Setting Online Access for Form W-2

Set up employer online access to Form W-2, Form W-2c, and Form 1099 using the Form W-2/1099 Initialization Audit & Control panel under Employer Details.

To configure online tax form access:

1. Click Back Office.
2. From Employer|Change, select Employer Details and expand the Form W-2/1099 Initialization Audit & Control panel.
3. Fill out these fields as required:

Field

Description

Year

Enter a tax year. The grid displays the Last Init Date, Last Init Time, and Last Init By fields.

Use the Create Employee W-2 Forms (found under Work Centers > W-2 Processing) to perform these initializations.

Allow Web Access

Provide web access permissions for Form W-2. Options include:

  • Yes - All employees can access Forms W-2 for the year.
  • No - No employees can access Forms W-2 for the year.
  • Electronic - Employees who elected early online access to their W-2s can see the forms. This is controlled by the Electronic Form W-2 option in the Employee Details > Tax tab.

    To view employees who opted for electronic Form W‑2 access, run this backend system report: Employer Administration > Report > Tax Reports > Quarterly & Year End Tax Reports > Web Electronic W2 By Location.

These steps make Form W-2c/Form 1099 accessible from both Employee Details and Employee Portal (EP):

1099 Web Access

Set to Yes to allow employees to view and print Form 1099.

W2C Web Access

Set to Yes to allow employees to view and print Form W-2c.

Mask SSN on W-2's Beginning In

Specify a reporting year. If this field:

• has a year selected then:
• from that selected year onwards the Social Security Number for an employee will be masked and only the last 4 digits will display on both Form W-2 and Form W-2c PDFs. This functionality has been extended to the Employee Portal PDF.
• for any prior year the Social Security Number for an employee will not be masked on both Form W-2 and Form W-2c PDFs.
• does not have a year selected then:
• for any year the Social Security Number for an employee will not be masked either on Form W-2 or Form W-2c PDFs.
4. Click Save.