View W-2/W-2c Form for an Employee and Download or Print
Purpose: Use this document as a reference for how to view W-2/W-2c Form in ctcLink and download or print it.
Audience: Payroll Administrator.
You must have at least one of these local college managed security roles:
- ZZ Former Employee
- ZC Payroll Data Maintenance
- ZZ Payroll Data Maintenance
- ZZ Payroll Processing
- ZZ PeopleSoft User
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
View W-2/W-2c Form for an Employee
Navigation: Menu > Payroll for North America > US Annual Processing > Create W-2 Data > View W-2/W-2C Forms
The View W-2/W-2c Forms search page displays.
- Enter the Empl ID or the appropriate search criteria Name field(s).
- Select the Search button.
- The Search Results section displays with the number of results rows based on the criteria entered.
Be aware that depending on the search criteria provided, the results grid could display multiple rows. For example, in the search results shown in the image below, there are 6 results for the same Last Name. In this example, the first three rows are the same employee who happens to have three employee record numbers. This could also happen if just using the Name field, and entering just the first name.
From the Search Results grid, select the appropriate employee/employee record combination.
- The View W-2/W-2c Forms page displays with the most recent tax year displaying.
- To view previous years, select the desired Tax Year you wish to view from the drop-down list.
- If this is not the correct employee, there are options to Return to Search or to go the Next in List or Previous in List, as appropriate.
- Choose the version of data you want to view and select the appropriate button:
- > View W-2 Form provides a generic view of the data in a list by Section Details.
- > View PDF provides the layout of the actual W-2 that the employee would receive.
- Select the Filing Instructions link to view recommended filing instructions.
- In the case that the employee's year-end W-2 data was issued a correction for a particular tax year, there will be two forms listed to choose from, the original W-2 and the corrected W-2c.
- The respective PDF document will open and could be downloaded and/or printed.
Below is an example of the W-2 Year End Form. - To close the pdf window, click the X on the tab at the top.
- Below is an example of the W-2 Filing Instructions.
- To close the pdf window, click the X on the tab at the top.
- Below is an example of the W-2c Year End Form.
- To close the pdf window, click the X on the tab at the top.
The process to view, download and print W-2/W-2c Forms for an employee is now complete.
End of procedure.
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