Annual Enhancements

How long does it take to process the e-mails?
Below is a table of performance measurements from our quality assurance process:

This information was based on the following system requirements:

Test Configuration

General System Setup

• Server/Client
• OS Server 03
• Intel 82566 DM-2 GB Ethernet NIC

What are the security risks for exposure of payroll information transmitted over the Internet?
Security was of utmost importance during the design of the Employee E-Mail Suite. We have included dual layers of security to ensure the safety of all employee information. If a hacker were to attempt to get payroll information, the hacker would need to first obtain each employee’s information, and their email address. We suggest password protecting the PDF file during setup of the Employee E-Mail Suite. Then, if a hacker were to open an emailed statement, he/she would need to know the PDF file password.

Employee E-Mail Suite leverages the Adobe Acrobat password protection feature. If the file has strong encryption, such as Advanced Encryption Security (AES), the hacker needs to guess the correct password. NOTE: Adobe Acrobat v9 (for making PDFs) uses 256-bit AES encryption; Adobe Acrobat v8 uses 128-bit AES encryption. Employee E-Mail Suite allows the user to create a strong custom password, using upper case, lower case, numbers and symbols between 8 – 15 characters in length. These custom passwords can be imported into Microsoft Dynamics GP. Please see the latest user guide for more on how to import custom passwords.

What are the system requirements for Employee E-Mail Suite Statements? 

1. Microsoft Dynamics GP Payroll
2. Direct Deposit must be registered, setup, and active
3. .NET Framework 3.5
4. Adobe Acrobat version 8, 9, or X installed on the machine processing E-Mail Earnings Statements
5. Microsoft Outlook 2003, 2007, 2010, or SMTP Server

Will the Employee E-Mail Suite work with a Terminal Server?
Yes, E-Mail Earnings Statements will work on a Terminal Server. 

Can the earnings statement and W-2 statement be sent to multiple e-mail addresses?
Yes, the statements can be sent to multiple e-mail addresses if sent through MS Outlook.

Are any e-mails produced if a payment is voided?
No, an e-mail is not produced if a payment is voided. However, you do not have to send the e-mails until the payroll information has been corrected and verified. If an earnings statement is voided before the e-mails are sent, the employee will be removed from the e-mail list.

Can the E-Mailed Earnings Statements be resent and will it still be secure?
Yes, navigate to the E-Mail Earnings Statements window, select the appropriate payroll run and employee, and select the Process button.

Will an employee need to have Adobe Reader to open the PDF file?
Yes, the employee will need to have Adobe Reader installed on their personal computer in order to open the earning statement or W-2 statement. In the e-mail body you can notify the employee that they would need to download Adobe Reader. You can also include a link to a website where the employee can download Adobe Reader for free.

How do I prevent this error message? "When you create a PostScript file you must rely on system fonts and use document fonts.” 
To avoid this message, go to the printer properties, "Adobe PDF Settings" page to turn OFF the option "Rely on system fonts only; do not use document fonts." To turn off this option:

Unmark the "Rely on system fonts only; do not use document fonts" option:

1. Click the Start button.
2. Click Control Panel.
3. Click Printers and Faxes.
4. Right click on the Adobe Printer.
5. Select Printing Preferences.
6. Unmark "Rely on system fonts only; do not use document fonts".
7. Select Apply.
8. Close the Adobe PDF Printing Preferences window.

Can I change the default zoom option within Adobe?
Yes. To change the default zoom option within Adobe:

1. Click Edit from the menu and then select Preferences.
2. Within the Preferences window, choose the Page Display from the Categories section.
3. Under the heading labeled "Default Layout and Zoom," find Zoom. Choose the desired default zoom option from the menu (100%).
4. Click OK to close the Preferences window.

Can the E-Mailed W-2 Statements be resent and will it still be secure?
Yes, you can navigate to the drive/folder where the PDF files are stored and attach the secure PDF file to an e-mail and resend the secure earnings statement.

Can the HR user reprint the W-2 statement after filing?
Yes, W-2 statements can be reprinted after filing. Within Microsoft Dynamics GP, open the E-Mail W-2 Statements window under the HR and Payroll pane select Routines > Payroll > E-Mail W-2 Statements, filter to the employee and click Process.

Does the E-Mail W-2 Statements product complete the W-2 electronic filing?
No. The W-2 electronic filing still needs to be completed within Microsoft Dynamics GP under the HR and Payroll pane select Routines > Payroll > W-2 Electronic Filing.

