Section 6: Delivery Method - F.A.S.T. Level 2: Email
Important Information
- F.A.S.T. Level 2 is a requirement for emailing W-2s.
- You must receive each employee's consent to receive an electronic W-2 only (consent is not required if you will additionally be providing a paper copy of the form).
- W-2s must be archived first in order to email W2s.
- Email addresses must be set up in Personnel Demographics.
- Emailing W-2s can be done anytime after archiving.
- Once form is completed, click on Run Report, and email is sent immediately.
- The body of the email to the employees will read: Attached is a copy of your (YEAR) W2 FORM from (EMPLOYER).
- If employees have 2 W-2s as a result of exceeding 4 Box 12 amounts and both copies have been archived, the employee will receive two separate emails for each copy and the 2nd email subject will read (YEAR) W2 FORM part 2
OpenRDA
- OpenRDA: HR → Payroll W2 Processing → Print/File tab → Email W2s
- Range on Personnel ID or Document Number can be used if emailing specific employees, otherwise no ranging is necessary
- Enter the calendar year for the W2s that you wish to email to the employees
- Select When Received Yet False and True - This is a flag that is located in the W2 Form archived in Personnel Documents indicating if the employee has received the W2. Default is to leave both flags set as true
Email W2s from MMREF1 MAINTAIN SCREEN
- Emailing W-2s for individual employees can be sent from the MMREF1 Maintain Screen.
- Set Control Numbers and Archive W2 processes must have been completed.
- Select the employee.
- Click on the envelope icon to the right of the Control Number.
- If the Refuse Email W2 boolean is set to True in Personnel Demographics, the envelope will be replaced with a lock.
- Once the envelope is clicked, the email will be sent immediately.