Do you wish it were easier to distribute employees' W-2 statements?
E-Mail W-2 Statements from Microsoft Dynamics™ GP Payroll
E-mailed W-2s from Integrity Data enables payroll users to automatically e-mail W-2 statements to employees from Microsoft Dynamics™ GP.
Note: Microsoft Outlook, Adobe PDF Writer, and .net framework 2.0 are required.
Benefits of Receiving Form W-2 Electronically
- Provides access to W-2 statements earlier than traditional mail.
- Greatly reduces the chance that a W-2 statement will get lost, misdirected or delayed during delivery, or misplaced after the employee receives it.
- Ensures employees can receive W-2 statements even while traveling or away from their mailing address.
- Allows employees to retrieve their W-2 statements at any time of day and on weekends.
Sample Employee Communication
The following E-Mail is an example only and uses the disclosure requirements set forth in IRS publication 15a and Treasury Regulations Sub Chapter C.Sec.31.6051(j):
Email Subject: IMPORTANT TAX RETURN DOCUMENTS AVAILABLE
Email 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 benefits - link to list of benefits below)
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, 2010. 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, 2010 by contacting the payroll department at
w2consent@fabrikam.com or at 555-555-5555, ext. 555. Withdrawing consent by January 15, 2010 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 electronically delivery may be changed prior to January 15, 2010 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. If you are reading this on your own computer after having opened this attachment via your e-mail then you 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
E-Mail W-2 Statements for Microsoft Dynamics(R) GP creates Electronic W-2s according to the requirements set forth in IRS Publication 1141 Section 2, titled, 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:
- Each employee participating must consent electronically (or receive confirmation of any consent made using 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 consentor who has revoked consent previously provide.
- Employers must meet the following seven disclosure requirements and provide a clear and conspicuous statement of each of them to employees:
- The employee must be informed that he or she may receive a paper Form W-2 if consent is not given to receive 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 (and whether or not the request for a paper statement is treated as a withdrawal of his or her consent) after giving 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 the 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).
