For organizations that wish to use the BEW2 process, the implementation steps below must be followed:

1. The new BEW2 function has been created from seed data supplied in the Year End Release.
2. Add the BEW2 function to the appropriate menu and provide execution rights to the respective role and/or user.
3. Update the Dashboard.war (Logi) with the following:

• Copy the file W2-YYYY.pdf’ to:
  • /home/Oracle/Oracle/Middleware/Oracle_Home/user_projects/domains/’domain name’/servers/SelfService/stage/Dash/Dash.war/_SupportFiles
    
    
• Copy the file ‘W2Print.lgx’ to:
  • /home/Oracle/Oracle/Middleware/Oracle_Home/user_projects/domains/’domain name’/servers/SelfService/stage/Dash/Dash.war/_Definitions/_Templates

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Notes #

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