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 Obtain Permission for 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.
Invite Employees to the Portal – If not done already, send a registration invite. See “Employee Portal Registration Access” for details.
Inform Employees – Notify them about the electronic W-2 option. Use our customizable Communication Template: “Communicating the Electronic W-2 Feature to Your Employees‘.
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 after you create W-2s under Reports > Payroll Year-End Forms > W-2 Forms in the Employee W-2 Activity section.
Employees receive a confirmation email from [email protected] when they consent or revoke electronic W-2 delivery.
Employers also receive an email notification when an employee updates their consent and it is displayed on the W-2 forms page in the software.
Example of Employee Electronic W-2 Consent Status on the W-2 Forms Page
Updating Employee Digital W-2 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.