9.2 Managing Electronic Consent for Year End Forms

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 electronic 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:  NavBar > Navigator > Payroll for North America > US Annual Processing > Year-End/New Year Preparation > Review W-2/W-2c Consent Status

  1. The Review W-2/W-2c Consent Status search page displays.
  2. On the Review W-2/W-2c Consent Status search page, enter applicable search criteria (At least one criteria must be entered).
  3. Select the Search button.
Review W-2/W-2c Consent Status search page
  1. The Review W-2/W-2c Consent Status page displays.
Consent Status page
  1. The process to view an employee's consent status is now complete.

Custom Queries

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

Navigation:  NavBar > Navigator > Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. Enter the Query name:  QHC_PY_W2_W2C_CONSENT.
  3. Select the Search button.
  1. The Query Viewer page displays.
  2. Select the Run to type:  HTML, Excel or XML.  
  3. Query results provide the following data fields for your review:
    • Company #
    • Empl ID
    • Last Name
    • First Name
    • Effective Date
    • Sequence#
    • Consent Status  
    • Last Updated Date/Time
    • Updated By
  1. The process to run a custom query is now complete.

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:  NavBar > Navigator > Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. Enter the Query name: QHC_PY_INACTIVE_ALL_JOBS_W2.
  3. Select the Search button.
  4. Once a user selects the Run to type (HTML, EXCEL, XML), a prompt screen will appear.
  1. Enter the following data:
    • Company
    • From Eff Date
    • To Eff Date
Query prompts
  1. The Query results display.
  2. The following data fields available for your review:
    • Empl ID
    • 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.  

  1. The process for managing electronic consent for year end forms is now complete.
  2. End of procedure.

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