Does the E-Mail W-2 Statements product print a copy for the employer to retain for their records?
Yes. E-Mail W-2 Statements product does print a copy for the employer to retain for their records.

Does the E-Mail W-2 Statements product print the W-3 Transmittal form that needs to be submitted to the government?
No. The W-3 Transmittal form that will be sent to the government still needs to be completed within Microsoft Dynamics GP. Under the HR and Payroll pane select Routines > Payroll > Print W-2s.

Sample employee communication for electronic delivery of W-2 statements
The following e-mail is an example and only uses the disclosure requirements set forth in IRS publication 15a and Treasury Regulations Sub Chapter C.Sec.31.605(j):

E-Mail Subject: IMPORTANT TAX RETURN DOCUMENTS AVAILABLE

E-Mail Body:

Fabrikam is pleased to offer W-2 statements via e-mail this year instead of the traditional paper copy! Benefits to receiving your W-2 by e-mail are:

(list all applicable benefits)

Please read the attached PDF file for instructions on how to consent to this process and for important information regarding electronic delivery of your W-2. If you are unable to read the attached PDF file, please contact...or download...(with link).

Attached PDF consent form text:
If you would like to receive your W-2 by E-Mail, you must reply to this message and place the following text in your reply: "I agree to accept my W-2 statement electronically at this e-mail address." (Or, you may specify a different e-mail address). You may decline the electronic W-2 and continue to receive paper copy of your W-2 by either not replying or by replying and stating: "I do not want to receive my W-2 electronically." Please note, you will receive a paper copy of your W-2 unless you specify differently prior to January 15, xxxx. Consent is for one year only and consent will be required again next year.

You may revoke your consent for an electronic W-2 delivery prior to January 15, xxxx by contacting the payroll department at w2consent@fabrikam.com or at 555-555-5555, ext. 555. Withdrawing consent by January 15, xxxx will be for this year only and does not apply to any W-2 documents you have already received.

Conditions under which W-2s will no longer be furnished electronically may include:

(list all reasons - for example, termination of employment)

E-mail addresses used for electronic delivery may be changed prior to January 15, xxxx by contacting the payroll department at w2consent@fabrikam.com or at 555-555-5555, ext. 555.

When you receive your W-2 electronically, it will be attached to an e-mail as a PDF file - much like the one you are currently reading. You will need PDF reading software (such as Adobe Acrobat Reader) and the hardware necessary to run the PDF reader software. Adobe Acrobat Reader is a free download available at http://get.adobe.com/reader. If you are able to read this file on your computer, then you already meet the hardware and software requirements for receiving your electronic W-2. If you find you are unable to open the file and thereby need a paper copy of your W-2, contact the payroll department immediately at w2consent@fabrikam.com or at 555-555-5555, ext. 555.

Regulations Surrounding Electronic Delivery of W-2 Statements
Employee E-Mail Suite for Microsoft Dynamics GP creates electronic W-2s according to the requirements set forth in IRS Publication 1141 Section 2 , Requirements for Substitute Forms Furnished to Employees (copies B, C, and 2).

According to IRS Publication 15a, Employers Supplemental Tax Guide, in order to E-Mail W-2 Statements: 
 

• If an employee wishes to participate, the employee must consent electronically, or be sure to receive confirmation of any consent made by a paper document.
• Employers must notify employees of all hardware and software requirements to receive the forms.
• Employers may not send a Form W-2 electronically to any employee who does not give consent or to any employee that has revoked any previous consent.
• Employers must meet the following seven disclosure requirements and provide a clear statement of each to employees:
  • The employee must be informed that he or she may receive a paper Form W-2 if he/she prefers not to consent to receiving it electronically.
  • The employee must be informed of the scope and duration of the consent.
  • The employee must be informed of any procedure for obtaining a paper copy of any Form W-2 after giving consent. The employee also needs to inform the employer if their request for a paper statement also acts as a retraction of previously given consent
  • The employee must be notified about how to withdraw consent and the effective date and manner by which the employer will confirm the withdrawn consent. The employee must also be notified that the withdrawn consent does not apply to previously issued Forms W-2.
  • The employee must be informed about any conditions under which the electronic Forms W-2 will no longer be furnished (for example, termination of employment).
  • The employee must be informed of any procedures for updating his or her contact information that enables the employer to provide electronic Forms W-2.
  • The employer must notify the employee of any changes to the employer's contact information.

Timeline for Electronic W-2 Statement Delivery
Please note that employers must furnish electronic Forms W-2 by the same due date as paper Forms W-2. For more information on furnishing Form W-2 to employees electronically, see Regulations section 31.6051-1(j).