ctcLink Reference CenterHuman Capital ManagementPayroll Annual Processes 13Managing Electronic Consent for Year End Forms - 13a

Managing Electronic Consent for Year End Forms - 13a

Purpose:  Use this document as a reference for how to manage W-2/W-2c electronic consent results in ctcLink.

Audience: Payroll Administrator

Employees have the option to elect to receive their year end forms such as W-2 and W-2c in paper form or in electronc form only.  The option for this election is available via the Employee Self Service tool.

The college Payroll Administrator can audit the results of the e-consent election by running the following reports/queries in ctcLink.

Navigation:  Main Menu>Payroll for North America>U.S.Annual Processing>Year-End/New Year Preparation>Review W-2/W-2c Consent Status

  1. Enter search criteria.
  2. Select Search.
Find an existing value tab
  1. Search results displays the individual employee Consent Status
Review w 2 and w 2c consent status page

Custom Queries

A custom query has been developed to assist with reviewing the electronic consent results for your company.

Navigation: Main Menu>Reporting Tools>Query>Query Viewer

Query name is:QHC_PY_W2_W2C_CONSENT

Query results provide the follow data fields for your review:

  • Company #
  • Empli ID
  • Last Name
  • First Name
  • Effective Date
  • Sequence#
  • Consent Status  
  • Last Updated Date/Time
  • Updated By

Year End Auditing

To ensure terminated or retired employees who previously elected to receive their W2 electronically will now receive a paper form, you will need to identify employees in terminated or retired status prior to W2’s being issued.  

A custom query has been developed to assist with this audit.

Navigation: Main Menu>Reporting Tools>Query>Query Viewer

Query name is: QHC_PY_INACTIVE_ALL_JOBS_W2

Prompt rquires: Company number, From Eff Date and To Eff Date

Query results provide the follow data fields for your review:

  • EmplID
  • Empl Record
  • Name
  • Eff Date
  • HR Status= I (Inactive)
  • Pay Status = T or R (Terminated or Retired)
  • Action
  • W2 Consent Status

IMPORTANT: If you have terminated or retired employees who’s W2 Consent status is “Consent”, you will need to submit a ticket to ERP Support to request to have their consent status reset so these employees will receive a paper W2 form.  

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