Electronic W-2 Consent from Employees

Background

IRS Publication 1141 allows employers to provide employees with an electronic copy of their Form W-2, as long as the employee has a way to receive the W-2 electronically, and has consented to receiving an electronic W-2 instead of a paper copy.

With Patriot Software, you can deliver employee W-2s using more than one method, paper or electronic W-2s.

Steps to Enable Electronic W-2s

To provide an electronic W-2 instead of a paper copy, employees must log in to their employee portal and give consent for electronic delivery.

1. Invite Employees to the Portal – If not done already, send a registration invite. See “Employee Portal Registration Access” for details.
2. Inform Employees – Notify them about the electronic W-2 option. Use our customizable Communication Template: “Communicating the Electronic W-2 Feature to Your Employees‘.
3. Employee Consent – Once registered, employees log in, go to the W-2 Forms page, and provide consent.

Here’s what employees will see in their portal.e their W-2 electronically.

• By default, “I want to receive a paper Form W-2” is selected.
  • Employees must select “I consent to receive my Form W-2 electronically each year in my employee portal. I understand I will not receive a paper Form W-2” and click Submit to save their choice.
• The most recent consent status is available under Reports > Payroll Year-End Forms > W-2 Forms in the Employee W-2 Activity section.
• Employees receive a confirmation email from Do-Not-Reply@patriotsoftware.com when they consent or revoke electronic W-2 delivery.
• Employers also receive an email notification when an employee updates their consent.

Updating Employee Consent

The IRS requires an alternative method for employees to consent or revoke electronic W-2 delivery. If an employee submits a written request outside their portal, you can update their consent in Patriot Software, provided they have a portal login.

To update consent go to:
Payroll > Employees > Employee List > Select Employee Name > Pay Info tab > Edit > W-2 Information > Electronic W-2 Consent

When you make this electronic W-2 consent update on their behalf, their consent will show in the Employee Activity section at the bottom of  Reports > Payroll Year-End Forms > W-2 Forms.

Also see:
How to Download and Print W-2 Forms
Posting Electronic W-2s in Patriot’s Employee Portal

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